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How to Book Hotels for Your Wedding Guests: A Stress-Free Guide

Oct 17, 2024

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Husband and wife walking together after getting married.

Planning a wedding is an exciting yet overwhelming time, especially when you want every detail to be perfect for your guests. One of the most important aspects to consider is where your out-of-town guests will stay. Booking hotels for wedding guests can seem daunting, but with a little organization and these simple steps, you’ll have it handled with ease.


 

1. Book Early

Hotel rooms can fill up fast, especially during wedding season or if your venue is in a popular destination. As soon as you finalize your wedding date and venue, start researching accommodations. Many hotels allow you to reserve a block of rooms up to a year in advance. Booking early ensures that your guests have a variety of options and price points to choose from, and it helps you avoid last-minute scrambling.


2. Consider Location

Proximity is key when booking hotels for your wedding guests. You’ll want to offer options that are close to your wedding venue to make transportation easy. If your venue is in a rural or less accessible area, it’s a good idea to choose accommodations near public transport or highways to keep things convenient. Additionally, consider hotels that are close to local attractions for guests who may want to explore during their stay.


3. Offer a Range of Prices

Your guests will have different budgets, so it’s helpful to offer a range of hotels at different price points. Look for a mix of boutique hotels, mid-range chains, and budget-friendly options. This way, everyone can find something within their budget while still being close to the festivities.


4. Negotiate Room Blocks

A room block is a reserved group of rooms set aside at a hotel specifically for your wedding guests. Room blocks typically offer a discounted rate, and they’re a great way to ensure all your guests can stay at the same place. To negotiate a room block, contact the hotel's sales or group reservations department and ask about special rates for wedding parties. You’ll often need to estimate how many rooms you’ll need, but don’t worry—you won’t be on the hook for any unused rooms as long as you negotiate carefully.

Here’s what to keep in mind when booking room blocks:

  • Minimum and Maximum Requirements: Some hotels require you to book a minimum number of rooms. Ensure this aligns with your guest list.

  • Cutoff Dates: Find out how long the hotel will hold the block for your guests. Hotels typically release any unbooked rooms 30 to 60 days before the event.

  • Discount Rates: Ensure the hotel offers a discount for the group, and ask if there are any additional perks such as free Wi-Fi, breakfast, or shuttle services to the venue.


5. Provide Detailed Information to Guests

Once you’ve secured hotel accommodations, make it easy for your guests to book their stay. Include all the details on your wedding website, including:

  • Hotel names, addresses, and contact numbers

  • A link to the hotel’s booking site

  • Group booking codes or information on how to access the discounted rate

  • Any booking deadlines

Consider creating a section on your wedding website dedicated to travel and accommodations where guests can find everything they need in one place.


6. Transportation Considerations

If your hotel is not within walking distance to your wedding venue, think about transportation options. You could arrange for a shuttle service to take guests to and from the venue, or you could suggest ride-sharing options like Uber or Lyft. Providing clear transportation information makes the experience much smoother for your guests, and they’ll appreciate the convenience.


7. Check for Amenities

When selecting hotels, pay attention to amenities that could make your guests' stay more enjoyable. Features like complimentary breakfast, free parking, or a hotel bar where guests can gather after the reception can make a big difference. You may also want to inquire if the hotel offers early check-in or late check-out for wedding guests, especially if your wedding events span the entire weekend.


8. Follow Up with Guests

Even with all the details on your wedding website, some guests might forget to book their rooms or might have questions. It’s a good idea to send out a friendly reminder a month or two before the wedding, just in case. You can include this information in a pre-wedding newsletter or via email.


9. Book a Suite for Yourself

While booking for your guests, don’t forget to reserve your own suite! Many couples book a suite at the same hotel where their guests are staying for convenience. Having a comfortable place to get ready, relax, and enjoy the post-wedding excitement is key. You can also use this space to host any pre- or post-wedding gatherings with your closest friends and family.


10. Plan for Extras

If a significant portion of your guest list will be traveling for your wedding, consider creating a special welcome bag for them. These can be delivered to their hotel rooms and might include water, snacks, local goodies, a weekend itinerary, and a personal note from you and your partner. It’s a small touch that makes a big impact!


 

Final Thoughts

Booking hotels for your wedding guests doesn’t have to be stressful. By following these steps, you can ensure that everyone has a smooth, enjoyable experience leading up to your big day. At Events by Ellie Bean, we’re here to assist you with every aspect of your wedding, including hotel bookings, so you can focus on celebrating love! Let’s make your wedding unforgettable — contact us today for a consultation!