When planning your wedding, one of the most important aspects to consider is how to accommodate your out-of-town guests. While it may not always be necessary to handle hotel bookings for your wedding guests—especially with today’s internet access and booking apps—offering assistance with their accommodations is a thoughtful gesture. Your out-of-town guests will often face the added stress of traveling, managing flights, transportation, and unfamiliar locations, so providing them with a bit of help in the lodging department can make a significant difference.

   It’s not just about offering a place to stay; it’s about showing appreciation for the time, effort, and financial resources your guests are committing to share in your special day. By following these simple guidelines, you can ensure that your guests feel welcome and well cared for throughout their stay.

 

A Courtesy Room Block

   Many couples mistakenly assume that reserving hotel rooms in bulk comes with significant costs and responsibilities, such as paying for unbooked rooms. However, this isn’t the case. Most hotels offer what is known as a “courtesy room block,” which allows you to reserve a block of rooms (typically around 10 rooms) at no upfront cost and without a financial obligation for unbooked rooms. This means that you’re not committed to paying for unused rooms, making it a risk-free option for you.

   The beauty of a courtesy room block is that as your out-of-town guests start reserving rooms, you can always add more to accommodate additional guests. Plus, booking in bulk often means that your guests will receive a discount, making it a win-win situation for both you and your wedding attendees. You get peace of mind knowing your guests will have a place to stay, and they get a more affordable option compared to booking rooms individually.

 

What About Single Guests?

   If you have single guests coming to your wedding, they may be faced with higher accommodation costs since they’ll be booking rooms for themselves. To help cut down on their expenses, consider sending a polite email to your single guests and asking if they’d be open to sharing a room with another single guest. After receiving responses, you can pair guests up to reduce costs. This is a great way to promote bonding among your guests while also being considerate of their travel budgets.

   Of course, it’s essential to keep the communication open and make sure everyone is comfortable with the arrangement. Be mindful of preferences and make sure to check in with your guests beforehand to ensure they’re on board with the idea of sharing a room. This small act of generosity can help your guests save money and create an even more memorable experience.

 

The Cut-off Date

   Every hotel will establish a cut-off date by which your guests need to confirm their reservations. After this date, any unbooked rooms are released, and your guests may lose out on the special group rate. This is why it’s so important to communicate this cut-off date to your out-of-town guests well in advance. You can include this information in your wedding invitation, on your wedding website, or in a dedicated email that highlights the urgency.

   Your wedding website is an excellent resource for this kind of information. By creating a page with details about your out-of-town accommodations, you can offer your guests a one-stop shop for all the information they need. Be sure to include the hotel’s contact information, reservation instructions, and any additional helpful details, like directions or local attractions. This shows your guests that you’re taking their convenience into consideration and makes their experience that much easier.

Posted in Accommodations, Bed & Breakfast, Bridal Hair Accessories, Bridal Registry, Kingston Restaurants, Kingston Wedding, Wedding, Wedding Guest List, Wedding Guests
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