Arranging accommodations for your guests is one of the most important considerations when planning an out-of-state wedding. Having them stay at a clean, comfortable, and affordable place can improve their experience and help them celebrate your big day to the fullest! A guide with some steps on how to book accommodations for different needs and budgets while managing it all smoothly and efficiently.
Look Up Places {That You May Need To Stay}
Look up hotels, resorts, vacation rentals, and other accommodation options nearby your wedding site. Seek alternatives for all budgets and tastes, from five-star lodgings to low-budget binds.
Think Proximity: A lot of guests will want to stay close to the venue. Find accommodation that is within no more than a 10–15 minute drive from the venue or even walking distance if possible.
Read Reviews and Ratings: Check you travel sites to get feedback on each of the places we offer you. Choose hotels and rentals with a high cleanliness, service & location score.
Amenities: Some guests prefer amenities such as free Wi-Fi, complimentary breakfast, pools and parking. Be aware of what each accommodation has.
Pro Tip: Call hotels and specifically ask if they offer group discounts (often available for wedding parties or large block bookings).
Room Blocks at Partner Hotels
A room block is a service that guarantees rooms for guests and, more often than not, a lower rate. Room blocks streamline the booking process and usually secure a rate for guests who make reservations by a specified date.
Book Early: Hotels typically only offer so many rooms available for blocks, so book as early as possible especially during busy travel seasons.
Select Two or More Choices: To provide diversity, include hotels with varied price ranges so guests can select the best accommodation for their wallet.
Check for Group Rates: Inquire about group rates as well and see if they can offer your guests free parking, breakfast or Wi-Fi.
Tip: Be specific about what the room block entails — reservation deadline, cancellation fees, etc., so guests know key dates and any associated charges.
Provide Alternative Accommodation Options for Various Budget Ranges
Not EVERYONE wants to sleep in a hotel. Family-friendly or group travel is often best in vacation rental and bed-and-breakfast accommodations.
Vacation Rentals: Sites such as Airbnb and Vrbo provide bigger houses or flats suitable for those traveling as a couple or with kids. Rentals nearby the venue or transport options best.
Bed-and-Breakfasts: These vary from guest to guest, but some people want a local experience that feels a little more personal. Hot tip: Seek out BnB’s that offer a comfy snooze along with a taste of the surroundings.
Hostel or Budget Hotels: If you have a younger crowd, or feel like being extra frugal, there are hostels and budget hotels nearby that can also work perfectly. So, if you have this in your accommodation, be sure to add these.
Note: Include a selection in the communications so everyone is able to find something that fits their needs and mingle with other guests during your wedding.
Make use of transport methods
To facilitate as much convenience for travel as possible, charters to and from the accommodations, especially if out of city from your wedding venue. For guests who are less familiar with the destination or those without rental cars, this is especially useful.
Shuttle Services: Also, you might want to hire a shuttle service that will pick up the guests and drop them at the venue. Some hotels provide free shuttles up to a distance, too, so ask the hotel.
Another option offers a collaborative approach to saving on transportation costs — partnering with ride-sharing services such as Uber or Lyft to create promo codes for your wedding guests.
Carpool: If guests are staying at the same hotel, carpooling is easy, and makes a great way to avoid cost and parking odds on the Cowboy Stadium property.
Consider adding transportation information along with your wedding invitations or on your wedding website so that guests are well-prepared.
Make a Welcome Book with Useful Information
A welcome guide is a great way to ease your guests into what might be an uncomfortable new location by providing them some insight on the area and wedding logistics. Email this guide ahead of time, include it in your wedding website, or print and give out as a welcome packet at the accommodations.
Add lodging info: Include contact numbers for the hotel, check-in/checkout hours, and any specific room block information.
Showcase Local Attractions: Provide details about local attractions, or places to visit & restaurants around the place where guests might explore in their free time.
Include Important Wedding Information: Let it include info on how to get to the reception venue, times for the ceremony and reception, transportation you arranged.
Tip: If you have a wedding website or app, make it digital welcome guide so that guests can view on their phone!
Gift Bags or Welcome Notes: Give A Warm Welcome
And for an extra personal touch, you can always arrange welcome bags or notes for your guests to find when they check in to their accommodations. It can really make them feel special and excited about your wedding.
Include Local Treats: Adding locally sourced snacks, drinks or small souvenirs can give your guests a taste of the area.
Include Items Necessary : Things like maps, water bottles, sunscreens, hand healthy sanitizer and something that is necessary for the visitors during their stay should be covered.
Include an Itinerary: Provide a printed or digital itinerary that outlines the details of the wedding weekend, so guest know what to expect and when to be prepared for events.
Tip: Help the hotel or accommodations manager by having welcome bags or notes waiting for guests in their rooms or at the front desk when they arrive.
Provide Your Guests with Detailed Booking Instructions
Ensure guests have everything they need to review relax book their lodging with ease. Include a Stay section on your wedding website, or send an email with options and how to book them.
Sending Booking Links: Include direct booking links to the hotels and room blocks, as well as any discount codes or group rates.
Mention Reservation Cut-Offs: Be explicit about any room block or reduced rate cut-off dates so that your guests are aware of when to book by.
Make Sure They Have Your Contact Information: Be sure to include hotel contact information since some guests may need to call direct to book under your room block.
Tip: One month or two months before the wedding, notify guests of any expiring room blocks or rental discounts. It’s a reminder about booking deadlines!
Send a Friendly Reminder Nearer to the Date
Some guest may forget to book their accommodation ahead of time, so a gentle reminder once closer to the date is beneficial. Especially if they’re on a deadline to book those room blocks.
Reminder Email: This should include links to the accommodations you recommend, deadlines for your room block and a gentle reminder to book soon.
Wedding Website: Continue sharing the status about rooms and reminders on your wedding website.
Leverage Your RSVP Deadline: If people are too sluggish to reserve a room by your RSVP deadline, follow up directly and make sure those guests have a bed.
Takeaway: If you have a small guest list, following up with them personally can be especially powerful in ensuring everyone has a place to stay.
Maintain contact with the Hotels and Event venue
Closer to the wedding date, check in with the hotels where you have blocks of rooms. This helps ensure that everything is done alright and lets you stay aware of the guest bookings.
Verify Room Block Reservations: See how many rooms have been booked in your room block and if any additional rooms are necessary.
Confirm Shuttle or Transport Plans: If you’ve arranged transportation, confirm times and pickup points with both hotel and transport provider.
A few guests may have special needs (for instance, ADA-compliant rooms or adjoining rooms for families), so ensure you double check to the guest requirements as needed.
Pro-Tip: Have a member of your wedding party (or a family member) take care of accommodation questions or requests from your guests so you don’t have to deal with it all!
Final Thoughts
Planning lodging for an out-of-state wedding does not have to be annoying. So, if you secure room blocks, give guests options and transportation to and from the venues, you will make it a pleasurable experience for all. Gifts, briefings or gear reminders — even if minimal ones in each and every case matters to make your visitors step secure and experience the presence of valence they on your special occasion as a pampering visitor.
For More Articles Click