Post # 1
I’m trying to design my save-the-dates and am having some issues. Unfortunately, the day that we picked for our wedding is also the day of a huge Firefighter convention in the town/city where we are getting married. The 2 Marriotts there are 100% dedicated to the event and will not rent out any rooms to people not in the convention.
We found a hotel that doesn’t cater to the convention (but still lets them book rooms), and is letting us block out rooms for our wedding. However, they told us that the hotel ends up always completely booked due to the convention each year, as do pretty much all the hotels in the area. *sigh*
We are planning for 150 people at our wedding. Literally 95% of these will be out of state. The hotel will only let us block 20 rooms at a time, and block more only when all 20 have been booked. We are able to start booking rooms 11 months in advance, so this November 4th we can start.
I want to explain all of this to my guests on/with the save the dates WELL in advance to make sure everybody gets a room. There are no other towns/cities closeby (the closest would be 45 min away) if everything gets booked. Rooms require credit card number, but can be cancelled at ANY time no penalty, and will not get charged until check in.
Should I put this info ON the STD? Should I type it up on a separate paper and enclose it with the STD? I am going to put the info on my wedding website, but am afraid not everyone (especially older family members) will check it.
Any advice would be greatly appreciated!
Post # 3
I would probably do a business card insert, you can get them on VP pretty cheap. I’d likely put something along the lines of “Due to XXX Convention please consider booking your room early as availibility is limited. Hotel blocks have been set up at XYZ Hotel. 1800-555-1234”
Post # 4
@IowaDDS13: That’s a great idea! Or even just print out a piece of paper and insert it in the envelope if you want to go super cheap.
Post # 5
I like the business card idea, but also try getting this out by word of mouth. Some people aren’t going to get a room in time, expect that. Have a backup hotel in mind (probably farther away) for those who didn’t get in on the one you’re blocking.
Post # 6
Enclosure is the traditional way, but alot of my brides (i design wedding stationary) take advantage of the room on the back of the std if it’s a one sided design. 🙂
Post # 7
@brideagain3650: do you think it would be okay to just put a piece of info in the envelope with the STD? I realy want the info to get out there but I don’t want it to look bad (and don’t particularly want hotel booking info ON the STD as it may be long).
Post # 9
What does your Save the Date currently look like? Our’s is a postcard with “Save the Date!” and the date on the front. The back gives the location. And then in tiny print on the back, it says, “Need more information? Visit our website at __________.” Perhaps you could have a thing in tiny print that says something like, “Know for sure you want to come? Hotel rooms are limited due to an event in town. Consider booking your hotel early. Visit our website for more details.” Or something like that.
Post # 10
Ours is in an area where hotels sell out as well. We have 3 reserved (since all will be from out of town).
I put a note on the save the date at the bottom that said “Hotel blocks are now available. We suggest reserving your room as early as possible. Hotels often sell out due to university events. Contact us or visit http://www.ourwebsite.com for details.”
I am going to be keeping a close eye on the blocks as well.