what do i do to make arrangements for out of town guests, exactly?

posted 3 years ago in Reception
Post # 3
Member
871 posts
Busy bee
  • Wedding: March 2014

@brideanjeza:  Create your hotel block as soon as location and date are set. Call any hotel(s) you are interested in using and mentiond you’d like to set up a block. Ours was free and they had a person who only does that help us via phone. We asked them to reserve the # of rooms each night based on who would be travelling what days and actually had to call and ask to have more added recently. Our block discounts the rooms by $40. The catch is that is expires a month before the day of so that they have a chance to sell any unbooked rooms to other nonwedding guests. Some hotels make you pay 20% or something and refund it as long as you have 20% of your block used. If you have options I would go with the free but guests have to book by “x” date as it is far easier and you can overestimate the # of rooms w/o worrying about cost to you 

Post # 4
Member
406 posts
Helper bee
  • Wedding: November 2013

@excitedtobeMRSF:  +1 That’s exactly what I had to do too.  We have a lot of out of town guests, so I sent out the hotel info in both the STD and the Invite.

Post # 5
Member
286 posts
Helper bee
  • Wedding: January 2014

It was pretty easy when I did it.The venue actually had some suggestions too, so you might want to check with your venue to see if there are popular choices around the area. I picked a hotel (not on the venues list) based on the location where some of the pre-festivities would be (closer to my house than to the venue). I then hired a bus to take people from the hotel to the wedding on the day of.

The hotel people (the Westin – but I think all Starwood hotels) were AWESOME. They know just what to do and they helped me lock in a rate for my guests that is EXCELLENT in the area I live in. Another great thing they did which has been very helpful is that they gave me credentials to access the booking information for my guests online, as well as a custom link I could send directly to my guests/post on my wedding site so that they would have no issues booking.

I highly recommend Starwood hotels for this reason.

 

Post # 6
Member
1287 posts
Bumble bee

I called a hotel close to our venue and spoke to their sales/booking manager. She booked a block of rooms for the weekend for a certain rate until a certain time. She also provided a link for me to give out to guests to book right from there. I added this to my wedding website.  The hotel will help you out with any questions you have. They are VERY helpful with all of your questions.

If you are having a big wedding, maybe pick 2 hotels.  

I did not have to pay anything in advance. I told them that my guests will be paying for their rooms upon checkout.  A lot of hotels will make you pay a deposit, and you’ll get that back after your wedding. Somehow, I got out of that and they waived the fees for me.  It’s not costing me anything.

 

Post # 7
Member
272 posts
Helper bee
  • Wedding: June 2014

The hotel I’m working with was incredibly helpful. They first opened up an “Open” block – this way we don’t have minimums to book. They have given us a great group rate and I’ve convinced them to give our guests parking and breakfast free of charge! Plus, if we do end up having different milestones met (10 rooms, 20 rooms, 30 rooms) we get various upgrades/free room etc that we can either use ourselves or gift to someone. I would suggest asking if you can meet with their wedding rep face to face to make sure they give you the best deal and service possible Smile

ETA: We also didn’t have to put any money down which is nice!

Post # 8
Member
15 posts
Newbee
  • Wedding: March 2014

Definitely hotel like almost everyone here mentioned, consider welcome bags too which includes water, candy, a map of the area, a granola bar maybe, a thank you card for coming out, etc. 

Post # 9
Member
9137 posts
Buzzing Beekeeper
  • Wedding: November 2013 - St. Augustine Beach, FL

@brideanjeza:  Call a few local hotels to request hotel blocks.  Make sure to ask what the guarantees are before booking the blocks because some have a minimum number of rooms that must be booked in order for a discount to apply.  You can mention the hotel block and book by date in your invitation suite or you can add the information to your wedding website.  We didn’t do a hotel block since our wedding is small and it’s low season where we’re holding the reception so rooms should be plentiful; we have only had one inquiry about it.

Post # 10
Member
1590 posts
Bumble bee
  • Wedding: March 2014

I used hotelplanner.com & they did the work for me. The hotel I picked has cards that I will put in my invitations.

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