Post # 1
I have lots of people from Out of Town being invited to my wedding, and I have tons of questions about how accommodations will work. Any help from people with experience would be great!!!
Did you block some hotel rooms, how many did you block, and how many rooms ended up getting filled in the end?
Did you reserve any extra rooms on your own credit card just in case some of your guests didn’t reserve their rooms in time, and transfer to their credit card later?
How did you give your Out of Town guests their accommodation information early enough to reserve their rooms? Did you send out accommodation cards a couple months in advance, or just send out your invitations really early, or something else? (The reason I ask is my hotel releases my block one month before the wedding date, and I’m wondering how to make sure my Out of Town guests make their reservations early enough.)
To your knowledge, did any of your guests end up sharing hotel rooms (i.e. two couples in one hotel room with two beds)?
Did any of your guests decide not to reserve against your block, and get a room at a different hotel (perhaps to use up their own reward points or something)?
Post # 3
We blocked hotel rooms. For us, the way it worked is we had a minimum of 10 that needed filled, but if it went over 10, our guests still got the discounted rate.
We included accommodation information on our wedding website, which was mentioned on our save the dates, and we also included a card in our formal invitations with the name of the hotel, the date by which they need to reserve, and the hotel’s phone number.
We didn’t reserve any rooms ourselves on our credit card. Our guests are adults and can handle their accommodations! Worst comes to worst, they don’t get the discount or have to stay somewhere else.
So far, all of our Out of Town guests have booked hotel rooms at the hotel we blocked rooms at, but I wouldn’t be surprised if a few decide to go to elsewhere. I still am sure we will fill up our block, so no worries. We have young college friends, so yes, we’ve heard that a few people are sharing hotel rooms.
Post # 4
we reserved two blocks at two different hotels. one is the “main hotel” that the wedding party is staying at the other is for over fill or for folks who want “suites” instead of regular rooms.
i didnt put down any money or anything. all i did was negotiate a rate, and if they use it great if not, oh well. the rate will be released about a month before the wedding.
they are reserved in blocks of 10 too by the way, so when the first set of 10 fills up, then a new block is opened, and so on and so on.
our guests are adults, and if they dont reserve rooms in time, they will have to figure out a way to deal with that. we have given them more than enough notice with sending out save the dates with the wedding website on there (which has ALL the hotel info) and we are sending out invites about 2.5 months in advance so they have time there as well if they didnt visit the website 🙂
Post # 5
We didn’t reserve blocks or hold any rooms. We sent out STD’s about 7 months in advance since we are getting married over a holiday weekend and having a destination wedding. With our STD’s we sent out 3 hotel recommendations with all the info needed to book. Aside from our wedding party we have not followed up with the other guests about their accomodations. Hope they booked in time
Post # 6
We started by blocking 10 rooms, and just had them add rooms in groups of 5 as they filled up- we ended up with about 20 rooms in the end.
The only one we paid with our credit card was my husband’s room for the night before the wedding so he could spend more time with his Out of Town family. We had them open up anything left not reserved on our block 1 month before the wedding so we didn’t get charged. They were nice and still gave late reservers our rate even after the 1 month deadline (I love you Hyatt Place!!). Out of town bags were a real hit with everyone, we did a welcome packet with maps and things to do, bottled water, and some local snacks.
Since our wedding was so close to the hotel, they let us set up times for the shuttle van to drop off and pick up people, and they did free shuttles to the airport too. A few people chose different hotels at the last minute for various reasons, but we decided it was their problem to sort out, and we weren’t the ones getting charged for their cancellations. And to my knowledge, besides siblings, nobody shared rooms with other couples.
We also put the hotel info on our website about 4 months before the wedding (several months after save the dates were sent out with our website on it).
Post # 7
We looked around and foudn the best fits for us. #1 requirement- not having any resonsibility for the unbooked rooms. I went with their recommendation for the # of rooms to block, knowing as long as they had some I could add at any time. The cut off for me adding or them booking was a month before.
I would NOT hold any for guests. They miss out, their own fault. You notify them and then your responsibility ends there.
I did have some guests go to another hotel since my aunt’s sister worked for them and they got a room for CHEAP. It was not a problem.
I had some of my single guests share rooms but no couples.
Post # 8
I’m just a little worried because hotels in my area book up very far in advance for summer weekends. Most of the hotels I called are booked almost solid for August 7 already. I turned down hotels that wanted to block 10 at a time, because I was afraid there wouldn’t be enough rooms to add to the block by the time my guests actually go around to reserving their rooms.
I guess I’ll just have to send out the invitations two months in advance and make sure the guests know to reserve before the one-month cut-off date. Grrr this part of the wedding planning stresses me out!
Post # 9
You could send out some emails now with the info, if you don’t want to do save the dates. That’s what we did when people were asking us ahead of time. One to FIs family, one to my family, one to my friends, etc. I agree that avoiding having any financial responsibility for unbooked rooms is priority 1. Don’t worry too much about this, these are adults and they don’t need everything done for them 😉
Post # 10
Don’t stress. We had the room block info on our wedding website. Our save the dates and an insert in our invitations referenced out website for more information about hotels. I also emailed my family and explained rooms go fast, they aren’t charged when they book their room, and they can cancel with no fee (up to 72 hours in advance) and they made their reservations.
Our hotel block provides me with a report of our block, so every couple of weeks I ask for the report so I know who’s on top of things.
Post # 11
I’d keep shopping for a hotel that’s a good match….we talked to several before settling on one. The first one, right by our venue, required us to commit to a number of rooms and pay the difference if people didn’t book them, which was a no go. The second one had a limited number of rooms, and we just weren’t sure on numbers so it seemed risky. The one we ended up with adds rooms two at a time as the block gets used up, and only had a $1,000 minimum (pretty easy to fill with just a few people staying two nights each). I blocked half the number of Out of Town guests we’d invited to start, and that seems to be a good number for us. They print out reports or read me the list if I ask, so I know who’s actually reserved a room.
We had two people reserve at a different hotel to save money ($60 v. $120), and have a couple people sharing rooms (but all singles). We also live in a big metro area, and at least half a dozen couples are staying with friends in the area, presumably also for cost reasons (and to see family in a couple of cases). That’s less likely to be a factor if you’re further afield, though.
We also just told people the rooms would book quickly—we accidentally picked a weekend with several large events happening!—and people started booking extremely early, with a couple calling before they’d even set the block up. So I wouldn’t worry too much. Good luck!
Post # 12
@greenleafmountain: Point taken that my guests are adults. I probably need to take that lesson to heart in other areas in my wedding planning too. I started to write up very detailed driving directions for my guests and added trip times, locations of specific restaurants (so they can stop for lunch on the drive down), approximate trip times, and was considering driving out and taking pictures of the intersections to put in my map when I realized I was going way too far! 🙂
@texasmeredith: I like the idea of getting periodic reports on our block, and I’m going to ask if my hotel can do that for me – or at least call them every once in a while to see who’s reserved. That would be a good idea anyway, because if 100% of my Out of Town guests came and needed rooms, that would mean 41 rooms, and I only have 24 blocked, and it would be good to know if I’m running out of rooms!
@oakster: I’ve officially looked into every hotel in the area, and the hotel I booked with is certainly a good match. My only concern is that my guests will assume that they can wait until the last minute to reserve their rooms, or wait until the last minute to try to book at a different hotel, and like I said the hotels in my area are booking up very fast already!