Post # 1
I have an uncommon problem –
we are having a “semi-destination” wedding in a “off the beaten path” rural area. We are renting a rustic resort about 1hr from our home. We are arriving saturday, marrying Sunday & check out is Monday (although we may stay till Tuesday). There are 4 cabins & a 36 bed (9 bedrooms & dormitory) lodge. The Cabins are reserved for parents & sibling & our out of town guests who have already confirmed.
There are still rooms & a dormitory available at the lodge.
We are members of an association so all reservations must be in our name to get the special member pricing. The rustic resort really is like a campground – I have ask the booking agent if I could make payments or if guests could call in & make payments toward “our account” & I was flatly denied – no payments go through the booking office – the only method of payment is to the “on-site Residential Manager” upon time of arrival.
The expense of all the lodge rental is more than we would like to fully absorb & I would like to gather the $$ upfront so that at check in I can pay cash or know my check will clear – not big on credit & also unsure if they will be able to accept cc. To those i know are definately coming I have told them to just enclose thier payment with their rsvps… & it seems to be no problem. But i dont want to get stuck with dead beats.
I plan to arrive about 4-5 hrs before the guests so i can prepare the guest cabins & guest lodge w/ a welcome baskets, stock their fridges’ w/refreshements, snacks… ect. So I just planned to pay for everything when i check in & no-one needs to worry.
I wish we were in the position to not ask our guests to “chip in” at all – but we are not. This however is a great deal – 3 days, 2 nights in the Pennsylvania Laurel Mountains at the HEIGHT OF FALL for $30pp – 4 miles from Seven Springs Mt resort. Lots of stuff to do here. we have even given our guests who are renting cabins the additional day rental info in case they wanted to make a longer vacation out of it!
I have set up a website with all the information – as well as sent save the dates with special inserts for the guests we really “wanted” to stay or set aside rooms /cabins for. We have also followed up w/guests… which is how I have my current room/cabin count – all the cabins are full, but we still have 5 bedrooms & 18 beds available in our lodge.
Our guest list isn’t soooo big that I think we will get too many replys to stay… we have already kind “felt out” our guest list & ask our older relatives if they would be interested in staying… I would actually like it to be more of a – you need to commit to stay or not – for people on the fence & depending on reply time will be preferance of rooms… If people don’t want to stay we have the option of not opening up the top level of our lodge – which would save us money – but i don’t want to wait till the day of the wedding to catch up with people – to know whether or not to open the dormitory or about paying.
Hummm – not sure how to tackle this unconventional hurdle…
Post # 3
When I read the title I was thinking you were asking people to pay for their meal! Glad to read its not!
I wouldnt put it on the invite. I sent out a mass email/ FB message about the hotel block. Maybe you could do something like that and say payment is needed upfront.
Post # 4
I dont think your guests expect you to absorb their overnight accomadations. I don’t know if I would include the option on your invitation though. Maybe you could set up a wedding website with the information, that way if people want to stay they can email you and you can provide the price?
Post # 5
Could you somehow attach your website and say, for accomadation information, see our website http://www.hunybrownwedding.com and list the unusual circumstances there (and direct the payments)? You said you already called older relatives, so I most everyone else could figure out the site? That’s the only thing I can think of.
I do think that the invite shouldn’t include any verbage of payment.
Post # 6
I wouldn’t “request it” so much as say
A note to our guests: In order to reserve accomodations at the ____ Lodge, payment must be recieved by August 1, 2010.For more information regarding rates and pricing, please see our wedding website at http://www.hunnybrownwedding.com.
Your guests don’t need to know that the lodge isn’t just like a regular hotel, who requires payment up front for a room. Just make it seem like it is out of your hands– and that in order to stay at the lodge, they must have paidin full by Aug 1st (or whatever deadline you feel is appropriate)
Post # 7
- Wedding: March 2011 - The Viceroy
I wouldn’t mention anything about money in the invitation suite. You can however direct guests to your website and have the information there. An e-mail sent to those you want/expect to stay at the lodge will also work.
Post # 8
I agree with what Texaslawgirl wrote, or you could have MOB & MOG call guests on each side respectively call each RSVP as they come in with the details. I think your best bet is directing them to the website with all the payment info, etc.
Post # 9
I think there’s a polite way around this. On the rsvp card, include a note that says, “to arrange lodging at the camp, please contact Mrs. MOB at 555-123-4567”. Or if not your mom, then someone else who you trust to play that kind of coordinating/hosting role. They’ll call, confirm whether or not they’re staying, and your designated coordinator can tell them where to send the checks. I think you’ll have better luck this way than letting people kind of waffle on whether or not they’re staying, and it avoids the sticky issue of having them mail you a check directly.
Post # 10
Awww! @Texaslawgirl I think you just solved my problem – I agree & like your wording on a note to our guests – I had planned to put that info on the accommodation insert of our invites directing guests to the website which has pricing & detailed payment information. – I just never thought to put a “payment, due by date” along with the info. If i have the Payment due date of Sept. 15 and I request my RSVP’s On or before Sept 15 – most people would just put two & two together & send them together……
I would still put on the RSVP card (along w/the usual rsvp stuff) the following:
Staying at the lodge ____YES ____NO – but make no mention of payment – then follow up with guests who marked yes but havent submitted payment.
Do you think people would be wise enough to “read between the lines” & save themselves a stamp by sending the rsvp back with their accommodation payment?
Post # 11
Thanks so much cinnamon roll.. your advice is very much the polite way to do things & for most people it would work…
I’m having the rsvp come to me. My huny & I have been together for almost 9 years & its a very casual event – also we have no wedding party. I don’t really feel comfortable leaving this task to anyone else – also I Soooooo agree that its a sticky issue to have them make a check payable to Him, me, us??….
What if on the wedding website I direct them to make their checks payable to the venue? Then that prevents “to who” & also prevents us from using the money for anything else?
Post # 12
I would definitely have the checks payable to your venue. As a guest, I would just feel far more comfortable doing that.
Post # 13
- Wedding: January 2011 - Vintage Villas
I definitely agree with the PPs that you should put it on the website, not the invitation. And I think making checks payable to the venue is definitely the way to go!
Post # 14
I agree with the others. I added a card in my invites that said “For more information regarding hotel block reservations, valet parking, and suggested dress code, please visit our website at http://www.sdjalksjdalksjd.com“
Post # 15
Thanks again ladies……
Let me give you one word of advice – don’t depend on people visiting your website!!! If it had been that easy I wouldn’t be in this situation.
I sent out my save the dates with an enclosed card – inviting people to stay & to visit the WEBSITE for more information & also to contact me before May 30, 2010 to reserve their rooms – out 30 save the dates w/ invitation to stay – only ONE PERSON, ONE PERSON – actually called us to make their “reservation” !!! I had worked very long & hard on the website & I cannot believe how many people cant just go to the computer & look it up!!!! Although i feel its politically correct to mention any $$$ on the invitation – I WILL MENTION A PAYMENT DUE DATE on the accommodation card – because on the website I have given 5 different ways in which to contact us…. but we havn’t been contacted!!!! And i don’t think its fair for us to pay for everyone’s accommodations!
Post # 16
I think you should put it on a website- or send a completely separate email or note telling the deets of the accomodations.