Planning a wedding can be a daunting task, especially when it comes to managing the accommodations for your guests. One of the most important parts of this process is creating a hotel block. But, how do you word it in a way that makes sense and ensures that everyone knows what to do? In this article, we’ll provide you with some tips and examples on how to word a hotel block for your wedding.

What is a Hotel Block?

A hotel block is a group of rooms that are reserved in a hotel for a specific event or purpose. In the case of a wedding, a hotel block is a number of rooms that are set aside for wedding guests to book at a discounted rate.

Having a hotel block for your wedding is important because it ensures that your guests have a place to stay that is convenient and close to the wedding venue. It also helps to alleviate the stress of finding accommodations in an unfamiliar city or town.

Tips for Wording Your Hotel Block

When it comes to planning a wedding, reserving a hotel block for guests is an important task. Not only does it make it easier for your guests to find a place to stay, but it also ensures that everyone is in close proximity for any pre- or post-wedding activities. Here are some tips for wording your hotel block:

Start with a Warm Introduction

It is worth mentioning that starting with a warm introduction is a great way to set the tone for your hotel block. Begin with a friendly greeting and express your excitement for your upcoming wedding. This can be done via email or a physical invitation. Make sure to include any important dates, such as the wedding date, and the location of the hotel block.

Include Important Details

When it comes to providing important details, keep in mind that your guests will need to know the name of the hotel, the room rate, and the booking deadline. It is also important to mention any amenities that are included, such as free breakfast or shuttle service to the wedding venue. Comparing room rates with other hotels in the area can be helpful for guests who are looking to save money. Additionally, if there are any nearby attractions or events, such as a local festival, it is worth mentioning that as well.

Hotel Name Room Rate Booking Deadline Amenities
Marriott $149/night June 1st, 2022 Free breakfast, shuttle service
Hilton $139/night May 15th, 2022 Pool, gym

Provide Booking Instructions

When providing booking instructions, it is important to make the process as easy as possible for your guests. Remember to include the hotel’s phone number and website, as well as any booking codes that guests will need to provide in order to receive the discounted room rate. It may also be helpful to provide a step-by-step guide for booking, especially for guests who may not be familiar with the hotel’s website.

  • Call the hotel at [phone number] and mention the wedding of [bride and groom’s name] to receive the discounted room rate
  • Book online at [hotel website] using the booking code [code]

Add a Personal Touch

Adding a personal touch to your hotel block can make your guests feel even more welcome. This can be done in a number of ways, such as including a note in each guest’s room or providing welcome bags filled with snacks and local information. Additionally, it can be helpful to provide guests with a schedule of any pre- or post-wedding activities that they are invited to attend. This can include a welcome dinner, brunch the morning after the wedding, or a group activity such as a wine tasting.

By following these tips, you can word your hotel block in a way that is informative and welcoming for your guests.

Examples of Hotel Block Wording

When it comes to wording a hotel block for a wedding, there are various ways to do it. Below are some examples of both formal and informal wording:

Formal Wording Example:

It is worth mentioning that a block of rooms has been reserved at the Hilton Hotel for the weekend of [date] for the wedding of [bride and groom’s name]. Guests can make reservations by calling the hotel at [phone number] and mentioning the [bride and groom’s name] wedding block. The cut-off date for reservations is [date].

Informal Wording Example:

Keep in mind that we’ve reserved a block of rooms at the Marriott for our wedding weekend! You can call the hotel at [phone number] and mention our names to book your room. Remember to do so by [date] to get the discounted rate!

On the other hand, some couples choose to include a more detailed breakdown of room types and rates in their hotel block wording. This can be helpful for guests who want to compare prices and amenities. Below is an example:

Hotel Room Type Rate per Night
Los Angeles Airport Marriott King or Double/Double $179
Hilton Los Angeles Airport King or Double/Double $189
Hyatt Regency Los Angeles International Airport King or Double/Double $209

Unfortunately, not all hotels provide this level of detail, so it’s important to ask your hotel contact or visit their website for more information.

FAQs about Hotel Blocks

When planning a wedding, one important detail to consider is where your guests will stay. Creating a hotel block can simplify the process and provide a convenient option for your guests. Here are some common questions that couples have about hotel blocks:

  • How Many Rooms Should You Block? The number of rooms you should block depends on the size of your wedding and the number of out-of-town guests you anticipate. A good rule of thumb is to reserve 10-20 rooms to start with and adjust as necessary. Keep in mind that many hotels will release any unbooked rooms a few weeks before the wedding, so you may want to block a few extra rooms to account for any last-minute guests.
  • What Happens if Not All Rooms Are Booked? Unfortunately, there is a chance that not all of the rooms you block will be booked by your guests. If this happens, you may be responsible for paying for any unbooked rooms. To avoid this, be sure to communicate the hotel block details to your guests early and often, and consider sending out reminders as the deadline approaches.
  • When Should You Create a Hotel Block? It is best to create a hotel block as soon as you have your wedding date and venue booked. This will give your guests plenty of time to make their travel arrangements and book their rooms. Some popular hotel chains for wedding accommodation include Marriott, Hilton, and Hyatt.


Creating a hotel block for your wedding is an important part of ensuring that your guests have a comfortable and convenient stay. By following the tips and examples provided in this article, you can ensure that your hotel block is well-worded and easy to understand. Remember to start with a warm introduction, include important details, provide booking instructions, and add a personal touch. And don’t forget to answer any questions your guests may have with our FAQs section. Happy planning!

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