Planning a wedding can be overwhelming, and one of the most important aspects is providing your guests with clear and concise hotel information.

In this article, we’ll guide you through the process of wording hotel information for your wedding, ensuring your guests have a comfortable and stress-free stay.

Start With the Basics

When it comes to providing hotel information for a wedding, it is important to start with the basics. This includes:

  • Hotel name and address: This should be listed clearly at the top of the information to ensure that guests know where the hotel is located.
  • Check-in and check-out dates: It is worth mentioning that guests should be informed of the exact dates they can check in and check out of the hotel. This can help avoid any confusion or misunderstanding.
  • Room block details: Keep in mind that guests will need to know the details of the room block that has been reserved for the wedding. This includes the room rate, the room type, and any other important information such as the cutoff date for booking.

By including all of these basic details in your hotel information, you can ensure that your guests have all the information they need to make their travel arrangements and enjoy their stay.

Room Block Information

One of the most important aspects of planning a wedding is ensuring that guests have a comfortable and convenient place to stay. To that end, many couples choose to reserve a block of rooms at a nearby hotel. Here’s what you need to know about communicating this information to your guests:

Explain the room block booking process: When informing guests about the room block, it’s important to make the booking process as clear and streamlined as possible. Provide guests with the hotel’s contact information and any necessary booking codes upfront to make the process as easy as possible. Let them know if they will need to call the hotel directly or if they can book online through a designated website.

Provide the room block deadline: Be sure to include the deadline for booking within the room block to ensure that guests are able to reserve their rooms in time. Keep in mind that the deadline may be set by the hotel or by the couple themselves. It is worth mentioning that securing a room within the block is not guaranteed after the deadline, so guests should book as soon as possible to ensure availability.

Include the room block group code: If the hotel has assigned a group code for your wedding, be sure to include it in your communication to guests. This code will allow them to access the room block and receive any associated discounts. Keep in mind that some hotels may require the code to be entered during the booking process, while others may automatically apply the discount when guests book within the block.

Remember, clear and concise communication is key when it comes to providing guests with information about your wedding accommodations. By following these guidelines, you can help ensure that your guests have a comfortable and stress-free stay during your special day.

Transportation Details

When it comes to word hotel information for a wedding, transportation details are crucial. The last thing you want is for guests to be lost or late on your big day. Here are some tips to help you provide transportation information:

  • Provide information on transportation to and from the hotel. Let guests know if there are any recommended transportation methods such as shuttles or taxis. It is worth mentioning that guests may appreciate having a few options to choose from, especially if they are not familiar with the area.
  • Include parking details so that guests know where to park if they are driving to the hotel. Keep in mind that some hotels may have limited parking, so you may want to advise guests to arrive early or consider carpooling.
  • List any shuttle service or taxi information that may be available to guests. Some hotels offer complimentary shuttle service to and from the airport or local attractions, so be sure to include this information if it is available. Similarly, providing the names and phone numbers of local taxi companies can be helpful for guests who prefer to use this mode of transportation.

Remember, the more information you can provide about transportation, the better. You want guests to feel comfortable and confident in their travel plans so that they can fully enjoy your wedding celebration. Keep in mind that the hotel staff can be a great resource for transportation information, so don’t hesitate to ask for their assistance.

Special Requests and Amenities

When it comes to hosting a wedding at a hotel, it is important to provide guests with all of the necessary information they need to have an enjoyable stay. This includes any special requests that can be accommodated by the hotel, as well as a list of amenities and nearby attractions. Here are some tips on how to word hotel information for a wedding:

Special Requests: It is worth mentioning that hotels are usually able to accommodate a variety of requests to make guests feel more comfortable. For example, if a guest requires a wheelchair-accessible room or has dietary restrictions, this information should be communicated to the hotel in advance. As a wedding host, it is your responsibility to inform guests of any special requests that can be accommodated. This could be done through the wedding website or by including a note with the invitation.

Amenities: Hotels often offer a wide range of amenities that can enhance a guest’s stay. This may include things like a fitness center, pool, spa, or restaurant. Keep in mind that different hotels may offer different amenities, so it is important to list any that may be of interest to your guests. Some popular hotel chains, such as Marriott or Hilton, have brand-wide amenities that can be highlighted.

  • Marriott Hotels offers free Wi-Fi, mobile check-in, and a 24/7 fitness center.
  • Hilton Hotels offers a digital key for room access, a fitness center, and an on-site restaurant.

Nearby Attractions: In addition to hotel amenities, guests may also be interested in nearby attractions. This could include things like museums, parks, or restaurants. If there are any notable attractions in the area, it is a good idea to provide information on these as well. This could be done by including a list with the wedding invitation or by providing a link to a local tourism website. Keep in mind that some guests may choose to extend their stay and make a mini-vacation out of the wedding weekend.

By including information on special requests, hotel amenities, and nearby attractions, you can help ensure that your guests have a comfortable and enjoyable stay. Remember to communicate this information clearly and in advance of the wedding to avoid any confusion or last-minute surprises.

Wedding Details

When it comes to wording hotel information for a wedding, it’s important to start with the basics. The wedding details should be the first thing guests see when they receive the invitation or visit the wedding website. Here are some essential details to include:

  • Wedding Date and Time: It is worth mentioning that the wedding date and time should be prominently displayed. This will help guests plan their travel and accommodation accordingly.
  • Wedding Location: Keep in mind that the wedding venue should also be clearly stated. This includes the name of the hotel and the address.
  • Transportation and Parking: Unfortunately, not all guests are familiar with the area. Therefore, it’s important to provide any transportation or parking details for the wedding venue. This includes information about shuttle services, taxi services, and parking fees.
  • Additional Events: Remember to list any additional wedding-related events, such as the rehearsal dinner or post-wedding brunch. This will help guests plan their time and budget accordingly.


By following these guidelines, you can ensure your guests have all the information they need to make their hotel stay as comfortable and convenient as possible.

Remember to keep the wording clear and concise, and don’t hesitate to reach out to the hotel for assistance in providing the necessary information.

With a little bit of planning, you can make your guests feel welcome and ensure they have a memorable stay during your special day.

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