Welcome Your Out-of-Town Guests

Here's a tip: If you want to invite guests from out of town to attend your wedding. Send out what's called "Save the Date" invitations well before your formal wedding invitations. This way your guests can plan travel and hotel arrangements in advance. And you can start planning options for overnight accommodations. Guests who make the effort to travel long distance to attend your wedding deserve a special welcome. The very least the bride and groom should do is make sure they have a comfortable, if not convenient place to stay.


Organizing Accommodation for Your Out-of-Town Guests

1. Let them know about nearby hotel options. If possible, select one hotel that would be suitable for all your guests. Most likely you will be able to get a group discount rate if you have 10 or more guests. Don't be afraid to let them know about this discounted rate.

2. If one hotel doesn't seem to suit your guests, give them as many options as possible. Go for variety... a local bed & breakfast or a charming Inn might be their preference. Of course some may opt for the hotel that has a gym or a spa. Don't forget guests who are looking strictly for economy. Whatever their choice, comfort and convenience are key.

3. Send them an e-mail or mail them your choice of hotels with the following info:

phone number

address and proximity to ceremony and reception location

room rate

If you were able to get a discounted group rate at a particular hotel,let them know you reserved rooms at a discounted rate and give them the confirmation number. More about that later...

amenities (TV,cable phone etc.)

let them know a brochure is forthcoming

names and phone #s of nearby car rentals

Names and phone #s of limousine or transportation service (for airport transfer).



4. Ask the hotels to send your guests a brochure.

5. Ask your guests to let you know if possible where they will be staying so that you may send them a welcome gift.

6. Have a welcome basket or gift waiting for them upon their arrival. Here's some ideas:

Wine or champagne

cheese, crackers and fruit

chocolate covered strawberries, nuts and a great magazine

directions to ceremony and reception sites

include a local map and a map of a nearby city should they choose to go site seeing.


More about hotel discounts!... Most hotels offer discounts when a block of rooms are reserved. However you will most likely be asked to leave a deposit on your credit card to hold them. Also ask what number of rooms will fall below your reserved block and therefore make you ineligible for the discounted rate. GET THIS IN WRITING!! Also, make sure you find out what the cancellation policy is. Usually it is 24 hrs prior to day of arrival.

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