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  • Writer's pictureAllenia Marcelle

How to Book Hotels for Your Wedding Guests

Updated: Feb 16

Providing comfortable and convenient accommodations for your out-of-town wedding guests is an important aspect of planning your special day. Booking hotels for your guests can be a daunting task, but with proper planning and organization, you can ensure that your loved ones have a pleasant and memorable stay. Here's a step-by-step guide to help you book hotels for your wedding guests:



1. Determine Your Guest List and Needs:

  • Start by creating a list of all the guests who will be traveling from out of town.

  • Consider their preferences, budget, and any special needs they may have, such as accessibility or proximity to the wedding venue.


2. Set a Budget:

  • Establish a budget for hotel accommodations. This will help you narrow down your options and make informed decisions.


3. Research Hotels in Your Area:

  • Research hotels in the vicinity of your wedding venue.

  • Look for hotels that offer group rates and discounts for wedding parties.


4. Contact Hotels and Negotiate Rates:

  • Reach out to the hotels on your list and inquire about their availability and group rates for your wedding guests.

  • Negotiate the best possible rates and terms, including any additional amenities or perks they can offer.


5. Reserve a Block of Rooms:

  • Reserve a block of rooms at the chosen hotel to ensure that your guests have a place to stay.

  • Make sure to specify the dates and number of rooms needed.



6. Communicate with Your Guests:

  • Inform your guests about the hotel arrangements you've made.

  • Provide them with the hotel's contact information, booking details, and any important instructions.


7. Create a Hotel Accommodations Section on Your Wedding Website:

  • Include a dedicated section on your wedding website with all the necessary hotel information.

  • This will make it easy for your guests to book their accommodations.


8. Handle Payments and Deposits:

  • Determine how you will handle payments and deposits for the hotel rooms.

  • This could be done individually by each guest or collectively through a designated person or wedding planner.


9. Consider Transportation and Parking:

  • If your wedding venue is not within walking distance of the hotel, arrange for transportation options for your guests.

  • Ensure that the hotel provides ample parking facilities or offers valet services.



10. Confirm Reservations and Provide Guest Itineraries:

  • Double-check all reservations a few weeks before the wedding to avoid any last-minute surprises.

  • Provide your guests with a detailed itinerary that includes the hotel's address, check-in/check-out times, and any other relevant information.


By following these steps, you can efficiently book hotels for your wedding guests and ensure that they have a comfortable and enjoyable stay. Remember to communicate clearly with your guests and consider their needs to create a seamless and stress-free experience for everyone involved.







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