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“Do we need to organise accommodations for out-of-town guests?”

When it comes to planning your wedding, there are countless things to consider. One of the most important questions you may find yourself asking is, “Do we need to organise accommodations for out-of-town guests?” This comprehensive guide will help you navigate the ins and outs of accommodating your guests, with a focus on the groom’s perspective.

1. Assessing the Guest List

First things first, determine who on your guest list will be coming from out of town. This will give you an idea of how many people might need accommodations. It’s also a good time to think about any special requirements your guests may have, such as accessibility or dietary needs.

2. Considering Convenience

When selecting a venue, it’s essential to consider its proximity to hotels and other lodging options. If your chosen venue is far from accommodation options, it may be a good idea to book rooms for your guests.

3. Budgeting for Accommodations

It’s important to set aside a portion of your wedding budget for accommodations if you decide to book them for your guests. Keep in mind that there are affordable wedding packages available that can help you save on costs.

4. Providing Options

Offer your guests a range of accommodation options, from budget-friendly choices to more luxurious alternatives. This allows guests to choose the lodging that best suits their needs and preferences.

5. Making Reservations

If you choose to book accommodations for your guests, be sure to do so well in advance. This will ensure that there are enough rooms available and that you can secure the best possible rates.

6. Informing Guests of Accommodation Options

Once you’ve decided on the accommodation options, be sure to include this information in your wedding invitations or on your wedding website. This will allow your guests to make their own arrangements if they prefer.

7. Organising Transportation

Consider organising transportation for your guests between the wedding venue and their accommodations. This can help to ensure that everyone arrives on time and safely.

8. Providing Local Information

Include a list of local attractions and amenities in your wedding invitations or on your wedding website. This will help your out-of-town guests plan their stay and make the most of their visit.

9. Planning Pre-Wedding Activities

Organise pre-wedding activities, such as a welcome dinner or brunch, to help your out-of-town guests feel included and engaged. This can also provide an opportunity for them to get to know other guests.

10. Coordinating with Your Wedding Photographer

Your local wedding photographer can help you capture memories of your guests enjoying their stay. Be sure to communicate any specific shots or wedding photography ideas you have in mind.

White wedding dress from the rear. Accommodation for Guests

11. Offering Wedding Favours

Consider offering your out-of-town guests a small token of appreciation, such as a welcome bag or local treats, to make them feel special and valued for making the effort to attend your wedding.

12. Organising a Farewell Brunch

Hosting a farewell brunch the day after your wedding is a great way to thank your out-of-town guests for attending and provide a final opportunity for everyone to connect before parting ways.

13. Preparing a Guest Information Package

Compile a guest information package that includes details about accommodations, transportation, and local attractions. You can send this to your guests electronically or provide a printed copy upon arrival.

14. Personalising the Guest Experience

Consider adding personal touches to your guests’ accommodations, such as leaving handwritten notes or small gifts in their rooms. This can help create a memorable experience for your out-of-town guests.

15. Coordinating with the Accommodation Provider

Work closely with the accommodation provider to ensure that they are aware of your guests’ needs and preferences. This will help to ensure a smooth and enjoyable stay for everyone.

16. Handling Last-Minute Changes

Be prepared to handle any last-minute changes, such as guests needing to cancel or additional guests needing accommodations. Having a plan in place will help you manage these situations effectively.

17. Collecting Feedback from Guests

After the wedding, reach out to your guests to gather feedback on their accommodations and overall experience. This information can be helpful for future events and can be shared with the accommodation provider as well.

18. Showing Appreciation

Finally, remember to thank your guests for attending your wedding, especially those who traveled from out of town. A heartfelt note or follow-up call can go a long way in expressing your gratitude for their presence at your special day.

19. Considering Group Discounts

Many hotels and other lodging options offer group discounts when booking multiple rooms. Be sure to inquire about these discounts when organising accommodations for your out-of-town guests, as they can help you save on costs.

20. Providing an Emergency Contact

Ensure that your guests have an emergency contact person, such as a member of the wedding party, who can assist them in case of any issues or emergencies during their stay.

21. Coordinating Check-In and Check-Out Times

Work with the accommodation provider to coordinate check-in and check-out times that align with your wedding schedule. This will help ensure that guests have enough time to settle in and prepare for the wedding festivities.

22. Encouraging Early Bookings

Encourage your out-of-town guests to book their accommodations as soon as possible. This will help to ensure that they secure the best possible rates and availability.

23. Utilising Social Media and Communication Apps

Leverage social media platforms and communication apps, such as WhatsApp or Facebook Messenger, to keep your out-of-town guests informed and engaged throughout the planning process and their stay.

24. Providing Clear Directions

Make sure to provide clear and concise directions to the accommodations and the wedding venue. This will help your guests navigate the area with ease.

25. Coordinating with Other Wedding Vendors

Communicate with your other wedding vendors, such as your recommended photographer, to ensure that they are aware of any accommodations-related details that may impact their services.

a woman and a child are sitting at a table at Orchardleigh House

In conclusion

Deciding whether to organise accommodations for your out-of-town guests depends on several factors, such as your guest list, budget, and the availability of lodging options near your venue. By considering these factors and

ollowing the steps outlined in this guide, you can ensure that your guests have a comfortable and enjoyable experience at your wedding.

26. Sharing a Packing List

Help your guests prepare for their trip by providing a packing list that includes essential items, such as appropriate attire for the wedding events, and any other items they might need during their stay.

27. Creating a Wedding Hashtag

Create a unique wedding hashtag that your guests can use when sharing photos and updates on social media. This can help your out-of-town guests feel more connected to the wedding festivities and make it easy for everyone to see their shared memories.

28. Organising Childcare Options

If you have guests with young children, consider offering childcare options during the wedding events. This will allow parents to enjoy the celebrations while knowing that their children are being cared for in a safe and fun environment.

29. Providing Dietary Options

Ensure that your out-of-town guests’ dietary needs and preferences are taken into account when planning meals and refreshments for your wedding events. Be sure to communicate any special requests to your caterer in advance.

30. Encouraging Guests to Explore the Area

Provide your guests with suggestions for activities and attractions in the local area. This will allow them to make the most of their stay and create lasting memories of their trip.

31. Sending Thank You Notes

After the wedding, be sure to send personalized thank you notes to your out-of-town guests. Express your gratitude for their attendance and acknowledge the effort they made to be part of your special day.

32. Offering Flexible Booking Options

When organizing accommodations for your guests, consider offering flexible booking options that allow them to extend their stay or change their reservation without incurring penalties. This will help accommodate any last-minute changes in plans.

33. Coordinating Room Blocks

If you decide to book rooms for your guests, consider coordinating room blocks at one or more hotels. This will help ensure that your guests have a consistent experience and can easily socialize with one another during their stay.

34. Providing Weather Information

Keep your out-of-town guests informed about the local weather conditions leading up to your wedding day. This will help them pack appropriately and be prepared for any weather-related challenges.

35. Offering Travel Assistance

Offer assistance with travel arrangements, such as booking flights or rental cars, for your out-of-town guests. This can help make their trip as stress-free as possible and ensure that they arrive at your wedding with ease.

36. Preparing for Special Needs

Take the time to understand and accommodate any special needs your out-of-town guests may have, such as mobility issues or hearing impairments. This will help ensure that all your guests can fully enjoy your wedding celebrations.

In summary, organizing accommodations for your out-of-town guests can be a complex task, but it is an important aspect of creating a memorable and enjoyable wedding experience. By following the tips and advice provided in this guide, you can make the process smoother and more manageable, ensuring a successful and unforgettable event for all your guests.