Wedding Guest Accommodation Etiquette and FAQs You Need to Know (2024)

Accommodation

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Wedding Guest Accommodation Etiquette and FAQs You Need to Know (1)

If you’re planning a destination wedding or hosting out-of-town guests, accommodation is something you’ll need to think about. But when it comes to wedding guest accommodation – who is responsible for covering the costs?

From reserving hotel blocks to sharing accommodation details with your guests, we’ve answered all of your FAQs below. Read on for our guide to wedding guest accommodation etiquette, including some tips on making the process as seamless as possible for your loved ones!

Wedding Guest Accommodation Etiquette and FAQs You Need to Know (2)

Who Pays For Wedding Guest Accommodation at a Destination Wedding?

Destination weddings are certainly a less traditional way to tie the knot, so it can be tricky to know the correct etiquette involved in hosting your guests. If your loved ones are required to travel to attend your wedding, do you need to cover their accommodation costs in return?

Here’s the good news: it’s generally understood that your guests will be responsible for covering all of their travel expenses, including flights and accommodation. Let’s be honest – it would be an expensive endeavor to foot the hotel bill for your entire guest list!

With this being said, hosting a destination wedding means you’ll likely be covering costs in other areas – for example, organizing a shuttle bus to and from your venue, hosting a welcome dinner, and providing food and drinks on the wedding day itself.

What About Out-Of-Town Guests?

Even if you’re hosting a local wedding in your hometown, you may have certain guests traveling from abroad who will require accommodation. Again, it’s not expected for you to foot the bill for their lodging. However, you may be able to help them out by offering a spare room at your house (if possible), or picking them up and dropping them off at the airport.

Who Pays for Bridal Party Accommodation?

Okay, so what about the etiquette involved in bridal party accommodation? Are your bridesmaids and groomsmen expected to pay their own way, or are you responsible for covering this cost?

Well, it really depends on the situation. If you’re requesting your bridal party stay with you overnight before your wedding, we’d say it’s only fair to cover this cost, as they don’t have the option to find a more affordable alternative.

However, if the members of your bridal party are responsible for booking their own separate accommodation, you’re not expected to cover this cost (unless you’d like to chip in as a thank-you gift, of course!).

Wedding Guest Accommodation Etiquette and FAQs You Need to Know (3)

How to Find Group Rates and Special Deals on Wedding Guest Accommodation

To help your guests find suitable accommodation without breaking the bank, it can be a nice gesture to find group rates and special deals on group accommodation. Many hotels and resorts will allow you to reserve a block of rooms for your guests, and provide an exclusive discount for those attending your wedding.

There are several online resources like Hotel Planner that can help you find and compare discounted group rates. Or, you can simply get in touch with your preferred hotel and ask them if they offer any special deals for wedding accommodation. As well as a reduced rate, you may also be able to negotiate extra perks like complimentary breakfast, late checkout, or a fully stocked mini-bar.

If you’ve decided to reserve a block of rooms, it’s a good idea to do this early, especially if you’re getting married in a popular location with limited hotels to choose from. It’s also worth asking your wedding venue if they have any partnerships with surrounding venues. Certain Airbnbs or group accommodation options may offer an exclusive discount for wedding guests.

Questions to Ask When Reserving Group Accommodation

Once you’ve found some hotel options, you’ll want to get the nitty-gritty details of exactly what’s involved in reserving a block of rooms for your wedding.

Consider asking the following questions to help you find the best hotel to suit your needs:

  • What is the best discount you can offer?
  • Is there a cut-off date when guests need to reserve their room in order to access the discounted rate?
  • What room options are available? Do you have any images you can show us?
  • What is your cancellation policy if guests are unable to attend?
  • Do you require a deposit? If so, what are the terms required for us to get it back?
  • Do you provide a shuttle bus service?
  • Are there any penalties if a percentage of the reserved rooms are unbooked?

Asking these questions upfront and understanding exactly how the process works will help you avoid any nasty surprises later down the track.

Wedding Guest Accommodation Etiquette and FAQs You Need to Know (4)

How to Ask Guests to Pay For Their Own Accommodation

As mentioned above, it’s generally understood that your guests will be responsible for covering all of their travel expenses. This means they will already be expecting to foot the bill for their accommodation costs.

With this in mind, it can be helpful to clarify this and even share some accommodation suggestions in the local area to make it easy for your loved ones. You can do this by including a separate insert card in your wedding invitations or creating a wedding website to share all of the essential wedding details with your guests.

Using your wedding website to share accommodation suggestions can streamline the process as your guests will be able to click the relevant links and make a booking online in a matter of minutes. You’ll also have more space to share multiple accommodation options, without trying to cram everything into one small piece of paper!

If you’re planning a destination wedding, we’d recommend having your wedding website ready when you send your save-the-dates. This will give your loved ones ample time to budget and make arrangements for their accommodation.

When it comes to asking guests to pay for their own wedding accommodation, keep it simple. You can say something like:

“We appreciate that you will be looking for a suitable place to stay to attend our destination wedding. There are several accommodation options available within a short distance of our venue. Please find some of our top recommendations listed below including direct links and contact information. We hope this helps!”

Be sure to provide a list of options at different price points to suit the various budgets of your guests. You may want to include a small blurb about each option, including the distance from your wedding venue.

We’d recommend providing a range of accommodation styles, from hotels and resorts to Airbnbs and other group properties. Be sure to consider any special needs, too – for example, guests traveling with children, or accessibility for guests in wheelchairs.

Wedding Guest Accommodation Etiquette and FAQs You Need to Know (5)

How to Word Hotel Block Information on Your Wedding Website

If you’ve reserved a block of rooms at a local hotel, you can also use your wedding website to share the relevant details with your guests. Be sure to include instructions on how to access the discount, whether that’s mentioning a special code or referencing your surnames. If you’ve organized a shuttle bus to transport your guests to and from the venue, this is also something you’ll need to specify.

When it comes to wording hotel block information on your wedding website, you can say something like:

“For your convenience, we’ve reserved a block of rooms at Palm Springs Resort. When making your reservation, simply mention “The Johnsons” wedding in order to receive a discounted rate. You can contact the hotel directly here to make a booking: (insert contact details).

A shuttle bus will be departing from the hotel at 2.30pm for our ceremony, and returning to the hotel every 30 minutes from 10pm onwards.”

How to Make Out-Of-Town Wedding Guests Feel at Home

Whether you’re planning a destination wedding or hosting out-of-town guests, there are a few thoughtful ways you can help your loved ones settle in after their trip. For example:

  • Gift them a welcome bag filled with relevant supplies such as a map of the area, some local delicacies, bottled water, postcards, a first aid kit, toiletries, or souvenirs.
  • Include as much detail as possible on your wedding website to help your guests make the most of their stay, such as an itinerary of events, restaurant recommendations, and things to see and do in the local area. Read our guide on what to include on your destination wedding website here!
  • Host a welcome dinner to give your guests the opportunity to mix and mingle before the big event.
Wedding Guest Accommodation Etiquette and FAQs You Need to Know (6)

Create Your Destination Wedding Website

We’ve made it easy to share all of the essential wedding information with your guests here at WedSites! Use our drag-and-drop wedding website builder to create a helpful online resource for your loved ones (including accommodation suggestions and FAQs) while also tracking RSVPs for your event. Check out our destination wedding website wording examples here!
You can view our beautiful range of wedding website templates here, or create your free account to get started.

Wedding Guest Accommodation Etiquette and FAQs You Need to Know (2024)

FAQs

What are good Q&A questions for a wedding website? ›

15 Important Questions to Answer in Your Wedding Website FAQ
  • Where are the ceremony and reception taking place? ...
  • How do I get to the venue? ...
  • What is the timeline for the day? ...
  • What should I wear? ...
  • Do you have a gift registry? ...
  • How do I RSVP? ...
  • Are kids welcome? ...
  • Can I bring a plus one?

What information do you need for a wedding guest list? ›

Making a guest list might seem daunting, but with the help of a guest list sheet it is a lot easier. Organise your wedding guest list onto Excel by creating columns such as guest name, address, phone number, RSVP received and any other detail that you need to be informed of.

What is the number one rule as a wedding guest? ›

Unbreakable Rule #1: RSVP Promptly

If you're one of the chosen few to be invited, make sure you respond promptly.

Can I bring a date wedding FAQ response? ›

Can I bring a plus one? “Unfortunately, we have a strict guest list to stay on budget. Our celebration is strictly RSVP only. We will only be able to accommodate those listed on your wedding invitation.

How well do you know the couple questions for guests? ›

Relationship Questions
  • Where did the first kiss happen?
  • What is the first film you have watched together?
  • Where did you have for your first meal on your first date?
  • Who is a better cook?
  • How many dates you have had before saying “I love you”?
  • Who says “I love you” most often?
  • What are you most likely to argue about?

What is the rule of thumb for wedding guest list? ›

As a rule of thumb for wedding guest lists, you can typically expect 75-80% of the invited guests to attend the wedding. But is there a template for how to build the perfect guest list? "I recommend looking at the wedding guest list as a pie, where each family gets a slice to work with," says Strausser.

What guests need to know before wedding? ›

Wedding Reminders for Guests: 9 Details to Make Sure Everyone Has
  • Share the 411 on the Dress Code. ...
  • Give a Heads-Up on What Shoes to Wear. ...
  • Let Everyone in on the Wedding Hashtag. ...
  • Ask Certain Guests to Give Toasts or Readings. ...
  • Share Room Block Information. ...
  • Provide a Rundown on All Transportation Information.
Nov 14, 2021

How do you collect wedding guest information? ›

Ask each wedding guest directly – One option is to simply ask each guest for their address directly. This ensures that you have accurate and up-to-date information, as opposed to relying on potentially unreliable sources.

What is the 2 2 2 rule wedding? ›

What if a simple framework for spending more time together could potentially improve your relationship with your spouse or significant other? Enter the 2-2-2 rule: Try and swing a date night every two weeks, a weekend away every two months and a week away every two years.

Who is the most important guest at a wedding? ›

The most important people in a wedding are typically the bride and groom, as the wedding is a celebration of their love and commitment to each other. Additionally, close family members and friends often play significant roles in a wedding, such as parents, siblings, bridesmaids, groomsmen, and witnesses.

What is the #1 rule of marriage? ›

Treat your spouse the way you wish to be treated.”

That's it. The #1 rule for building a happy marriage.

What is the no ring no bring rule? ›

'No Ring, No Bring' Meaning

The "no ring, no bring" policy means that a wedding guest can only bring a plus-one to the wedding if their invitee is someone they're engaged or married to, hence the "ring," explains Kevin Dennis, a certified wedding planner and owner of Fantasy Sound Event Services.

What is the etiquette for wedding guest dates? ›

Wedding guest etiquette: DON'T assume you can bring a date.

Unless it says "and guest" on the invitation, only you should be attending. And no, DON'T call the bride and ask if you can bring a date, either. If it were in their budget, the bride and groom would've extended the extra invitation.

Is it rude to not allow plus ones? ›

Whether you want to have a 200 person blowout party-style wedding reception, or an elegant, intimate affair — that's up to you. However, standard wedding etiquette dictates that the the following wedding guests should receive a plus-one: Members of the couple's immediate family. Wedding party members.

What to put in FAQ section on wedding website? ›

You should feel free to pick and choose the questions that suit your day, and the amount of information you'd like your guests to have!
  • Where is the wedding taking place?
  • What time should I arrive?
  • How do I RSVP?
  • When should I RSVP by?
  • Is there a dress code?
  • Will the ceremony be taking place indoors or outdoors?

What info to put on a wedding website? ›

What to Include on Your Wedding Website
  • Here are a list of a few wedding website companies that offer this service for free. ...
  • Basics: Date/Time/Location. ...
  • RSVP & Registry Links. ...
  • Hotel room blocks & Accommodations. ...
  • Transportation Options. ...
  • Dress Code. ...
  • Wedding Weekend Events & Timeline. ...
  • Wedding Party Introduction.

What questions are asked at a wedding? ›

The Top 35 Wedding Questions Your Guests Will Definitely Ask You
  • When's the wedding day? ...
  • Am I invited to the wedding? ...
  • Who's in the wedding party? ...
  • What's your budget? ...
  • Which wedding venues are you considering? ...
  • Why did you decide to host your wedding there/hire that wedding vendor? ...
  • What's your color palette?
May 3, 2021

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