Are you worried your wedding guests might wait too long to book their hotel rooms for your wedding weekend? You’re not alone! Many engaged couples face this challenge, especially when planning a destination wedding or hosting guests traveling from out of town. As a professional wedding planner, I’ve learned a few insider secrets that can help you manage hotel room blocks like a pro, and keep your guests happy and stress-free. Here are three event planner secrets to help you take control of your wedding hotel room reservations and avoid last-minute surprises.
Request a Three Week Hotel Reservation Deadline
When you secure a block of hotel rooms for your wedding guests, request a three-week reservation deadline instead of the standard four weeks. Why? Because some guests love to wait until the very last minute to make their hotel reservations. A shorter deadline gives your guests a sense of urgency and increases the chances that they’ll book their rooms early, while still giving them plenty of time to finalize their plans.
State a Reservation Deadline That’s Seven (7) Days Earlier
When you create your wedding website or design your accommodations card for your invitations, list a reservation deadline that’s seven days earlier than the hotel’s actual cutoff date. This small adjustment gives you a built-in grace period in case guests forget or need an extra nudge. It’s a subtle but powerful way to stay one step ahead.
Send Your Guests a Friendly Reminder About Approaching Reservation Deadline
About a week before the actual hotel deadline, send your guests a friendly reminder. A quick email, text message, or wedding website update can go a long way. Gently remind them that the hotel room block will expire soon and that booking early ensures they’ll get your special group rate.
These small steps can make a big difference in your wedding planning process. You’ll avoid the stress of last-minute bookings and help your guests enjoy a smooth, seamless experience from start to finish. After all, a well-planned stay sets the tone for a beautiful celebration!
If You Enjoyed This Post, Stay Tuned for More of the Same
If you enjoyed this blog post, search this blog for other event planner secrets! I love sharing my advice and wisdom with couples. And, if you are ready to plan a worry-free wedding, please contact our professional wedding planning team. We specialize in helping couples create authentic, creative, and inspiring wedding days.
Love and Soul Always, Kawania