With all the items on your to do list, it is easy to forget about accommodations for out of town guests. The total guest experience for your wedding weekend starts and stops with where they lay their head to rest. That’s why it is important to set up a block of rooms for your out-of-town guests. Not only can you provide them with a negotiated lower rate and the ability to stay in the same hotel, you are giving them an experience they won’t forget.

How do I know what hotel to choose?

Location. Location. Location. Many of your out-of-town guests probably haven’t visited the area and need guidance on where to stay. Generally it is best to choose a hotel close to the wedding venue. Make an appointment with the Sales Teams at various hotels for a property tour and to discuss amenities. Also make note of the hotel’s surrounding area. You want to be able to recommend things to do during down time like shopping, dining and other entertainment venues.

How many rooms should I reserve?

Start off with a block of 10 rooms with a combination of King and Double Queen rooms based on what the hotel has to offer. This will provide your guests with a choice of room type. You can always add more once your original 10 are taken, but it will be based on the hotel’s availability.

Do the Bride and Groom receive a complimentary upgrade or room night if we reserve a block of rooms? 

This depends on how many hotel rooms are picked up within the block and the discretion of the individual hotel. This should be discussed between you and the Sales Manager and should be in the contract when booking.

Can we have an earlier check-in for our guests?

Most hotels are not going to be able to accommodate early arrival times for all guest rooms, however, they may be able to accommodate a few. This is based on room availability from the previous night. The best thing to do is to call the day before check-in to see if the hotel can accommodate early arrivals. Often, the bride asks for an early arrival so she and the bridal party can get ready for the wedding. I recommend reserving a suite the night before to guarantee you will have access to the room for the entire day and night.

Do you provide complimentary shuttle service for our guests and are there any restrictions?

Providing your guests with complimentary shuttle service is important because many of your out-of-town guests don’t know their way around town. Even some guests from the area might want to reserve a room at the hotel for the complimentary shuttle service if they plan on drinking alcohol at the reception. Make sure that before reserving a block of rooms at the hotel you know their shuttle policy and any restrictions that they might have. Where will the shuttle go? How many people can fit on the shuttle? What is the last pick-up time? Is the shuttle able to pick a guest up who wants to leave early?

What does the “cutoff date” mean?

The cutoff date is also known as a release date. The rooms that have not picked up prior to the cutoff date will be released for sale to other guests. At most hotels you will not be held accountable for the rooms that have not been picked up.

Do the Bride and Groom have to provide a credit card?

You will only have to provide a credit card for your hotel room if you choose to stay at the hotel. The guests will provide their credit card when they call the hotel to make their reservation.

How do we let our guests know that we have a block of rooms at your hotel?

You can do this several ways. You can include room-block information on your wedding website and put the information on your save-the-date cards. You can also ask the hotel if they have information that you can include when you send your invitations.

For further information on your guests’ experience contact Jamie Potts, Wedding & Inside Sales Coordinator for The Hotels at Grand Prairie in Peoria and Holiday Inn Express & Suites in Morton.