How to Share Hotel Block and Accommodation Info with Wedding Guests

The hotel block is one of the most-asked-about, least-read pieces of information in wedding planning. You negotiate a group rate, get a booking link, put it on your wedding website, and then spend the next three months answering the same questions individually: “Which hotel should we stay at?” “Is there a discount code?” “When do we need to book by?” “Can we bring the dog?”

Guests want the details, but they want them delivered directly, clearly, and at the right moment. Putting a link on your wedding website and hoping for the best leaves money on the table for your guests and empty rooms in your block when the cutoff date hits.

This post covers exactly what to include, where to share it, when to send reminders, and how to handle guests who need options beyond the main block.

What to Include in Your Hotel Block Communication

Every piece of hotel information you share with guests should answer six questions. If any of these are missing, expect to answer them individually, repeatedly, over text.

1. Hotel name and address

Full name, full address, not just “the Marriott.” If there are multiple Marriotts in the area, guests will book at the wrong one.

2. Group rate and what it includes

“$149/night, includes breakfast and parking” is useful. “$149/night” alone triggers follow-up questions about breakfast and parking. If the rate includes resort fees, Wi-Fi, or airport shuttles, say so. If it doesn’t, say that too.

3. Booking link or group code

A direct booking link is always better than a group code, because a link takes one click while a code requires guests to navigate to the hotel’s website, find the group reservation page, and type it in correctly. If the hotel only provides a code, include step-by-step instructions for using it. If they also accept phone reservations, include the hotel’s direct number and the name to give (“the [Your Last Name] wedding block”).

4. Cutoff date

Put it in bold, in its own line, impossible to miss. This is the single most important detail and the one guests are most likely to overlook. After this date, unbooked rooms return to general inventory and the group rate disappears. Most hotel blocks set the cutoff 4 to 6 weeks before the wedding.

5. Distance from the venue and transport options

“10 minutes from the venue” is good. “10 minutes from the venue; we’re providing a shuttle at 3:00 PM and 3:30 PM” is better. If guests are responsible for their own transportation, say so and suggest options (rideshare, taxi, parking at the venue).

For more on communicating transportation logistics, see our post on sharing wedding transportation info with guests.

6. Cancellation policy

Guests worry about locking in a room months before the wedding, especially if travel plans might change. If the hotel offers free cancellation up to a certain date, include that information. It removes the biggest hesitation guests have about booking early.

Where to Share Hotel Block Information

The hotel block information needs to live in multiple places because different guests consume information through different channels at different times. Putting it in one spot and hoping everyone finds it is how you end up answering the same questions for months.

Your wedding website (the permanent home)

Create a dedicated “Travel” or “Accommodations” section on your wedding website with all six details listed above. This is the canonical source that everything else links back to. When guests ask questions, you or your wedding party can direct them here.

A strong accommodations page on your wedding website includes the hotel name, rate, booking link, cutoff date, distance from venue, transport info, and cancellation policy, all in one scannable section. If you’re offering multiple accommodation options at different price points (see below), list each one clearly with its own booking link.

Save-the-date (the first mention)

Include a one-line mention on the save-the-date: “We’ve reserved a hotel block at [hotel name] with a group rate. Details and booking link on our wedding website: [link].” This plants the seed early and gives eager planners (your out-of-town guests, especially) enough to start looking.

A dedicated text or email (the action driver)

A wedding website listing is a reference. A direct message is a prompt. Sometime around 8 to 10 weeks before the wedding, send a dedicated text or email specifically about accommodations. This is the communication that actually gets rooms booked, because it arrives in a channel guests are already paying attention to and asks for a specific action by a specific deadline.

A copy-paste text you can send:

Hi [name]! Quick reminder that we’ve reserved a block of rooms at [hotel name] for the wedding on [date]. The group rate is $[rate]/night and includes [key perks]. Rooms need to be booked by [cutoff date] or the rate goes away. Here’s the link to reserve: [link]. Let us know if you have any questions!

For tips on sending this to your full guest list without 50 individual texts, see our guide on how to send mass text reminders to wedding guests.

Invitation enclosure or details card (for paper senders)

If you’re sending printed invitations, include a small details card with the hotel name, group rate, booking link (shortened or as a QR code), and cutoff date. Keep it brief; the wedding website handles the full details.

When to Send Hotel Room Block Reminders

Sharing the information once is not enough. Guests procrastinate, lose links, and forget deadlines. A simple reminder cadence makes the difference between a 60% book rate and a 90% book rate.

8 to 10 weeks before the wedding

Send the dedicated hotel block text or email described above. This is the main push. Frame it as helpful, not nagging: you’re saving them money and making sure they have a room.

4 to 5 weeks before the wedding (2 weeks before the cutoff)

Send a reminder to anyone who hasn’t booked yet. If you have a way to check the hotel’s booking list (most hotels will share a rooming list on request), you can target the reminder specifically to guests who haven’t reserved.

Friendly heads-up: the hotel block cutoff for [hotel name] is [date], which is [X days] away. After that, the group rate goes away and rooms go back to regular pricing. Book here if you haven’t yet: [link].

1 week before the cutoff

This is your final nudge. Keep it brief, direct, and framed with urgency.

Last call for the hotel block! Rooms at the group rate of $[rate]/night at [hotel name] need to be booked by [date]. That’s [X days] from now. Link: [link].

Three messages total (the initial share plus two reminders) is enough. More than that starts to feel like spam. For guidance on timing wedding reminders generally, see our post on when to send wedding RSVP reminders, which covers the same cadence principles.

How to Handle Multiple Wedding Accommodation Options

Not every guest can afford the same hotel, and not every guest wants the same experience. Offering two or three options at different price points is one of the most considerate things you can do, especially for weddings where guests are traveling.

A practical setup:

• Option 1: The main hotel block (mid-range, closest to the venue, group rate negotiated). This is where most guests will stay. It’s the default recommendation.
• Option 2: A budget-friendly alternative (a clean, well-reviewed hotel or vacation rental nearby at a lower price point). You don’t need to negotiate a block here; just list it as an alternative with a note like “For a more budget-friendly option, [hotel name] is [X minutes] from the venue at around $[rate]/night.”
• Option 3: A higher-end option (if there’s a luxury hotel nearby that some guests might prefer). Same approach: list it as an alternative without pressure.

Present all three on your wedding website under the accommodations section, with the main block featured most prominently. The key is that every guest sees an option that fits their budget without having to ask you privately whether there’s something cheaper or nicer. That’s a conversation nobody wants to have.

If guests ask about vacation rentals (Airbnb, Vrbo), have a ready answer. Something like: “We don’t have a specific rental recommendation, but there are options in the [neighborhood/area]. Just make sure to plan transportation to the venue since there won’t be a shuttle to private rentals.”

The Questions Guests Will Ask About Your Hotel Room Block

These are the hotel questions that hit your phone individually, usually between 10 PM and midnight, from different guests who all think they’re the first to ask.

• “Can I bring my kids/baby? Is there a crib?” Answer on your wedding website. If the hotel provides cribs or rollaway beds, mention it. If your wedding is adults-only, say so clearly so guests can plan childcare.
• “Is there parking? How much?” Include this in the rate breakdown. “The group rate includes free self-parking” or “Parking is $25/night and not included in the group rate” saves ten conversations.
• “Can I check in early / check out late?” If you’ve negotiated early check-in or late checkout with the hotel, include it. If not, mention that guests can request it directly with the front desk and it’s subject to availability.
• “Is the hotel near restaurants / things to do?” A short list of two or three nearby restaurants or landmarks on your wedding website’s travel page handles this. You don’t need a full city guide. Just enough that guests don’t feel like they’re booking a room in the middle of nowhere.
• “What if I need to cancel?” Include the cancellation policy upfront. This single detail is the #1 reason guests hesitate to book early.
• “Do I have to stay at the block hotel?” No, and saying so explicitly (“We’d love for you to stay at [hotel], but you’re welcome to book wherever works best for you”) removes awkwardness for guests who have loyalty points at another chain or want to stay with family.

Putting these answers on your wedding website’s accommodations page means you can respond to any question with a link instead of a paragraph: “Great question! All the hotel details (including parking and cancellation) are here: [link].”

Or, if you’d rather not be the one responding at all, a guest chatbot can answer these automatically whenever a guest texts the question.

How to Stop Answering Wedding Accommodation Questions

You can put every detail on your wedding website, send the perfect reminder sequence, and include a thorough FAQ, and guests will still text you at 11 PM asking “Which hotel is it again?” and “Is parking included?” That’s not a failing of your communication plan. It’s just how people work: they text the person they know instead of looking something up.

Daisy Chat handles this by answering hotel and accommodation questions automatically. You load your wedding details (including hotel name, rate, booking link, cutoff date, parking, shuttle info, and cancellation policy) once, and when a guest texts “Where should I stay?” or “Is there a shuttle from the hotel?”, the AI chatbot responds instantly with the right answer.

The text blast feature also handles the reminder cadence: upload your guest list, create groups (out-of-town guests, local guests who might want a room, bridal party), and send personalized reminders at 8 weeks, 4 weeks, and 1 week before cutoff. One send per reminder, each guest gets their own private message.

Set up your guest list for free here.

FAQ

When should I share hotel block information with guests?

Mention it briefly on the save-the-date (6 to 12 months out) and have it live on your wedding website from that point forward. Send a dedicated text or email with the booking link and cutoff date at 8 to 10 weeks before the wedding, followed by reminders at 2 weeks and 1 week before the cutoff.

What if guests don't book before the cutoff date?

After the cutoff, unbooked rooms return to the hotel's general inventory and the group rate expires. Guests can still book at the same hotel, but they'll pay the regular rate, which is often 20 to 40% higher. In some cases, rooms may sell out entirely if the area is busy that weekend. The best thing you can do is send clear reminders before the cutoff and make the deadline impossible to miss.

Should I offer more than one hotel option?

Yes, if possible. Two or three options at different price points (budget, mid-range, and optionally a higher-end option) ensures every guest can find something that fits their budget without having to ask you for cheaper alternatives. List the main block hotel first, with alternatives clearly labeled by price and distance from the venue.

How do I know which guests have booked?

Ask your hotel contact for a rooming list. Most hotels will share this on request, either as a spreadsheet or a report from their reservation system. This lets you target your reminders to guests who haven't booked yet, rather than blasting everyone including the guests who booked three months ago.

Do I need to provide transportation from the hotel to the venue?

You don't have to, but it's one of the highest-impact hospitality moves you can make. A shuttle from the hotel block to the venue and back removes the need for guests to navigate directions, find parking, or figure out ride-sharing in an unfamiliar area. If you provide a shuttle, include the pickup times and location in your hotel communication. If you don't, suggest specific alternatives (rideshare, taxi, directions with parking info).

For more on this, see our guide to sharing wedding transportation info with guests.