Where Will Your Guests Stay

With today’s global society your wedding or event is likely to have a large number of out of town guests. As a good host you will want to make sure that you have done the homework and found lovely places for your guests’ stay. Often the easiest thing to do is to book a block of hotel rooms in at least two different hotels. Advanced blocking will not only insure that your favorite hotels will have accommodations for your guests but may also get them a reduced rate. You will want to select hotels at different price points so your guests have both a luxury and budget friendly choice.

If you know that a large part of your guest list will need overnight accommodations it is the wise bride that checks with the local Convention and Visitors Bureau before setting the date. They can give you all the information on any major conventions, sports or social events that may affect the availability of the goods and services you need for your event. For instance, in Nashville, Vanderbilt University and David Lipscomb University graduations as well as Steeplechase all fall on Mother’s Day weekend. All the hotels, restaurants and caterers in the Nashville, Brentwood and Cool Springs are sold out. Large conventions and sporting events can have a similar effect so take this into account in your planning.

We have put together a list of the questions you need to ask and the information you need to know to get your accommodation needs taken care of with ease.

• Book your block of rooms at least six months out
• Always get a contract from the hotel
• What is the cancellation policy and is it negotiable?
• Is there an attrition clause and what is the percentage for which you may be responsible?
• Is the rate quoted for single or double occupancy?
• How many days prior to your event is the cut-off date?
• Will the hotel honor the rate after the cut-off date?
• If your guests want to come a day early or stay a day later will this rate be available to them?
• What is the policy on gift bags? Is there a charge to deliver them to the room?
• Get a detailed list of what is included in the rate quote, such as parking, local phone calls, breakfast or airport shuttle service
• Get a list of available amenities, such as swimming pool, workout facility or Internet
• If you are using any of the banquet space in the hotel for your reception or rehearsal dinner is there a discount related to the number of rooms you book?
• Do they have a website for your guests to get information and make reservations? An #800?
• Do the bride and groom receive a complimentary room?
• What group name should the guests use when making reservations?