What instructions should we include on our wedding website?
Planning your wedding website? Yes, you should include clear hotel booking instructions, deadlines, transportation details, and a simple note telling guests exactly how to reserve within your room block. The goal is to make travel feel easy, not confusing.
For many couples, guest accommodations become stressful very fast. You may be answering the same questions over and over: Where should guests stay? Is there a discount? When do they need to book? Do they need a code? A few well-written instructions on your wedding website can save time, reduce guest confusion, and help more people actually book within your block.
That is especially important if you have reserved rooms at hotels like Marriott, Hilton, Hyatt, Holiday Inn, Hampton Inn, or similar properties, where booking links, cutoff dates, and room availability can vary by hotel. A simple, organized accommodations section helps guests feel taken care of and helps you avoid last-minute booking chaos.
What to include in your wedding website accommodations section
Your wedding website should answer the practical questions guests will have before they ask them. Keep it warm, short, and specific.
1. Hotel name and location
List each hotel in your room block and explain why you selected it. This helps guests choose quickly.
Include:
- Hotel name
- Address
- Distance from the venue
- Why it may be a good fit, such as budget-friendly, walkable, or more upscale
Example:
We reserved rooms at two nearby hotels for our wedding weekend. One is closest to the venue, and one offers a more budget-friendly option about 10 minutes away.
2. How to book
This is the most important part. Tell guests exactly what they need to do.
Include:
- A direct booking link, if available
- The group code, if required
- Whether they should call the hotel or book online
- The name the block is listed under
Example:
Please use our booking link below to reserve your room within our wedding block. If you prefer to call, mention the Smith-Johnson Wedding to receive the group rate.
3. Booking deadline
Always include the cutoff date. Guests often assume the rate will still be there later, but that is not guaranteed.
Example:
Please book by May 10, 2026 to receive our group rate. After that date, rooms and pricing may no longer be available.
4. A quick note on room availability
This helps set expectations without sounding pushy.
Example:
We recommend booking early, especially if you plan to stay through the full wedding weekend. Rooms in our block are limited and may fill before the deadline.
5. Transportation details
If you are offering a shuttle or if guests will need a car, say so clearly.
Include:
- Shuttle pickup hotel, if applicable
- Parking details if you know them
- Whether rideshare is easy in the area
Example:
Shuttle service will be provided from the Hilton Downtown to the venue. Guests staying elsewhere should plan to drive or use rideshare.
6. Extra-night guidance
Some guests may want to arrive early or stay later. A short note is helpful.
Example:
If you would like to extend your stay before or after the wedding weekend, please book early. Extra nights may be available based on hotel inventory.
A simple template you can copy onto your wedding website
Here is a guest-friendly version you can adapt:
Accommodations
We have reserved a hotel room block for our wedding guests at the hotels below. Please book early to take advantage of the discounted group rates.
Hotel Option 1:
- Hotel Name
- Address
- Distance from venue
- Booking link
- Group code or block name
- Book by: Date
Hotel Option 2:
- Hotel Name
- Address
- Distance from venue
- Booking link
- Group code or block name
- Book by: Date
Please note that rooms are limited and may sell out before the booking deadline. We cannot wait to celebrate with you.
How much detail is too much?
A good rule is this: include enough information for a guest to book in one visit.
You do not need to explain contract terms, hotel negotiations, or the behind-the-scenes work of setting up a block. Guests only need the details that affect their booking decision.
Keep the wording:
- Clear
- Friendly
- Easy to scan
- Updated if anything changes
If your accommodations page feels cluttered, guests may miss the most important details. Put the booking link, block name, and deadline near the top.
Common mistakes couples make
- Forgetting the cutoff date: If guests do not know the deadline, they may miss the rate. Always make this visible.
- Making guests hunt for the booking link: Do not bury the reservation link inside a long paragraph. Make it easy to find.
- Not giving more than one option: When possible, offer a range. Some guests may prefer a full-service hotel, while others may want a simpler, more affordable stay.
- Waiting too long to set up the block: Hotels price rooms based on availability and demand. The longer you wait, the fewer choices you may have.
This is where the process can start to feel overwhelming. Comparing hotels, understanding courtesy versus contracted blocks, checking rates, and organizing guest booking details takes real time. Room Blocks by Engine helps simplify that process by letting couples compare hotel proposals in one place, understand the terms more clearly, and move forward with more confidence.
Make the planning process easier from the start
Your wedding website should make guest travel feel simple. That means including hotel names, booking instructions, deadlines, and anything guests need to know before they reserve.
And your website itself should be easy to build, too. For couples creating their site, The Knot can be a helpful place to start. Meet your wedding planner BFF. The Knot offers all-in-one wedding planning with easy-to-use tools, guides, and inspiration to make your wedding journey feel more effortless, including tools to help you generate your own wedding website.
A smoother way to guide your guests
When your accommodations section is clear, your guests feel informed, your inbox stays quieter, and your wedding weekend runs more smoothly. Start comparing hotels with Room Blocks by Engine today, beginning with your wedding city and dates, so you can secure the right room block and share booking details with confidence. Then build your wedding website on The Knot so everything your guests need is in one easy place.
