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Sarah
Expert July 2021 Ontario

Really annoyed with venue’s accommodation policy

Sarah, on March 3, 2020 at 11:02 Posted in Plan a wedding 0 11
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Ok so the venue we are getting married at is basically a resort/spa. I just found out our guests who want to stay in a room overnight have to fill out a form and send it to the venue. Am I supposed to include this form in the invitations? It looks so ugly. To make things worse they are only holding 5 rooms for one night (and 10 rooms for those who stay two nights). I am panicking that people will be competing for rooms because many have expressed interest to us in wanting to spend the night/weekend there. The form states how many rooms there are so it seems weird to me to send it to 100 people being like “hey here’s the form to stay the night by the way there’s only x amount and you and 99 people got this form).
Has anyone else experienced something similar?

11 Comments

Latest activity by Sarah, on March 4, 2020 at 17:11
  • Sarah
    Expert July 2021 Ontario
    Sarah ·
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    Oh wow!!! I’d be so pissed!! That sucks. Hopefully your guests will be okay with staying elsewhere
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  • Ashley
    VIP August 2020 Ontario
    Ashley ·
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    I havent ever seen that but have a link on your website so people can print the form. i think thats stupid tho from the hotel point of view why fill in a form?????

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  • K
    Frequent user October 2020 Ontario
    Kara ·
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    Our venue is also a small boutique hotel. They gave me inserts for the invitations when I booked the venue (approx 8 months ago) and then found out the hotel was already completely booked for our wedding night. One of our groomsmen got a room, which he is now sharing with his wife and another groomsman/wife because there was nothing..... unfortunately there is only one other hotel in the area and they don’t hold rooms. So- I guess we’re just leaving it up to chance. I was so mad.... my invites haven’t even gone out yet (wedding is June 20) and already I don’t have rooms! So annoying. I feel for you....
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  • Sarah
    Expert July 2021 Ontario
    Sarah ·
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    Yeah I’m pretty much going to be offering the rooms to close family /friends first. The only thing is we don’t have a wedding website. But we’ll put info on surrounding hotels on the invitations
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  • Tori
    Top October 2019 Manitoba
    Tori ·
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    Somewhat similar - we didn't have a hotel, but rather only so many spots in the cabins and so many spots for trailers... So we just made sure that our wedding party and immediate family knew about it first so that they were prioritized.

    If there are rooms left after your wedding party and immediate family have booked then I would just have it on the website and call it a day. It sucks, but that's probably the most fair thing to do. (We put on our invitations that info "for transportation, hotels, and attire please visit our wedding website".)

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  • Amelia
    Master October 2020 New Brunswick
    Amelia ·
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    That is really frustrating! I'm so glad I don't need to arrange a whole bunch of rooms.


    I like Trish's suggestion about putting the form online for your guests to use if they want and providing a few backup locations just in case they book up.
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  • T
    Curious August 2021 Ontario
    Trish ·
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    Exactly! There may be some who have issues with it but that’s their own problem lol
    ☺️
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  • Sarah
    Expert July 2021 Ontario
    Sarah ·
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    Thank you so much! You are right. I’ll try my best and that’s all I can do. What I have decided is I will speak to very close family and friends first so I can email them the form directly if they need. And for the invitations I’ll just list the venue along with other options so the remaining guests will know their options but I won’t say anything about room blocks, discounts etc
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  • Sarah
    Expert July 2021 Ontario
    Sarah ·
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    It is!! And that is great to know thanks!! I was talking to my mom and she suggested listing additional hotels in the area on the accommodations card and not just the venue.
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  • Desiree
    Frequent user August 2021 Ontario
    Desiree ·
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    Is the vendor your using in Jackson’s point if so there is also the Ramada hotel they might be able to help with more rooms
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  • T
    Curious August 2021 Ontario
    Trish ·
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    Having something similar happen. Our wedding is in July and ALLL (literally all, even the motels) are booked entirely up for baseball tournaments!!!! ARGGHGH!!

    If you check out the personalized website options on here, you can put some information into that. Just include your website address on a "details" card in your wedding invite. Then they can go visit and get the accommodation details without the ugly page IN you invitation. Smiley smile

    You can just scan and upload the form so they can print it off and send it themselves and i would just note that it's a first come first serve basis... maybe have an alternate hotel near by for those who don't get the resort/spa...

    I understand the stress, but at the end of the day as long as you try, offer information, and be open and communicate, that is really all you can do! I feel for you... it is stressful because you want your guests to be comfortable, not have to do too much and just enjoy your day.. but some policies, and some things are just out of our control!


    Best of luck!

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