Hotel Block Reminder Wording
Clear hotel block reminder wording for wedding websites, text messages, booking deadlines, shuttle details, and out-of-town guests.
Hotel block reminder wording should help guests book before the rate disappears. Out-of-town guests are often juggling flights, childcare, rental cars, and work schedules, so a clear reminder is genuinely useful. The best wording includes the hotel, booking deadline, how to reserve, and why that hotel may matter for transportation.
If there is a shuttle, mention it near the hotel block information. Guests may choose a cheaper or more familiar hotel without realizing the shuttle only picks up from the block. A sentence like "The wedding shuttle will pick up from this hotel" helps guests make an informed choice.
Hotel block messages should be targeted when possible. Local guests do not need repeated booking reminders. Wedding party, family, and out-of-town guests may need more detail. If your event has guest groups, send the reminder only to the people likely to use it.
When a block sells out, do not leave guests guessing. Update the wedding website with alternate hotels and send one clear note if the change affects many people. If more rooms may open, say how guests will find out.
Copy and paste
Examples you can use as a starting point
Booking deadline
Reminder: our hotel block rate is available until June 12. Book by then if you'd like to stay with the group.
Website wording
A room block is available at The Linden Hotel. Use the link below or mention the Harper-Reed wedding when booking.
Shuttle connection
The wedding shuttle will pick up from The Linden Hotel lobby. If you want shuttle access, we recommend booking there.
Sold out block
Our hotel block is currently full. Nearby options are listed on the wedding website, and we'll update guests if more rooms open.
Welcome bag note
If you're staying at The Linden, welcome bags will be available at check-in starting Friday afternoon.
Out-of-town reminder
Out-of-town guest reminder: hotel block rates expire this Friday. Details and booking links are on the wedding website.
Timing
When to send this
- Add hotel block details as soon as rooms are available.
- Send a reminder 2-3 weeks before the booking deadline.
- Send a final reminder a few days before the cutoff if many guests are traveling.
Host notes
Tips
- Include hotel name, booking link, phone booking phrase, rate deadline, and shuttle relevance.
- Tell guests what to do if the block is full or they need another option.
- Keep hotel reminders targeted to out-of-town guests when possible.
FAQ
Questions hosts usually have
Let guests ask Willa instead of texting you.
Instead of answering every logistics question yourself, Willa gives guests one event number and answers from the details you approve.