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How to Set Up Your Wedding Hotel Room Block

March 3, 2024 | riley
wedding hotel room block hero

Image by Josie Brooks

If out-of-town guests are attending your wedding, they’ll need a place to stay. Reserving a number of rooms in a hotel room block ensures that your guests will have a place to stay close to your ceremony and reception. This makes things like transportation to and from the big day more manageable. It also allows the chance to secure a discount for out-of-town guests, though this option is not available at all hotels.

Although many guests will wait until the last minute to book their accommodations, you’ll need to make sure to set up your hotel room block months ahead of the wedding date to guarantee that no big events—think conferences, tournaments, or even other weddings—will keep your guests from being able to book a room. Sound overwhelming? Engine’s free platform can guide you through the process, even helping you secure up to 22% off rates you find online. Keep reading for more tips on how to navigate reserving a hotel room block.

How To Choose A Hotel For A Room Block While Wedding Planning

Choosing the hotel for your guests depends on where the wedding is taking place, the price points, the available amenities, and how many guests will be staying at the hotel. Ideally, you want your hotel to be close to both your ceremony and reception to save money on transportation. You also want at least two different hotel options for your guests–one that is higher-end and one that is more affordable. This allows your guests to have options, which is especially important if you are having a destination wedding or you have a larger guest list.

You may also want to find out if there are any transportation services available for your guests. Some hotels may offer a shuttle service to and from the airport, which will be handy for guests who are flying into town.

6 Questions To Ask Your Hotel

Once you are ready to give the hotel a call to inquire about the hotel block, you will want to have a few questions ready. Be sure to get answers to these questions:

  1. What discount can be offered to the guests?
  2. Is there a penalty for not filling up the hotel block?
  3. Is there a percentage of hotel rooms guests will need to book?
  4. Does the hotel provide transportation to and from the airport?
  5. Is the hotel responsible for selling rooms that are not booked in the hotel block?
  6. Will we owe damages to the hotel if the entire block is not booked?

This will help gauge how many rooms to book in the beginning. We recommend booking a smaller number of rooms in the beginning. Unless they do not charge any penalties for not filling the room block—most hotels do—this will help you avoid unwanted fines or fees.

Image by Daniela Ortiz

Tips For Booking a Hotel Block

Start early – Beginning your hotel search early gives you ample time to explore various options, compare rates, and secure the best deals. Popular wedding dates and peak seasons can result in limited availability, so booking early ensures you have more choices.

Estimate room needs – Consider the size of your guest list and how many out-of-town guests are likely to need accommodations. It’s better to overestimate slightly than to risk not having enough rooms available for your guests. Work closely with your wedding planner or coordinator to get a good estimate.

Negotiate terms – Like many other things in life, one of the best pieces of advice for booking a hotel room block is to ask, ask, ask! Ask for discounts, upgrades, etc. Although you may not always get a discount, you may be able to get concessions such as free WiFi, parking passes, and maybe even room upgrades. A lot of these additions go overlooked because couples didn’t ask.

Check room block policies – Carefully review the hotel’s room block policies before signing any contracts. Pay attention to details like the cutoff date for reservations, minimum stay requirements, and penalties for unused rooms. Make sure these policies align with your needs and expectations.

Set up a booking link – Many hotels offer the option to set up a personalized booking link for your guests. This makes it easy for guests to book within the room block and ensures they receive the discounted rate. Provide clear instructions and the booking link on your invitations to streamline the booking process.

Regularly check in – Stay in touch with the hotel leading up to the wedding to monitor the status of the room block. Check the number of rooms booked regularly and make adjustments as needed to ensure you’re not left with unused rooms or scrambling for additional accommodations.

Consider guest needs – When selecting a hotel, consider your guests’ needs and preferences. Look for hotels that offer a variety of room types and amenities, and consider factors like accessibility features for guests with disabilities and pet-friendly policies for guests traveling with pets.

Terms To Look For When Booking a Wedding Hotel Room Block

After you have the questions above answered and receive the contract from the hotel, you should carefully examine it. It’s wise to be familiar with the terminology you may find on the contract. Some words to keep an eye out for are:

Deposit Amount – The deposit amount is the price that the hotel requires to be paid at the time that the contract is signed.

Cut-Off – This is the last day that your guests can book a room in your reserved block before they are available to the public. Hotels will generally have a cut-off point before your wedding. It’s typically anywhere from 30-60 days before your special day.

Allowable Shrinkage Clause – This number is the percentage of rooms that are allowed to go unbooked. It’s normal for this percentage to range from 10% to 20%.

Attrition Rate – This is one of the most important terms to keep in mind. The attrition rate is the number of rooms that must be filled to avoid paying a penalty fee. This is usually around 80-90%.

Mitigation/Resell Clause – Once the cut-off date has arrived, the hotel is required to try and sell the unfilled rooms that you had booked

Letting Your Guests Know About the Accomodations

Once everything is booked, let your guests know. The best way to do so is by using your wedding website. This way, they can find all of the information with the click of a button. If guests are coming from out of town, it’s also nice to include directions on how to get to the accommodations from the airport.

If you are not using a website and have yet to send out your invitations, you can also add the information to the invites. It’s important that you guide your guests through the booking process. Let them know that when booking the hotel, they should use a certain link or call the hotel directly and refer to the wedding by name. You’ll also want to remind them to book before the cut-off date if they want the discounted rate.

Now you know the basics for setting up a wedding hotel room block! Not sure what else needs to happen before your wedding day? Check out our ultimate wedding planning guide to make sure you don’t miss a step.

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The Ultimate Guide to Planning Your Wedding Ceremony

March 1, 2024 | riley
planning your wedding ceremony hero image

Image by MemoryBox Photography. Keep scrolling to see everything you need to know about planning your wedding ceremony

Planning your wedding ceremony can be one of the most daunting yet most rewarding parts of the entire wedding planning process. You get to choose readings, music, florals, seating options, backdrops, and everything in between–all to craft the perfect day to profess your love to your new spouse. Is there anything better? If you already feel overwhelmed or just aren’t sure where to start, take a breath and feel rest assured that you’re in the right place! We’ve rounded up all our best ceremony planning resources and guides to walk you through every step.

Setting The Foundation

There are few things more special and heartfelt than writing your wedding ceremony with your partner. This is the reason behind the entire celebration in the first place, so take extra care in crafting a ceremony that speaks to you as a couple. There are so many different ways of creating the perfect wedding ceremony and even more different tips and opinions. Start with these three basics to set a good foundation, and let the rest of the pieces fall naturally into place.

Order

Unless you’re having a religious or cultural wedding ceremony for which the order is set, the first step will be to figure out the order of your ceremony. Traditionally, a non-religious wedding ceremony would include these moments:

There are some obvious moments you absolutely cannot leave out, such as the vows, ring exchange, and first kiss. But most of the other moments can be changed, moved around, or removed entirely depending on your style and preferences. Think about what’s important to you and what kind of ceremony will be most impactful to you, and plan the order to fit that vision.

Themes

Your wedding ceremony should focus on at least three important themes: your past, your present, and your future as a couple. When planning your ceremony with your officiant, be sure to give them insight into each of these areas of your life so they can integrate those into the overall story they will tell. Keep your readings focused on those themes to continue that story throughout the entire ceremony. Give thanks to the people who have gotten you where you are, to the blessings you’re enjoying in the present, and be optimistic about what the future holds.

Timing

The sweet spot for a non-denominational wedding ceremony is between 20 and 25 minutes. If it’s shorter than 20 minutes, you’ll likely feel rushed, and your guests might leave feeling confused and disappointed. If it’s longer than 25 minutes, you run the risk of losing everyone’s attention. Try to stay within that window, and you’ll be golden.

Personalizing Each Moment

After you’ve set the foundation by figuring out the order, how to integrate your themes, and the timing, it’s time to personalize each moment of the ceremony. This includes the vows, the readings, the unity ceremony, the music, and even the grand exit. Most of these personalizations will be easier to implement in non-denominational weddings, but they can also be added to religious and cultural weddings. We’ve also provided some religious and culture-specific tips to add some personalization as well!

Vows

If you’ve followed us for a long time, you know that we strongly believe you really should write your own vows. That’s why we’ve gathered some unique tips for writing your wedding vows, along with 30 touching examples to use as a framework to make it as easy as possible. After all, the true purpose of your wedding day is to promise your lives to each other, and we think the best way to do that is in your own words.

That being said, some churches do require couples to recite a standard set of vows to make the wedding official. And, while there’s really no way to get around that, we do have a tip for couples who want a religious ceremony but also want to write their own vows: do both! During your wedding ceremony, recite the standard vows that your church requires. During your first look or post-ceremony portrait session, read the vows you wrote to each other. If there’s anything better than writing your own vows, it’s stepping away from the rush of the wedding day to read those vows privately with the love of your life. You’ll appreciate having that moment for just the two of you when all is said and done.

Junebug Tip: Looking for the perfect book to write those heartfelt words? Then you need one of these wedding vow books. They make the perfect souvenir from your big day that you can look back on for years to come.

Planning Your Wedding Ceremony Readings

Aside from writing your own vows, adding a ceremony reading is one of the best ways to personalize your wedding ceremony. Ask one or two family members or close friends to read passages that reflect your views on marriage and/or your hopes for the future. These can be totally unexpected wedding ceremony readings, such as quotes from movies or books, or they can be more traditional and classic, like one of your favorite romantic love poems. The key is to choose readings that fit the vibe of your day and the statement you two want to make about love and marriage.

Unity Ceremony

The unity ceremony serves as a visual representation of the couple joining their separate lives into one, which is why it usually takes place after the couple has exchanged vows. While this is not an official requirement for a wedding ceremony, it is a beautiful, symbolic way to come together as newlyweds. While many couples opt for the traditional candle lighting or unity sand ceremony–which we always love–a lot of couples are going the more non-traditional route with unity ceremonies that range from making a PB&J sandwich to taking a shot. If you’re looking for unique ideas, check out these 15 sweet and sentimental unity ceremonies from some of our favorite real weddings.

Music

The beauty of wedding ceremony music is that it can be as elaborate or as minimal as you want. You can also keep it super traditional or go out on a limb with whimsical, unexpected tunes. This is your opportunity to create a soundtrack for part of your life, so have fun with it! Here are a few key moments that most couples choose to highlight with music:

If music is a top priority for you and you plan to include it during your ceremony, we highly recommend you invest in live musicians. Even if ceremony music isn’t a high priority, we can’t talk enough about how special it is to have live music on your wedding day. Of course, if your budget doesn’t allow for it, or you’re planning to use just a processional and/or recessional song, a recording is a good alternative–just be sure to find someone reliable to press play.

wedding portrait after wedding ceremony

Image by Weddings Art

Planning Your Exit

There’s no better way to mark the end of your ceremony and the beginning of the party than with an unforgettable exit. Flower petals, confetti, sparklers, and bubbles are all great options for your guests to literally shower you with love as you walk–or dance–down the aisle as newlyweds. Just be sure to check with your venue to see if they have any restrictions or clean-up fees!

Religious and Cultural Considerations

If you’re planning a religious or culturally traditional wedding, you might think you have no room to personalize your ceremony. But, we’ve seen time and time again that, with a little creativity, most couples are able to find at least one way to make their ceremony their own. If, for example, you’re having a religious ceremony for which you can’t write your own vows and have to use readings from scripture, choose a totally unique and unexpected unity ceremony. If you’re following cultural traditions for your wedding, choose non-traditional music that is meaningful to your relationship. Just because you’re having a religious or traditional wedding ceremony doesn’t mean you can’t find ways to personalize it. You might just need to get a little creative.

Design & Décor

At long last, you’ve made it to the best part of planning your wedding ceremony: the design and décor. From arches and backdrops to welcome signs to aisle markers, there are so many details that go into transforming your venue into your perfect ceremony space. Yes, there’s a lot to consider, but we’ve got this wedding décor checklist to help you nail every detail. We’ve also broken down the key elements of your ceremony décor below.

Arches and Backdrops

Of all the decor you can add to your ceremony, arches and backdrops just might be the most important. Not only are they beautiful stand-alone pieces, but they frame the most important aspect of your entire day–you and your partner. We’ve seen everything from macrame to wood to wreaths to copper pipes. We may be biased, but we love them all! We could go on and on about how these small details make a world of difference for your ceremony, but we’d rather show you instead. Head over to our ceremony Pinterest board to see all of the arches and backdrops from our real weddings.

Seating

When choosing seating options for your wedding ceremony, be sure to consider both form and function. If you’re trying to achieve a specific look, get inspired by these unique ceremony chairs that are as beautiful as they are practical. When planning the space, do your guests a favor, and don’t try to pack the chairs as closely together as possible. Give everyone a little breathing room between each other and between the altar and the first row. You’ll also want to take into account the people sitting on the furthest sides or in the back row. Will they be able to see everything? If not, use a semi-circle or full-circle design rather than a straight-row design to ensure everyone has a clear view of the altar.

Once the chairs are set, it’s time to add some pretty dimension to that aisle. To elevate your ceremony space, check out these wedding aisle decor ideas.

Signage

While there is typically much less signage needed for a ceremony than for a reception, there are a few key signs you should try to include in your ceremony décor:

  • Welcome Sign – to greet your guests in style
  • Seating Sign – to let your guests know they don’t need to choose a side
  • Program Sign – if you’re not printing order-of-events programs
  • Unplugged Ceremony Sign – to politely remind your guests to put away their phones

For the full list of wedding signs to include on your big day, save this handy wedding sign checklist.

Mexico LGBTQ+ wedding

Image by Bruno Rezza

Programs

Wedding ceremony programs are totally optional, but they are a nice way to tell your guests what to expect and a bit about the wedding party. If you decide to print programs, they should include your names, the wedding date and location, names of your wedding party, officiant’s name, and the order of events. If you’re including traditions or readings you’d like to explain, this would be the place to do that, as well. Etsy and Minted have lots of beautiful, customizable templates to choose from.

Junebug Tip: Include a QR code in your programs to invite guests to join a shared wedding photo album, ensuring that you don’t miss a single moment!

Lighting

For most couples, their wedding ceremony will be lit by natural sunlight, either outside or through the windows of their venue. That’s why we recommend couples plan their wedding timeline around the sun. When tying the knot, you’ll want to be sure that you’re properly lit, that your photos will turn out beautifully, and that neither you nor your guests are blinded by the harsh sunlight.

If you’re planning an evening ceremony or your venue doesn’t provide sufficient natural light, you’ll need to ensure your venue does have other forms of lighting or you’ll need to add your own. If you’re not sure where to start, that’s okay. We’ve got the ultimate guide to wedding lighting to help you decide what’s right for you.

Final Thoughts on Planning Your Wedding Ceremony

We know that this is a lot of information, but we have just a few final tips to make sure your wedding ceremony goes off without a hitch:

  • Don’t forget the rings
  • Hand-write your vows rather than read from your phone – It will look better in photos, and you won’t risk feedback in the sound system
  • Get to know your officiant ahead of time — It will make you and them more comfortable, and they’ll be better prepared to personalize your ceremony
  • Hire someone to run the ceremony – Even if you don’t want a wedding planner or coordinator for anything else, trust us, you’ll want someone else keeping track of all the details and the timeline
  • Stay present – At some point during the ceremony, take a minute to breathe and look out at all the people who showed up to love and support you

We’re certain that this guide will help you plan your wedding ceremony in a way that exceeds your wildest dreams. You’ve got your ultimate checklist for the wedding; now it’s time to get to planning the perfect wedding reception!

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Chic and Colorful Masseria San Michele Destination Wedding

March 1, 2024 | justine

Emma and Adam dreamed of a wedding where everyone could enjoy themselves and discover the beauty of Puglia. They wanted their special day to reflect their personalities, with a relaxed atmosphere in the countryside, surrounded by their closest friends and family. Their Masseria San Michele destination wedding blended timeless elegance with a colorful palette, stunning floral arrangements, and chic fashion, making it everything they hoped for and more. It was the perfect recipe for a truly unforgettable celebration.

Their courtyard ceremony, surrounded by stunning floral arrangements, became a deeply meaningful moment as they exchanged vows. The festivities continued with a delightful garden reception featuring a long, winding table decorated with abundant flowers, foliage, and candles, all illuminated by the soft twinkle of lights overhead.

Their special day was a perfect blend of timeless elegance and their own personal flair. Thankfully, Lato Photography was on hand to expertly capture every exquisite detail and cherished moment of their magical celebration. Keep scrolling to experience the beauty and charm of their wedding day all over again.

The Couple:

Emma and Adam

The Wedding:

Masseria San Michele, Italy

How Their Masseria San Michele Destination Wedding Came To Be

From the outset, we were confident about one thing: our wedding had to reflect who we were and spread joy to our loved ones. We aimed to bring smiles to their faces from the moment they arrived in our special corner of the world. This place holds a unique significance for us, inspiring the relaxed, chic, and fun atmosphere we envisioned. Surprising many with the vibrant colors we incorporated into the day, we carefully balanced them to harmonize with the venue while delivering impactful moments. Our mantra to our wedding planner was simple: let’s have fun. Though she may have thought we wanted a circus, our goal was simply to ensure everyone had a fantastic time and felt cared for, especially given the number of guests traveling from around the globe, some of whom we hadn’t seen in over five years. Our top priority was making them feel welcome in a place that has welcomed us so warmly over the years.

Choosing Modern Elegance and Sustainable Wedding Style

My look was inspired by the NewWhite bridal aesthetic, which is modern and cool with a feminine touch sprinkled on top. I also found a lot of inspiration from Spanish designers such as Poydel. He is a Spanish designer who creates stunning looks. Unfortunately, multiple trips to Madrid were not feasible for him to create the dress, but I kept that vibe in mind throughout. I kept the accessories simple with two gold bangles and gold dome earrings and let the dress speak for itself. It’s straightforward and timeless but has an architectural dimension to the top that I just love. The day’s make-up was pared back and focused on light contouring and bronzed tones. Adam’s suit was a beautiful brown linen that he would be 100% able to wear again, which was essential to us. We didn’t want too much waste as part of our wedding, so we wanted to ensure we could re-wear as much as possible. I’m already planning how to turn my wedding dress into something I can wear again.

A Personalized Ceremony Script and Handwritten Vows

We had one of our best friends, Laurence, write the whole ceremony by asking us about how we met, our love story, and stories from our six-year relationship. Neither of us knew what to expect, and it was absolute perfection. We also wrote our own vows, which were terrifying but were amazing. It was the talking point for our guests throughout the weekend.

Wedding Wisdom: Balancing Inspiration with Personal Preferences

The best advice I share with all couples getting married is to look for inspiration and have fun, but don’t get lost in the social media bubble. Depending on your circumstances, it can get you down looking at things that don’t fit your venue, budget, or even the wedding you want. So put the social media down after a few first weeks of planning and go with what brings a smile to your face, not necessarily what will bring one to social media.

A Destination Wedding Journey Through Puglia

As it was a destination wedding, we wanted people to feel taken care of and get the opportunity to explore Puglia from multiple vantage points. We went to Ostuni, the white city, for our welcome drinks and celebrated in the windy cobbled streets to welcome our guests. The wedding day highlighted the simplicity and excellent cuisine of the region with freshly made mozzarella, meats, cheeses, and delicious fish dishes. We ended the weekend with a pool party at our venue, and it was the perfect send-off for our friends and family to relax in the Puglian sun with a pizza and beer in hand. Everyone left smiling and truly happy to have experienced the weekend with us all.

The Wedding Team:

Photography – Lato Photography
Event Planning – Alessandra Linoci
Ceremony + Reception Venue – Masseria San Michele
Floral Design – Michele from Greenery Lab
Catering + Cake – Rotondo Catering
Live Music – Rinaldi Events
Videography – Diego Perrini
Invitation Design – Fine Design
Makeup Artist – Monia Iovino
Hair Styling – Massimo Moro
Lighting – Gioservice
Textiles – Set Up My Table

 

Congratulations to Emma and Adam on their chic and colorful Masseria San Michele destination wedding. A big thank you to Lato Photography for skillfully capturing every breathtaking detail and cherished moment of their enchanting celebration.

Thinking about a destination wedding? It’s a great way to have an intimate celebration with loved ones and build unforgettable memories. But here’s the scoop: for a truly remarkable experience, hook up with seasoned vendors who can make your day extra special. Ready to kickstart your journey? Check out our lineup of top-notch wedding pros from around the globe!

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