If you’re wondering what goes on wedding accommodation card details, the answer is simpler than it looks: give guests the information they need to book a stay near your venue without confusion.
The best cards are short, practical, and easy to scan, while still feeling coordinated with the rest of your wedding stationery.
What Is a Wedding Accommodation Card?
A wedding accommodation card is an insert included with your invitation suite that tells guests where they can stay, how to book, and any travel notes that make attending easier.
It is especially useful for out-of-town guests, destination weddings, and events where hotel options are limited.
Unlike the main invitation, this card is purely informational.
It should focus on lodging details rather than ceremony wording, RSVP instructions, or registry information.
What Goes on Wedding Accommodation Card Details?
The most useful accommodation cards include only the facts guests need to make a reservation.
Most wedding planners and stationers recommend keeping the wording concise and consistent with your wedding style.
- Hotel name or names
- Hotel address
- Phone number for reservations
- Booking code or group rate name
- Reservation deadline if there is one
- Website or booking link
- Transportation notes such as shuttle service, parking, or airport access
If you have multiple hotel options, you can list them in order of preference or by budget tier.
Many couples also include one primary hotel and one backup option to simplify planning.
What Information Should You Prioritize?
Not every wedding needs every detail.
Prioritize the information that removes the most friction for your guests.
1. Hotel name and location
This is the foundation of the card.
Guests need to know exactly where they are staying and whether it is close to the ceremony or reception venue.
2. Group booking code
If you negotiated a room block with a Hilton, Marriott, Hyatt, or independent hotel, include the code exactly as the hotel provided it.
Small errors here can cause booking problems.
3. Reservation deadline
Room blocks usually expire before the wedding date.
A clear deadline helps guests avoid missing the preferred rate.
4. Transport and parking details
If your venue has limited parking or you’ve arranged a shuttle, note it on the card.
This is particularly helpful for city weddings and destination events.
What Goes on a Wedding Accommodation Card for a Room Block?
If you reserved a block of rooms, your accommodation card should explain how to use it.
Guests should understand whether the rooms are discounted, how many are available, and whether they should book by phone or online.
Include language such as:
- “A limited room block has been reserved for wedding guests.”
- “Please book by [date] to receive the group rate.”
- “Mention the [Last Name] Wedding when reserving.”
- “Use booking code [code] when booking online.”
If your hotel offers both a direct booking link and a phone number, include both.
Some guests prefer calling, while others want the convenience of online booking.
What Should You Leave Off the Card?
Accommodation cards work best when they stay focused.
Avoid crowding them with information that belongs elsewhere in the invitation suite.
- Registry details
- RSVP instructions
- Dress code
- Full wedding itinerary
- Too many hotel options
Too much information can make the card harder to use.
If you need to share extensive travel advice, create a wedding website and direct guests there for more detail.
How Long Should the Wording Be?
The best accommodation card wording is usually 30 to 80 words.
That is enough to give guests essential hotel and booking information without overwhelming the design.
A simple structure is:
- Short introductory line
- Hotel details
- Booking instructions
- Deadline or travel note
Shorter wording also makes it easier to fit multiple hotels, a map URL, or a QR code if needed.
Wedding Accommodation Card Wording Examples
Here are a few clear examples you can adapt to your own event.
Example 1: One hotel room block
Accommodations
We have reserved a block of rooms at The Westin Chicago, 909 N.
Michigan Avenue, Chicago, IL 60611.
Please book by May 1, 2026, and mention the Rivera Wedding to receive the group rate.
Reservations: (312) 555-0198 or westin.com/rivera
Example 2: Two hotel options
Hotel Options
For your convenience, we have reserved room blocks at the following hotels:
Hotel A: 120 King Street, Charleston, SC 29401 | Group code: MARTIN
Hotel B: 45 Market Street, Charleston, SC 29403 | Book by April 10, 2026
Please use the link on our wedding website for booking details.
Example 3: Destination wedding
Where to Stay
We recommend staying near Playa del Carmen for easy access to the venue.
Preferred hotel: Dreams Riviera Cancun, Carretera Cancun-Puerto Morelos KM 331, Quintana Roo, Mexico
Use booking code HERNANDEZ when reserving.
Should You Include a Map or QR Code?
Yes, if it improves usability.
A small map can be helpful for unfamiliar locations, especially when the hotel is not obvious from the address alone.
QR codes are also useful when they link directly to your wedding website, hotel booking page, or Google Maps listing.
If you use a QR code, make sure it is large enough to scan and paired with a short URL or plain-text fallback.
Some guests will prefer typing a website address instead of scanning a code.
How to Match the Card to Your Wedding Style
Accommodation cards should match the tone of your invitation suite while staying readable.
Classic weddings often use formal phrasing, while modern weddings can use shorter, more direct language.
Design choices to consider include:
- Fonts that match the invitation suite
- Minimal icons for hotel, shuttle, or map references
- Neutral colors for formal events
- Compact layouts for multiple hotel listings
Even when the design is elegant, the practical details should remain easy to find at a glance.
When Should You Send Accommodation Cards?
Include accommodation cards with save-the-dates or wedding invitations when travel is involved.
If your event is a destination wedding, guests should receive hotel information as early as possible so they can compare rates and plan time off.
If room blocks are limited, sending the card early can help guests secure accommodations before the deadline.
For local weddings, the card is still useful if parking is difficult or if the ceremony and reception are far from common hotel areas.
Accommodation Card Checklist
Before printing, confirm that your card includes the most important booking details and has no outdated information.
- Correct hotel names and addresses
- Accurate booking code or room block name
- Current reservation phone number
- Working booking link
- Clear deadline
- Transportation or parking notes
- Spelling checked against hotel confirmation
A quick proofread with your planner, stationer, or the hotel contact can prevent avoidable guest confusion.