# Wedding Accommodation & Travel Checklist > A wedding accommodation checklist: reserve rooms for guests, understand room block terms, share travel details and confirm arrangements before the wedding. Source: https://readytoweddy.com/wedding-checklist/accommodation Publisher: ReadyToWeddy (https://readytoweddy.com) · Last updated: 2026-09-17 When guests travel, a little planning makes their trip much easier. These tasks cover room blocks, travel information and the confirmations that keep everyone’s plans on track. ## Summary Planning wedding accommodation and travel involves reserving rooms for guests, sharing travel details, confirming arrangements before the wedding and checking rooms before checkout. [Reserve accommodation](https://readytoweddy.com/wedding-checklist/9-to-12-months#reserve-guest-accommodation) 9–12 months ahead, especially in busy areas or seasons, and read any room block agreement for booking deadlines and attrition terms. Share booking links and travel details [on your website](https://readytoweddy.com/guides/create-wedding-website) and save-the-dates, then confirm arrangements with the hotel about a month before. ## Checklist (6 tasks, in order) ### Reserve accommodation for guests - When: 6–12 months before (9–12 Months Before) - Category: Accommodation & Travel - Priority: Recommended - Link: https://readytoweddy.com/wedding-checklist/9-to-12-months#reserve-guest-accommodation Reserve guest accommodation, such as a hotel room block, 9–12 months before the wedding so traveling guests have convenient options at a known rate before rooms sell out. **Why it matters:** Guests who travel need somewhere nearby to stay, and in busy seasons local hotels can fill quickly. A room block can secure a group rate and keep guests close together, which makes transport simpler. Blocks come with conditions, though. Some contracts make you responsible for rooms that go unbooked, so it’s worth understanding the terms before you sign anything. **Steps:** - [ ] Estimate how many guests will need a place to stay. - [ ] Shortlist nearby stays, including accessible rooms. - [ ] Ask hotels about group rates and minimum rooms. - [ ] Read the attrition clause and release date. - [ ] Check the distance and transport to the venue. - [ ] Reserve a block sized to your realistic estimate. - [ ] Add booking links and deadlines to your website. **Helpful questions:** - “Are we responsible for rooms that aren’t booked?” - “When are unbooked rooms released back to the hotel?” - “Can we add more rooms later if needed?” - “Is there a shuttle or parking for guests?” **Tips:** - Often forgotten: Couples often forget to check the attrition clause, which can mean paying for rooms guests never booked. - A courtesy block with no penalty for unbooked rooms is often the safest place to start. - Offer a couple of price points so guests on different budgets have options. **Best done after:** Confirm your date and tell key people ### Book your getting-ready space and wedding-night stay - When: 5–11 months before (9–12 Months Before) - Category: Accommodation & Travel - Priority: Recommended - Link: https://readytoweddy.com/wedding-checklist/9-to-12-months#book-wedding-night-stay Book your getting-ready space and wedding-night room about 9 months ahead, choosing somewhere near the venue with good light and room for hair, makeup and photos. **Why it matters:** The getting-ready hours are often some of the most photographed and personal of the day. A cramped, dark room makes hair, makeup and photos harder and adds stress. Rooms near popular venues can also book up early, especially on peak dates. Securing both the getting-ready space and your wedding-night stay now means you know where the day starts and ends, and can plan timings around them. **Steps:** - [ ] Ask your venue whether it has getting-ready rooms. - [ ] Decide whether you’ll get ready together or separately. - [ ] Check there’s room for stylists, helpers and photos. - [ ] Look for natural light, mirrors and power outlets. - [ ] Check travel time, parking and drop-off. - [ ] Ask about early check-in and late checkout. - [ ] Book your wedding-night room and plan for luggage. **Helpful questions:** - “What time can we access the room on the wedding day?” - “Can we check out late the morning after?” - “Is there somewhere safe to leave luggage and gifts?” **Tips:** - Often forgotten: Couples often book a getting-ready space that’s too small once hair and makeup artists, helpers and the photographer are all in the room. - Send your photographer a few photos of the room ahead of time. - Some hotels offer a wedding-night package; ask what’s included. **Optional:** If you’re getting ready at home and heading home afterward, there’s nothing to book. **Best done after:** Book your venue ### Share travel details with destination guests - When: 7–12 months before (9–12 Months Before) - Category: Accommodation & Travel - Priority: Recommended - Link: https://readytoweddy.com/wedding-checklist/9-to-12-months#share-destination-travel-info Share travel details with destination wedding guests 9–12 months ahead, including flights, accommodation, entry requirements and costs, so they can budget and request time off. **Why it matters:** Guests traveling to a destination wedding face more planning than a local event: flights, time off work, passports, possibly visas, and a bigger budget. The earlier they know the essentials, the more likely they can attend and the less stressful the trip will be. Clear information also cuts down on repeated questions. **Steps:** - [ ] Confirm when guests should arrive and leave. - [ ] List the nearest airports and transfer options. - [ ] Share accommodation options and booking deadlines. - [ ] Link to official passport and entry requirements. - [ ] Add tips on local currency and payments. - [ ] Give a rough idea of local weather and what to wear. - [ ] Publish it all on your website and share the link. **Helpful questions:** - “Which guests might need extra help with travel planning?” - “Should we organize group transfers from the airport?” **Tips:** - Often forgotten: Couples often forget that some guests may need to renew passports or apply for entry permission, which can take a while. - Link to official government travel pages instead of summarizing entry rules yourself. **Note:** Rules vary by location — confirm with the official authority where you marry. ### Prepare welcome bags or notes - When: Up to 3 months before (1–3 Months Before) - Category: Guest Experience - Priority: Optional - Link: https://readytoweddy.com/wedding-checklist/1-to-3-months#prepare-welcome-bags Prepare welcome bags or notes about 4–8 weeks ahead if you’d like to greet traveling guests, with useful items like water, snacks, a local map and the weekend schedule. **Why it matters:** A small welcome is especially thoughtful for guests who have traveled, and it’s a practical way to share key times and contacts. Preparing early lets you order items, assemble bags calmly and arrange delivery with the hotel, which may have its own rules or fees for handing them out. **Steps:** - [ ] Decide whether welcome bags suit you, and who gets one. - [ ] Set a simple per-bag budget. - [ ] Add water, snacks and a short welcome note. - [ ] Include the schedule, key contacts and local tips. - [ ] Check hotel delivery rules and fees. - [ ] Assemble bags and label them by name. **Helpful questions:** - “Will the hotel hand these out at check-in?” **Optional:** Welcome bags are a nice extra, especially for destination weddings, but a friendly message with the schedule does the same job. ### Confirm guest accommodation details - When: 2–6 weeks before (1 Month Before) - Category: Accommodation & Travel - Priority: Recommended - Link: https://readytoweddy.com/wedding-checklist/1-month#confirm-guest-accommodation Confirm guest accommodation about a month before the wedding by checking room-block bookings, release dates and any shuttle or check-in arrangements with the hotel. **Why it matters:** Room blocks often have a release date, after which unbooked rooms go back on general sale, and some contracts charge for rooms that aren’t filled. Checking now lets you remind guests who haven’t booked, release rooms you don’t need and make sure the hotel knows about late check-ins, welcome bags or shuttle times. **Steps:** - [ ] Ask the hotel how many block rooms are booked. - [ ] Check the release date and attrition terms. - [ ] Remind guests who still need to book. - [ ] Confirm accessible rooms for guests who need them. - [ ] Tell the hotel shuttle times and late check-ins. - [ ] Arrange where welcome bags will be left, if any. **Helpful questions:** - “How many rooms in our block are still unbooked?” - “Will we be charged for any rooms that aren’t filled?” - “Can you hold welcome bags at the front desk for our guests?” **Tips:** - Often forgotten: Couples often forget to tell the hotel about shuttle times so the front desk can direct guests. ### Check getting-ready and hotel rooms - When: Up to 1 day after (First 48 Hours After) - Category: Post-Wedding Wrap-Up - Priority: Recommended - Link: https://readytoweddy.com/wedding-checklist/48-hours-after#check-rooms-before-checkout Before checking out after the wedding, check the getting-ready rooms and hotel rooms carefully for chargers, jewelry, outfit pieces, documents and gifts. **Why it matters:** Getting-ready rooms fill up with bags, garment covers and small items from several people, and everyone leaves in a hurry. Jewelry, chargers, shoes and even marriage paperwork can end up under a pile of tissue paper. A slow final check before handing back the key is much easier than trying to recover items later. **Steps:** - [ ] Ask one person to do a final walk-through of each room. - [ ] Check drawers, closets, bathrooms, beds and the safe. - [ ] Unplug any chargers left in wall sockets. - [ ] Look for jewelry, shoes, documents, gifts and cards. - [ ] Check garment bags and shoe boxes before tossing them. - [ ] Confirm the room is left in the condition required. **Tips:** - Often forgotten: The room safe, where rings or documents may have been put for the night. ## FAQ ### What is a hotel room block for a wedding? A room block is a set of rooms a hotel holds for your guests, usually at an agreed rate until a cutoff date. Some agreements make you responsible if too few rooms are booked, so read the terms carefully. ### Do you have to pay for wedding guests’ accommodation? Usually not. Guests commonly book and pay for their own rooms. Some couples cover rooms for close family or [the wedding party](https://readytoweddy.com/guides/choose-wedding-party). Whatever you decide, make it clear on your website. ### What travel information should destination wedding guests get? Share nearby airports, entry or visa guidance links, accommodation options, local transport, weather, currency and the schedule of events. Point guests to official sources for entry requirements rather than giving your own rules.