When guests are traveling, where they stay matters almost as much as the venue. A good lodging plan saves them time and money, gets everyone to the ceremony on time, and turns the wedding into a weekend rather than a long drive home at midnight. It is especially important in North Carolina, where many favorite venues are on farms, in the mountains or along the coast, far from a cluster of hotels. Here is how to set it up.
How hotel room blocks work
A room block is a set of rooms a hotel holds for your guests, usually at a group rate, until a cutoff date. There are two main kinds, and the difference matters:
- Courtesy blocks hold a small number of rooms with no financial commitment from you. Rooms your guests do not book by the cutoff date are released back to the hotel. These are the safer choice for most weddings.
- Contracted or guaranteed blocks hold more rooms, often at a better rate, but you agree to fill a certain share of them. If guests do not book enough, you may owe the difference under what is called an attrition clause.
Read the contract closely before you sign either kind. Check the cutoff date, the rate, whether the rate applies to the nights before and after, and exactly what you owe if rooms go unbooked. Our contract guide lists the clauses to look for.
Picking the right hotels
- Choose hotels close to the venue, or along the route from the airport, so guests are not driving long distances at night.
- Offer two options at different price points if your guest list is broad.
- Ask whether the hotel offers a shuttle, has a breakfast option and can hold a hospitality room or welcome-bag drop-off at the front desk.
- Estimate the block size from your guest list: count the households traveling, not individual guests, and start small. You can usually add rooms later if availability allows.
- Book early for busy weekends. Fall leaf season in the mountains, summer at the beach, college graduation and football weekends, and major events in your city can all fill hotels quickly.
Vacation rentals and on-site lodging
For a mountain or coastal wedding, rental homes and cabins can be a great fit, especially for the wedding party or families traveling together. A few things to check before anyone books:
- Many rental homes prohibit events or limit the number of people on the property, so do not plan a party at one without written permission.
- Some coastal rentals book by the full week during the summer season, which may not suit a weekend wedding.
- Mountain cabins can sit up steep or unpaved roads; check access, especially in winter.
- Read the cancellation policy closely if you are booking during hurricane season or winter weather months.
The simplest option of all is a venue with lodging on the property, so guests can walk from the reception to bed. Browse wedding venues with on-site lodging, and see our guides to mountain weddings and coastal weddings for more on those regions.
Telling guests where to stay
- Share lodging details early: on your save-the-dates, if possible, and on your wedding website.
- List each hotel's name, address, booking link or code, group rate and cutoff date, and how far it is from the venue.
- Remind guests a few weeks before the cutoff date, since many book late.
- If you are providing shuttles, publish the pickup times and locations alongside the hotel list.
Our invitations and stationery guide covers how to fit lodging details on a details card, and our transportation guide covers shuttles.
Welcome bags and small touches
A welcome bag at check-in is an easy way to thank guests for traveling. It does not need to be elaborate. Ask the hotel whether they will hand bags out at the front desk, and whether there is a fee.
- A short welcome note with the weekend schedule, addresses and a contact number for questions.
- Water and a snack or two, plus something local: a bag of North Carolina peanuts, local candy or a small treat from a nearby bakery.
- Practical items for the setting, such as sunscreen for the beach, a small blanket or hand warmers for a mountain evening.
- A map or list of nearby restaurants and things to do for guests staying the whole weekend.
If you are hosting a rehearsal dinner or welcome party, our rehearsal dinner guide covers how to plan it. To start your search, browse wedding venues in Asheville, Wilmington, Raleigh or Charlotte.