Before we chose our wedding date, I checked all the event listings and calendars I could find for the Austin area, and couldn’t find anything that coincided with our date. Shortly after I booked our date, I found out that there is t only a home University of Texas football game that weekend (how could I forget to check that?!), there is also a very large Texas school administrators conference happening, which means a large number of hotel rooms are already booked up or being held for the weekend.
Back in December, I booked small room blocks at two Austin hotels for the Friday and Saturday nights of our wedding weekend—one is downtown within walking distance of bars and such, and one is about 15–20 minutes south of town, on the way to the wedding site.
I found out back in April that the block at the downtown hotel was already full, and we were told we’re not able to add more rooms to it, as the hotel was close to sold out and they couldn’t offer any additional rooms at discounted rates!!! The other one still had plenty of rooms available, but that hotel is not downtown, which I think is where a lot of our guests would probably prefer to stay.
I feel like we did what we could to suggest that our guests make their reservations early. We sent a cute little miniMoo card with a link to our website and a suggestion to book hotel rooms early inside our save the dates back in January. Our website also implores people to book hotel rooms early, as there aren’t likely to be reasonably priced rooms available close to downtown if they wait until closer to the event. We’ve also told everyone we’ve talked to that they should book now, not later.
I suppose the guests who want to stay downtown will have to just seek out a room on their own, but they had better do it fast! We’ll still run transportation from both of our suggested hotels out to the wedding site, but now it seems like a lot of guests will still have to get themselves to one of the hotels in order to catch the bus. I’m just concerned that some guests will wait too long and not have a decent and/or reasonably priced place to stay.
Ugh. Did anyone else experience this anxiety/frustration regarding accommodations for guests?
We had the EXACT same thing happen to us. Stupid conferences.
I have totally felt anxiety over people booking their hotel rooms early so they get the discounted rate and convenient location. you have done as much as you could! As someone with lot of OOTG’s, I also wanted to make it as easy as possible for people to book their rooms, but it’s up to them to make sure they have a place to stay for your wedding!
Ugh, YES!
We’re getting married on a beach in Florida, and none of the hotels down there would give us a room block because it’s peak tourist season! We were shocked, and all we could do was recommend hotels in the area at regular rates for our guests (and encourage them to book as soon as humanly possible). I was horrified, but there was no other solution. I hope our guests won’t be too upset about it!!
i can sympathize! we booked our venue before UT released their game schedule and of course we’re having it the weekend of a home game. It’s also the weekend before ACL. Can’t believe how expensive the hotels are! Crossing my fingers our OOT guests book their hotel soon.
Yes!! So frustrating. You can lead them to water, but you can’t make them drink it 
It sounds like you did everything you could to make sure people had good room options – I’m so sorry that the other events in town that weekend are causing problems now!! I honestly never even thought of checking events around the town we got married in for the weekend of our wedding.. I kind of totally didn’t realize the day after the wedding was Father’s Day, either, lol!. It happens!
There is some sort of “fan-con” sci-fi movie convention the weekend of our wedding…the hotels around Dallas are filling up fast…ugh, it will only be cool if we get to see some clone troopers and take pictures with them!
I’m also a bit worried about our guests booking their rooms while we have a discount block… our venue/hotel is in a secluded location about 30 minutes outside of town, so it really makes things more convenient.
It really sounds like you’ve done everything you can to encourage your guests to book their rooms early, living in a small town we didn’t have to deal with this, but it sounds like such a pain!
We just found out our hotel block was full so I had to ask the hotel for more rooms and gently nudge our guests to make their reservations!
One of the joys of having a wedding in my hometown as opposed to the major city we live in now, or even the smaller city FI is from, is that the chance of our hotel booking full is slim to none. I hope everything works out for you Miss Cauldron- it does sound like you’re doing everything possible to help out your guests, and I’m sure they’ll appreciate it
I don’t have hotel accommodation issues, but I have a similar date issue. We reeeeaalllyy wanted our venue and when we got engaged last July, it was already booked for EVERY Saturday this year! We live in a summer tourist heavy area of Rhode Island, so we chose the first Sunday after Labor Day (9/9/12) because our venue is right smack dab on the water and figured most of the tourists would be gone by then. Well, a few weeks ago I learned that the New England Patriots first game of the season is – you guessed it – Sunday, September 9th, even at the same time!!! I’ve already received a couple of responses minus the husband/s.o. and I have a sneaking suspicion why!
Woow, tricky situation, at least you made it very clear they need to book early, you did what you could, if at the end they don’t do it it’s because of them.
Good luck.
Every two months or so I have a renewed freakout about accommodations — this time around I decided that everyone is a grown up and can deal with their hotel rooms. I have a block set up, lots of info online, and the only issues I’m going to handle now are people calling us to find out the hotel’s phone number because I put the wrong one on our info card!
Thanks for the reminder! I definitely need to book a room for my cousin’s wedding — I’m an OOTG!
Yep, we had a similar situation and guests had to book at a hotel further away. I did all I could to tell people to book ASAP, but some people just like to wait til the last minute! Try not to stress, the people who really matter will find a way to be there.
We have an event in the town where our wedidng is. Its not in a city so there is not a multitude of places to stay and most of our guests will be travelling! I freaked out! We were able to book some places but they aren’t as close to our venue as we would have liked! We are of course looking into a bus option for the guests, but it does stress you out doesn’t it?
I totally feel your pain. We’re getting married near West Point in NY, there’s an Army game that weekend, of course, as well as a marathon, plus fall in the Hudson Valley means all sorts of festivals. Six months ahead of time, all but one hotel in the area were booked with only 5-10 rooms free and we needed a lot more. It took two weeks of calling hotels to find something within a reasonable distance with enough rooms.
When I booked our hotel rooms I was told that they wouldn’t normally block of rooms on LSU game weekends, but they made an exception. So we did have a block of rooms, but as far as I can tell, we’re a month out, and only 2 rooms have been booked so far.
I sure am hoping that our guests can make it happen! So far, we’ve had some hotel-savvy folks finding some good deals, so I’ve got my fingers crossed for everyone else.
Miss Cauldron, New York City/Austin Age and Occupation: 33, Human Resources Fiance's Age and Occupation: 33, Technology Engagement Date: October 8, 2011 Wedding Date: September 2012 Venue: Pecan Grove at the Salt Lick About Me: I grew up in the Lone Star State, but moved to NYC after college to get a taste of the Big Apple, and never left. I love baking, yoga, Mr. C, and sunshine (not necessarily in that order)! Mr. C and I met on Match.com back in 2007, and our second date was at a Texas barbecue restaurant in Manhattan. It’s only fitting that after almost five years together, we are getting married at an iconic Texas barbecue joint. (Shiner Bock and brisket, anyone?) I’m proud of the life we have built together around our love for each other, Mr. C’s crazy dog Bosley, and fun sailing adventures on our boat, and I’m looking forward to celebrating our marriage at one seriously awesome party in September.
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