Oliver hotel Knoxville Tennessee
Abigail Malone Photo
Editorial Category: 
Date: 
Wednesday, May 2, 2018

Accommodating Your Guests

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You’ve planned everything for the wedding, down to the detail, and everything looks like it’s going to run smoothly…until you remember how many guests are coming from out of town. Now, questions of hotel blocks and transportation logistics are running rampant in your mind, and you can’t figure out where to even start making arrangements. But it’s not impossible! Below, we’ve outlined some basic information you need to know before finalizing your accommodations, making sure that the process is as painless as possible.

1. Location. This one may seem self-explanatory, but you want your accommodations to be as close to the venue as possible. Not only does this make your transportation plans a breeze, but you also know that even if someone gets lost, they can’t have gone far.

2. Hotel room blocks. There are a few things you need to know about a hotel’s policies before reserving a block of rooms. If you have an almost exact idea of how many people are guaranteed to need lodging, consider booking a closed block (which requires a preliminary deposit as well as payment for any rooms from the block that you don’t end up using). If you’re unsure of how many rooms you’ll need or don’t want to risk having to pay for the attrition rate of unused rooms, ask if the hotel offers a courtesy block, in which you have no financial obligation to pay for rooms you don’t end up needing. The catch? Any rooms that your guests don’t book by a pre-agreed date are no longer reserved and then rented out to other hotel guests. Still, we prefer to book a courtesy block if for no other reason than avoiding all of that financial anxiety that a closed block can bring.

3. Transportation and shuttles. Transportation is one of the biggest headaches for out-of-town guests. After all, the likelihood of being able to get enough taxis and Ubers to take your guests to and from the venue in time is slim, especially with a large wedding. For this reason, we recommend booking a professional shuttle service, such as a bus or a fleet of SUVs, to transport your guests. Not only does this streamline the process, but it also guarantees a ride for everyone, as your wedding is the only priority for your driver(s) on the day of. Still, shop around for the best rates, and do your math to ensure that you don’t book more than you need. Let us be clear, though—book some sort of transportation no matter what. Trust us—you’ll be glad when the big day comes.

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