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When planning your wedding, it's easy to focus on the ceremony, venue, and entertainment—but one crucial element often gets overlooked: guest accommodation. In this blog, we are going to give tips on the Dos and Do Nots of arranging accommodation for your guests. This will heavily lean specific to our venue here, but we’re sure other couples hosting their day at other venues may also get some good tips too. Making sure your guests have somewhere convenient and comfortable to stay can significantly enhance their experience and ensure your big day runs smoothly. Here's how to organise wedding accommodation with minimal stress.
1. Book a Venue with Onsite Accommodation
One of the most obvious ways to look after your guests in terms of ensuring there is ample accommodation for your guests is to choose a venue that offers onsite accommodation. Here at Lucan Spa Hotel, we offer 71 guest bedrooms onsite. Guests can enjoy the celebrations without worrying about travel logistics, and it makes everything easier for you, too.
However, just because you choose a venue with accommodation, that doesn’t necessarily mean such accommodation will be available for your guests. Check out the next few points to avoid problems with availability.
Photo: Lucan Spa Hotel.
2. Check current availability of accommodation
When you officially book your wedding venue, it’s a good idea to ask your venue representative or coordinator what the currently level of rooms available is on the night of your chosen date. In most cases, you will be booking well in advance (around 1-2 years in advance) and there would be ample availability. However, if you choose a date in the short term (i.e. less than 1 year in advance), it would be recommended to ask this question as you may find out there is limited availability for accommodation on your chosen date.
3. Know your venue’s policy on accommodation
It’s very important you ask and you are aware of your venue’s policy with regards accommodation and overall event booking strategy. For example, while a venue may have 100s of bedrooms onsite, these may be committed to other custom taking place at the hotel or venue.
At Lucan Spa Hotel, it is our policy to only host one wedding per day. We do not book any other large events or tour groups on the day of a wedding, with the goal to maximize the number of bedrooms available to book for your attending wedding guests. Other venues have various other policies, so always check and never make assumptions.
4. Discounted Accommodation Rates for Weddings and How to Book
It is advised to confirm with your venue what is the overnight rate for wedding guests, if this is limited to a number of rooms (and if so, what is the rate thereafter) and how your guests can proceed with making a reservation. You want this policy to be as easy of possible, to allow your guests the comfort of booking rooms without any hiccups.
At Lucan Spa Hotel, we offer discounted accommodation rates for all weddings and these are available to all guests. Guests can book accommodation by using a dedicated promo code when booking on our website www.lucanspahotel.ie or book over the telephone and quote the wedding they are attending. We find this way makes it easy for all guests to book and receive the great overnight rates we offer.
Photo: Lucan Spa Hotel.
5. Beware of “Block Booking of Rooms”
The advantages and disadvantages of “block booking rooms” will be specific to each venue, but here at Lucan Spa Hotel, we try and discourage couples from block booking rooms. While we will still do this at a couple’s request, we find this adds a whole layer of stress to the couples as they become responsible for arranging rooms for guests. Block booking rooms also can lead to the issue of “double booking” rooms, where people who have been earmarked a room proceed with booking their own room. This can lead to other guests being unable to book rooms.
Our advice would be to book rooms only for immediate friends and family or for rooms that you (the couple) are directly paying for (e.g. groomsmen, bridesmaids). Always provide a guest name for each room booked to keep both yourself and the venue on the same page as this allows you to confirm rooms when going through final details closer to your wedding day. After that, as we say, people are big enough and bold enough to book their own rooms!
6. Don’t make assumptions on accommodation availability
It is crucial not to make assumptions with regards availability of accommodation, especially in the summer months. If your venue is a hotel (like ourselves), they will still be selling accommodation to members of the general public as part of their day-to-day business. Don’t assume availability or leave it until late to book accommodation.
Remember that you and your guests will be aware of the date and venue of your wedding in advance, so you have an early “head start” over the general public to book accommodation. Take advantage of this and inform your guests to book any needed accommodation early to avoid disappointment (discussed further below).
7. Don’t leave it too late
With the shortage of accommodation in Ireland over the last few years, it is vital to inform your guests as early as possible on the method(s) to book accommodation. Provide guests with the booking details on your wedding website or “save the date” cards. Traditionally, these details would have been included on wedding invitations, but these days, this information needs to be provided much earlier to avoid missing out.
Make it easy for guests to book by sharing accommodation info via text or a “save the date”:
- Name and address of your main hotel.
- Booking code or group rate details.
- A link to nearby accommodation options.
- Transport arrangements if staying offsite.
At Lucan Spa Hotel, guests are not required to pay for their rooms upfront and we have a 24-hour cancellation policy with most packages. This is further encouragement for wedding guests to book a room as early as possible.
Photo: Trendphotography.ie.
8. Add a Personal Touch
Leave a small welcome gift or note in your guests’ rooms—especially those who’ve travelled far. It doesn’t have to be extravagant; something like a mini snack pack, local treat, or a thank-you note can make a big impression. Here at Lucan Spa Hotel, we can arrange including these into guests’ rooms prior to check-in.
Conclusion
We understand how important it is to keep your guests comfortable. Lucan Spa Hotel offers convenient and affordable accommodation with all the charm and comfort you’d expect from a family-run hotel. With special rates for wedding parties, onsite dining, and a relaxed setting just outside Dublin city, we’re here to make your big day even better—for you and your guests.