How can we help you?
A comfortable stay for your guests. One less thing for you to worry about.
If some of your wedding guests are travelling from further afield, helping them find somewhere to stay can make their experience even more enjoyable.
Perhaps your wedding venue has bedrooms available, you've reserved a selection of rooms for family and friends, or you simply want to recommend some lovely places nearby.
Whatever your arrangements, WedPage helps you share accommodation information with guests and, where you're managing venue rooms, keep the important details organised in your Couple Hub.
From room assignments and costs to special requests and payment confirmations, let's explore how it works.
1. Decide What Accommodation You're Offering
Every wedding is different, and not every couple needs to manage guest accommodation.
You might be:
- Getting married at a hotel with bedrooms available.
- Hosting your wedding at a country house or exclusive-use venue.
- Reserving a block of rooms for family and friends.
- Recommending nearby hotels, guesthouses or holiday cottages.
- Leaving guests to arrange their own accommodation.
Start by deciding which arrangements apply to your wedding.
If you're simply recommending places to stay, you can add useful information to the Accommodation section of your wedding content.
If you're allocating rooms at your venue, WedPage also provides accommodation-management tools within your Couple Hub.
2. Share Accommodation Information with Your Guests
Open the wedding content area of your Couple Hub and find Accommodation.
This is where you can provide helpful information about places to stay.
You might want to include:
- The name and address of your wedding venue.
- Details of accommodation available at the venue.
- Nearby hotels or guesthouses.
- Booking instructions or contact details.
- Any special wedding accommodation rates.
- Check-in and check-out information.
- Useful notes about travelling to the venue.
Guests can then refer to the accommodation information on their WedPage rather than having to contact you whenever they need a reminder.
A little tip: If your venue has negotiated a special room rate, include the booking instructions and any reference guests need to quote.
3. Open Your Accommodation Manager
If you're organising rooms for guests, open the Accommodation management area in your Couple Hub.
This is where you can keep track of the rooms available for your wedding and the guests who'll be staying in them.
Rather than maintaining a separate rooming spreadsheet, you can connect accommodation arrangements to the guest information already held in WedPage.
Before you begin, ask your venue to confirm which rooms are available, how many people each room can accommodate and the agreed room rates.
4. Add Your Available Rooms
Begin by entering the rooms you're arranging for your wedding guests.
Depending on the accommodation, you might identify rooms using their names or numbers.
For example:
Room 1 — Garden Suite
A double room for two guests.
Room 2 — The Willow Room
A family room suitable for two adults and two children.
Room 3 — The Coach House
A twin room for two guests.
Include the relevant room details and costs so you have a clear record of the accommodation arrangements.
A little tip: Use the same room names or numbers as your venue. This makes it much easier to compare information when you're preparing the final rooming list.
5. Assign Guests to Their Rooms
Once your rooms have been added, you can start allocating them to guests.
Choose the appropriate room and assign the guests who'll be staying there.
Because WedPage already holds your wedding guest list, you can organise accommodation using the guest information you've entered previously.
For example:
Garden Suite
- Sarah Williams
- Daniel Williams
Willow Room
- Rebecca Jones
- Michael Jones
- Sophie Jones — Child
This helps you keep track of who's staying where without having to retype guest names into another spreadsheet.
Remember: Your accommodation arrangements may not always match your invitation households. Guests attending together may choose to stay in different rooms, so check each allocation carefully.
6. Keep Track of Room Costs
If your venue is charging for accommodation, it's helpful to record the agreed room costs.
WedPage's accommodation-management tools allow you to keep room pricing information alongside your room assignments.
This helps you understand the cost of the accommodation being arranged and identify any outstanding payment confirmations.
Before entering prices, confirm with your venue whether the amount is per room, per night or for the entire stay.
Also check whether breakfast, additional beds or other services are included.
A little tip: Make sure everyone understands who's responsible for paying the venue. Some couples cover certain rooms themselves, while other guests pay for their own accommodation.
7. Help Guests Arrange Payment
Where your venue provides a direct payment link, WedPage can make that information available as part of the accommodation arrangements.
This allows guests to follow the venue's payment instructions rather than needing you to collect payments personally.
For example, a guest might be able to pay the venue directly for their allocated room.
The exact payment arrangements will depend on your venue.
Important: WedPage is not collecting accommodation payments on behalf of your venue through this feature. Guests should follow the payment instructions supplied by the accommodation provider.
8. Record Payment Confirmations
As accommodation payments are confirmed, you can update the relevant information in your Couple Hub.
WedPage includes a manual Payment Confirmed control for accommodation arrangements.
This allows you to keep track of which payments have been confirmed by the venue or guest.
It's particularly useful if you're coordinating several rooms and want to avoid repeatedly asking whether someone has paid.
A little tip: Only mark a payment as confirmed once you've received reliable confirmation. WedPage doesn't automatically verify that money has reached the venue.
9. Record Additional Room Requirements
Some guests may have accommodation needs that are worth communicating to the venue in advance.
For example:
- A cot for a baby.
- An additional bed for a child.
- Particular pillow or bedding requirements.
- A feather allergy.
- An accessibility requirement.
- Other relevant room requests.
WedPage provides an Additional Information area for accommodation arrangements, helping you keep these details alongside the relevant room assignment.
Important: Recording a request doesn't mean the venue has agreed to provide it. Always confirm special arrangements directly with the accommodation provider.
10. Review Your Room Assignments
As your wedding approaches, take time to review your accommodation information.
Check that:
- Guests are assigned to the correct rooms.
- Room occupancy is appropriate.
- Room names and numbers match the venue's records.
- Agreed costs are accurate.
- Payment confirmations are up to date.
- Special requests have been passed to the venue.
- Any changes to guest attendance have been reflected in the room assignments.
This is especially important if a guest has cancelled or changed their plans.
A guest declining their wedding invitation doesn't necessarily mean their accommodation booking has been cancelled, so always confirm this separately with the venue.
11. Include Accommodation in Your Venue Workbook
One of the most useful parts of WedPage is that your accommodation information doesn't need to remain in a separate document.
When you prepare your Venue Workbook, accommodation information can be included alongside your other wedding arrangements.
This helps your venue review:
- Room assignments.
- Guest names.
- Accommodation costs.
- Payment confirmation information.
- Additional room requirements.
Your venue can then compare the information against its own booking records.
A little tip: Ask your venue to review the rooming information before the wedding, particularly if guests have made payments or booking changes directly with them.
12. Keep Your Guests Informed
Once accommodation arrangements have been confirmed, make sure your guests know what to expect.
Useful information might include:
- Their accommodation provider.
- Arrival and check-in arrangements.
- Where to park.
- When rooms need to be vacated.
- Breakfast arrangements.
- Who to contact with accommodation questions.
You can include general accommodation guidance in your Guest Hub content.
For individual room assignments or payment questions, make sure guests receive the correct private information.
Remember: Avoid publishing private room assignments or payment details in general wedding information that can be viewed by other guests.
Frequently Asked Questions
Do we have to use WedPage's accommodation-management tools?
No. If your guests are arranging their own accommodation, you can simply provide recommendations and booking information.
Can we recommend hotels near our wedding venue?
Yes. You can add accommodation recommendations to your wedding information for guests.
Can we allocate guests to specific rooms?
Yes. WedPage provides room-assignment tools within the Couple Hub.
Can we record accommodation costs?
Yes. You can keep room cost information alongside your accommodation arrangements.
Can guests pay for accommodation through WedPage?
Where a venue provides a direct payment link, guests can follow the venue's payment instructions. WedPage doesn't process the venue's accommodation payments through this feature.
Does WedPage automatically know when a room has been paid for?
No. Accommodation payment confirmations are recorded manually.
Can we record requests for cots or special bedding?
Yes. You can record additional accommodation requirements, although these must be confirmed with the venue.
Can we change a guest's room?
Yes. You can update your room assignments as arrangements change.
Will the venue receive our rooming information?
Accommodation information can be included in your downloadable Venue Workbook, which you can share with your venue.
Can guests see everyone else's room assignments?
General wedding accommodation information and private rooming arrangements are different. You should not publish other guests' room assignments or payment details in general wedding content.
What if a guest cancels their accommodation?
Update your WedPage accommodation information and contact the accommodation provider directly to confirm the cancellation and any applicable charges.
What Should I Do Next?
Organise Your Wedding Transport
Now that your guests know where they're staying, it's time to think about how everyone will travel between locations.
Whether you're arranging a coach, organising return journeys or simply sharing useful travel information, WedPage can help you keep transport arrangements connected to your guest list.
Next guide: Managing Wedding Transport & Guest Journeys →