Room allocation stress
We are getting married at a small wedding venue next May, and they require that we have exclusive use of the hotel for our wedding. This includes occupying 21 of the 24 hotel rooms. The hotel have give us a list of all the rooms in the hotel, and we have to allocate our guests to each room, then provide the list to the hotel the month before the wedding (this is to make sure our immediate family get the best rooms I think!). Our guests can then pay for their rooms on the day.
So far, we've only sent out Save the Dates, but not invites. We've mentioned in passing to people that hotel rooms are available to book, but as we haven't done the proper invitations yet (and so haven't had proper RSVPs), we haven't done the final room allocation. However, we're having a couple of problems with the whole process so far, and it's causing me a little bit of stress.
1. Some people were really keen to get a hotel room booked as soon as they got their Save the Date, even seeming panicked about getting it reserved ASAP. They don't seem to understand (no matter how many times I explain) that the rooms ARE booked and won't run out as no one can have them on that night except our guests. I've even told them that I've got them written on my list!
2. Other people don't seem to get that we NEED to fill the rooms, and are considering booking elsewhere. I've managed to get across to some people that we need to fill the hotel, and they've decided against booking a room somewhere else, but I'm slightly worried that because of the way the hotel gets us to allocate rooms, our guest are perfectly free to book a room at a different hotel in the mean time (and may decide to do that if they're in the camp I described above who are worried about not getting a room).
3. Some people also seem reluctant to say they want a room because they're being polite and not taking up space. What they don't realise is that we don't have many guests so we aren't oversubscribed in any way!
I'm hoping I can solve all these problems with some sort of information card in with the invites, and by sending the invites ASAP before people start booking to stay elsewhere. So I need to get across: a) The rooms are 100% available to our guests and nobody else and you can definitely have one; b) we want you to take one, please don't think you're helping us by booking a B&B down the road!!!; c) there is plenty of space, please don't think you're putting us out by saying you want one and d) don't panic if you're reading this and you've already told me you want a room, I haven't forgotten. I'm wondering how I can get all that onto a nice pretty little card?! Any tips?!
What also makes me nervous is that people won't have to pay any sort of deposit on the rooms – we just have to take their word when they say they'll have one, and just hope that they pay on the day!
Has anyone else had this kind of set up with their wedding venue/hotel rooms? How did you sort it all out?