Wedding Travel, Accommodation & Guest Details

Planning guide · Zippite

A wedding invitation gives guests the essential event information. A separate details card or wedding website can hold the practical updates that are easier to change: directions, transport, accommodation, schedules and access information. There is no single rule for where every detail must go. Choose a format your guests can open and keep a non-digital way to ask questions.

Put essential event details first

Give the date, guest arrival or ceremony time, venue name and full address. If ceremony and reception are in different places, list both with the relevant time. A map link is helpful, but it should not replace a written address; guests may need to copy it into a navigation app or share it with a driver.

Give useful travel information

When guests are travelling, add the nearest airport or station, approximate route to the venue, local transit or taxi information, and parking instructions. If you arrange a shuttle, list the confirmed pickup location and time. If you have not arranged transport, say so clearly rather than leaving guests to assume one is provided.

Accommodation suggestions can include a range of prices, booking links, the room-block code, and any booking deadline. State that guests make their own booking and payment unless you are genuinely covering the cost. A room block is an option, not a guarantee that every room will remain available, so check the terms before sharing them.

For destination and international weddings

Share a save-the-date once the date and general location are confirmed. Guests facing flights, leave from work, or entry formalities may need substantially more notice than local guests. Timing recommendations differ: U.S. and UK wedding-planning sources often suggest earlier save-the-dates for destination weddings, but there is no magic date that works for every itinerary. See our invitation timing guide and confirm your own venue and supplier deadlines before setting an RSVP date.

Do not give one-size-fits-all visa or passport advice. Travelers should check current entry conditions with the relevant government for their own nationality and destination. The UK government’s foreign travel checklist is for UK travelers; U.S. travelers should check current U.S. Department of State international travel guidance. Avoid promising that a guest will be able to travel.

Make the schedule and guest access clear

List only the events each recipient is invited to attend. A private rehearsal dinner or family gathering can be mistaken for an invitation if it appears in the general schedule without explanation. Give the start time, location, dress guidance, and whether transportation or food is provided for each public event.

Describe access features specifically and confirm them with the venue: step-free entrance, stairs or lifts, walking distance and surface from parking, accessible toilets, seating, and outdoor terrain. Avoid calling a venue simply “accessible” without detail. Invite guests to contact a named host about what they need, because access needs are individual.

Example details-page wording

Travel and venue details
The ceremony and reception are at [venue], [full address and ZIP/postcode]. Open the map: [link]. On-site parking is available at [location]. The nearest [station/airport] is [name]. We have not arranged a shuttle; local [taxi/transit] options are listed here: [link].

Access: The route from the car park includes [surface/steps]. A step-free entrance and accessible toilet are available at [location]. Please contact [name] by [date] if you’d like to discuss arrangements.

Only use these details after checking them with the venue. Recheck map links, transit times, room-block deadlines, and schedules before sending invitations and again if plans change. Keep the couple’s private links, guest addresses, and sensitive event details off public pages.

For invitation phrasing by region, see our US wording guide and UK wording guide. For guests invited to the evening only, use our reception-only examples.

Sources and further reading

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