How to Prepare Your Hotel for a Wedding

A wedding can be one of the most joyful days in a couple’s life – and one of the most chaotic for the hotel team hosting it. With high emotions, dozens (if not hundreds) of guests, and tight timelines, even small missteps can spiral into costly headaches.

If your property books weddings or hopes to in the future, preparation is everything. The smoother the experience for the couple and their guests, the more likely your venue will be recommended again – especially in tight-knit communities where word-of-mouth still matters. Here’s how to position your property for wedding success, from early planning to day-of coordination.

1. Know what sets your venue apart

You don’t need to be a five-star resort to book memorable weddings. Start by highlighting your strengths – whether that’s proximity to scenic photo locations, ballroom capacity, experienced staff, or in-house catering. Frame your property as a desirable, stress-reducing option within your market.

For example, Visit Newport Beach, the tourism board for a popular California destination, promotes hotel weddings on its site and highlights top properties like The Resort at Pelican Hill and Balboa Bay Resort. Marriott’s VEA Newport Beach even features certified wedding planners. If your team includes seasoned planners or has connections with local vendors, showcase that expertise.

2. Communicate early and often

Hospitality is all about service, and a hotel wedding requires seamless communication from start to finish. Identify the couple’s main point of contact—often a planner or family member—and clarify expectations well in advance.

Don’t underestimate the power of small touches: anticipating dietary needs, accommodating elderly or disabled guests, and keeping staff informed about ceremony timing can all make a big difference.

Some planners recommend offering a specialty cocktail bar instead of a fixed menu, which hotels can support more easily than standalone venues.

3. Think beyond the ceremony

Couples will remember your hotel as they tie the knot, and guests will remember their overall experience. That means clear signage, easy access to amenities, and attentive service throughout the stay.

Mobility issues are often overlooked until it’s too late. If guests include seniors or small children, ensure pathways, elevators, and restrooms are accessible and well-marked. A bad experience – like a fall or logistical delay – can tarnish an otherwise beautiful event.

4. Offer hotel blocks and lodging support

Are you worried that out-of-town guests will struggle to find rooms? Beat them to the punch by offering hotel blocks with flexible pricing. This shows foresight and hospitality while increasing room bookings.

Many planners book 10-room blocks across several hotels to offer pricing tiers. If you’re unsure where to start, third-party services like Kleinfeld Hotel Blocks can assist, and tourism bureaus – like the Calhoun County Visitors Bureau – often help visitors secure accommodations near local venues.

5. Remember the long-term payoff

A single wedding is more than a one-day event – it’s a chance to market your property to future guests. When you deliver a smooth, elegant experience, word spreads fast. Couples refer friends, guests return for vacations, and local planners keep your hotel top of mind.

When you invest in getting it right, you’re not just planning a wedding. You’re building a reputation.