Party planning with out of town guests.

[tiggerlover]

DH and I are starting to talk about and plan his retirement ceremony and party after 20 years in the military (tentatively set for the beginning of December). The biggest hurdle will be that most everyone will be coming from distances of about 400 miles and we can't possibly house everyone overnight. What is the best way to approach this, do we see if we can get people a special deal at a local hotel or how should we do this? This is foreign territory for me, I didn't even have to deal with this when I got married so I don't know what is expected of us. We are thinking of having the ceremony in the morning and then hosting a buffet luncheon afterwards, but beyond that what would we be responsible for?

 

[powellrj]

I think what you have planned is enough, and I just wanted to say congrats on 20 years!!!!

 

[ScarlettO]

Can I come? I've always wanted to go to Italy. Seriously, why don't you get phone #'s and general rates of several nearby motels, for information.

 

[tiggerlover]

Originally posted by ScarlettO
Can I come? I've always wanted to go to Italy. Seriously, why don't you get phone #'s and general rates of several nearby motels, for information.

We won't be living in Italy when DH retires, we move back to the US this summer.

People won't expect us to pay for their lodging if they come will they? I assume when someone says they will come that they will be expecting to pay for their own lodging, right?

Also, would I be responsible for hosting something at my house in addition to the luncheon?

 

[Kimberle]

I would call a local hotel or two & reserve a block of rooms. I'd then send out a "save the date" notecard with the hotel info.

Something like:

Hurrah!! John is retiring from the military after 20 years.
We're planning a wonderful celebration on xxxx (date). Hope you can come!

A block of rooms at ABC hotel has been reserved.
$$$ per night per room
Please call xxx (phone number) to reserve yours.
They will be held until xxx (date).

More detail to follow!

You should not be expected to pay for anyones room.
Enjoy!!

 

[BillSears]

I went to my BIL's retirement ceremony from the Navy this past January in Virginia Beach. It was fantastic and I'm very glad I took the time off from work to attend.

It never occured to me that he would be responsible for my hotel bill. Transportation, lodging and food were my responsibility for the trip. I'd say invite people and if they want to come they will take care of themselves.

Congrats to your DH and thank you both for your years of service to our country.


Edited to add that we did go back to my Sisters house after the cermony/luncheon but that was mostly family who attended that. She wouldn't let us leave town without some sort of get together.

 

[ScarlettO]

Originally posted by Kimberle


Hurrah!! John is retiring from the military after 20 years.
We're planning a wonderful celebration on xxxx (date). Hope you can come!

A block of rooms at ABC hotel ARE ON HOLD.
$$$ per night per room
Please call xxx (phone number) to reserve yours.
They will be held until xxx (date).

More detail to follow!


Enjoy!!

I changed your wording slightly. If you say "reserved" some folks might think you are paying for them-otherwise a great invitation!

 

[Cthia]

I agree with what Kimberle posted. When my brother got married last summer they sent out a save the date letter with a list of hotels on themthat where in the area. You shouldn't have to pay for anyone's rooms. I was responsible for the room for two nights becasuse my daughter was in the wedding.

Call the hotels and block rooms, they may give them a special rate.


Congratulations to your husband on his retirement.

 

[tiggerlover]

Originally posted by Cthia
I agree with what Kimberle posted. When my brother got married last summer they sent out a save the date letter with a list of hotels on themthat where in the area. You shouldn't have to pay for anyone's rooms. I was responsible for the room for two nights becasuse my daughter was in the wedding.

Call the hotels and block rooms, they may give them a special rate.


Congratulations to your husband on his retirement.

What is involved in blocking rooms? Do you have to leave a deposit?

Kimberle and Scarlett, well said, I like that idea.

Bill, do you remember where you stayed when you went to the retirement? There is a good chance we will be in that area ourselves.

 

[Kimberle]

I don't think you need to leave a deposit. They may want you to assure them that you will use a certain number of rooms. They all work a bit different.

Just call using the local #, not the general 800 #. Tell them you're having a party & would like to inquire about a block of rooms. You'll probably need an idea of about how many rooms you'll need.

 

[BillSears]

Originally posted by tiggerlover
Bill, do you remember where you stayed when you went to the retirement? There is a good chance we will be in that area ourselves.

I stayed at the Howard Johnson on the boardwalk. The room was just ok but since we arrived at around midnight and we were all gathering at my sisters house at 9:00 AM I figured I didn't need anything special. The rate was about $40.00 for the night but that was way way off season. I'm sure it's much higher during the summer.

One thing you might consider looking into is guest base housing. I know my sister offered to book us a room on the Naval base and it was cheaper then the HoJo I stayed at. I'm sure that considering your event is in the summer this would be much more affordable.

 

[monkeyboy]

Really just wanted to say thank you to your husband for 20 years of service.

Freedom isn't free

 

[tiggerlover]

Originally posted by BillSears
I stayed at the Howard Johnson on the boardwalk. The room was just ok but since we arrived at around midnight and we were all gathering at my sisters house at 9:00 AM I figured I didn't need anything special. The rate was about $40.00 for the night but that was way way off season. I'm sure it's much higher during the summer.

One thing you might consider looking into is guest base housing. I know my sister offered to book us a room on the Naval base and it was cheaper then the HoJo I stayed at. I'm sure that considering your event is in the summer this would be much more affordable.

Thanks for the info, I will check into the guest base housing, didn't know it exists. Actually, we are moving in the summer, the retirement will be in December.

 

[tiggerlover]

Originally posted by monkeyboy
Really just wanted to say thank you to your husband for 20 years of service.

Freedom isn't free

I will pass it along to him and I am sure he will appreciate your thanks for his sacrifices.

 

[IMGONNABE40!]

When DH and I got married, about 90% of the guests were from out of town. We had our reception in a room at a nearby Embassy Suites, and had a block of rooms reserved at the hotel. This was really helpful for the guests who flew in and did not have cars. (Our local friends were really great shuttling our guests over to the church.)

We also had the chance for a second party the following day since the hotel provides a full breakfast for hotel guests and many of us had breakfast together the next morning. I have very happy memories of the whole experience and was glad to have the opportunity to "live" with family and friends who I don't get a chance to see very often.

I would highly recommend this type of arrangement, especially if you do not get a chance to spend a lot of time with your guests.

 

[Disney Doll]

I have been to out-of-town weddings where they did this...blocked off a group of rooms. Just word your invitation something like "we can recommend XXX Hotel. Their phone number is xxx-xxx-xxxx. They have agreed to charge guests of Bill's party who reserve a room there a rate of $$ per night. If you are interested in reserving a room there, call them and tell them that you are a guest of Bill's party, so that you get the special rate".

 

[tiggerlover]

Thanks everyone.

 

[Cindy B]

My father is retiring after 20 plus year career (I think its 25 or 30) in July.

I'm not really sure what my parents are thinking of doing here.

As for the hotel, Kimberle/ Disney Dolls wording is right.

So far, all I know planning is party by the unit he is in.