Guests checking into the hotel?

A lot of hotels will let you check in even if the rooms aren't ready. You should ask your hotel if the guests can come and check in (pay & sign the contract) even if the rooms aren't ready for check in.

If they have reservations they aren't going to give the rooms away.

It's nice you're worried about your guests but I don't think you need to tell anyone anything. Adults should be able to figure this out. A few months back we went to a wedding at a hotel, we had a room. I received no instructions from the bride. I knew I needed to check in so I wouldn't lose my room and be on time for the wedding. Don't stress about this.

I'm with PPs, adults will figure out how to make this work on their own. No sense adding stress to your own plate.

Leave it up to your guests to figure out when they can check in.

Hotels, at least the ones I've worked in, only give reserved rooms away if the occupant has not shown up and checked in before midnight. They should definitely be able to check in early, and if the room isn't ready, they should be able to be put on a waitlist and have the hotel hold onto their luggage.

I'm not going to worry about it. My guests are all well aware of how to travel and check into a hotel. If they call and say they'll be arriving late no hotel is going to give the room away.

We had the ceremony at 4 and check in was at 3. I mentioned on the website accommodations page when check in was, and that they would have time during the cocktail hour to check in if they wanted to. But our ceremony and reception were in the hotel.

Sometimes you can't officially check in until the room is ready because they won't give keys. However they should be able to make note that they are there and know not to give the room away..

Thanks all.. I just didn't want anyone trying to avoid missing a portion of the festivities and end up having a mix up with the room situation. I appreciate all the reassurance and advice!

Some hotels will hold bags for you in a locked concierge area if you arrive before the room is ready or need to check out but still have other places to be. Some hotels will even bring the bags up for you once the room is ready. Your guests can either ask for early check in, or check in and have the hotel hold their bags for them. Figure out with the hotel what their protocol is.

Then put the following note on your invitations and/or on your website:

Check in is at X time.

Transportation to the ceremony will be provided and will leave the hotel promptly at Y time.

Transportation will also be provided from the reception to the hotel. The hotel will allow you to check in prior to X time and securely store your luggage until after the reception.

Edit: I meant information/accommodation cards in your invitation suite, not the invitation itself.

This may require guests to change or freshen up in the lobby restroom, but is not impossible.