Planning

Wedding Party Accommodation Planning Guide

Booking a private property for your wedding party is easier than coordinating a hotel block—once you know the steps. Here’s exactly how to plan it.

Step 1: Decide Who’s Staying

Before you start looking at properties, know your group.

Common Configurations

Full Wedding Party (12-20 people)

  • Bridesmaids + groomsmen + couples
  • Everyone together for the full weekend
  • Best for close-knit groups who want maximum time together

Bridesmaids Only (6-12 people)

  • Bride + bridesmaids + maybe a few close friends
  • Focus on the bride’s experience
  • Getting-ready space is the priority

Groomsmen Only (6-12 people)

  • Groom + groomsmen + maybe close friends
  • Lower-key, more flexibility
  • Pool and outdoor space often priorities

Close Family (8-16 people)

  • Parents, grandparents, siblings
  • More private bedrooms, less shared sleeping
  • Accessibility considerations

Who to Include

Think about:

  • Must-haves: Who absolutely needs to be there?
  • Nice-to-haves: Who would love to join if there’s room?
  • Budget considerations: Who can actually afford it?

Get firm commitments before booking. “Maybes” become headaches.

Step 2: Set Your Budget

How Property Costs Work

Private properties are rented as a whole, then split among guests:

Property Nightly Rate 12 Guests 16 Guests 20 Guests
Smaller (6BR) $800-1,200 $67-100/person $50-75/person —
Larger (8BR) $1,200-1,800 $100-150/person $75-113/person $60-90/person

Compare to Hotels

Option Per Person/Night For 12 people, 3 nights
Hotel rooms $150-250 $5,400-9,000
Private property $75-150 $2,700-5,400

The math usually favors private properties—and you get a pool, kitchen, and actual living space.

What to Budget Per Person

For a 3-night stay:

Expense Per Person
Property share $225-450
Food contribution $75-150
Activities/Ubers $50-100
Total $350-700

Step 3: Book Early

The Timeline

When What
12 months before Best selection, best properties
9 months before Good options still available
6 months before Popular weekends getting tight
3 months before Limited choices, higher prices
Last minute Good luck

For prime wedding weekends (May, October), book 9-12 months ahead.

What to Look For

Must-haves:

  • Enough beds for your group (real beds, not sofas)
  • Multiple bathrooms (especially for bridesmaids)
  • Kitchen for group meals
  • Common areas to hang out

Nice-to-haves:

  • Private pool
  • Outdoor entertaining space
  • Good natural light (for getting-ready photos)
  • Proximity to wedding venue

Step 4: Collect Deposits

Don’t book until you have money in hand. People who say “I’m definitely in” without paying often drop out.

Payment Structure

Payment When Amount
Deposit At commitment $100-150/person
Balance 2 months before wedding Remaining share

Who Handles Money

Designate one person (maid of honor, best man, or dedicated organizer) to:

  • Book the property
  • Collect payments
  • Track expenses
  • Handle refunds if needed

Use Splitwise or a spreadsheet to track everything.

The Deposit Conversation

Send something like:

“We found a great house for the wedding weekend. It’s $X per person for 3 nights—way less than hotel rooms, and we get a pool and full kitchen.

To hold the spot, I need a $150 deposit by [date]. Venmo to @[handle].

No pressure if you can’t make it work, but I need to know by [date] so we can finalize numbers.”

Step 5: Plan the Weekend

Sample Wedding Weekend Schedule

FRIDAY (Day Before)
==================
3:00 PM — Check in, settle in
4:00 PM — Pool time, relax
6:30 PM — Rehearsal (at venue)
8:00 PM — Rehearsal dinner
10:30 PM — Back to house, hang out

SATURDAY (Wedding Day)
======================
9:00 AM — Breakfast at house
10:00 AM — Hair and makeup starts (bridesmaids)
          — Groomsmen: pool, golf, relaxing
1:00 PM — Getting-ready photos
3:00 PM — Leave for venue
4:00 PM — Ceremony
5:00 PM — Cocktails and reception
11:00 PM — After-party (at house or venue)

SUNDAY
======
10:00 AM — Brunch at house
12:00 PM — Pack up, check out
1:00 PM — Goodbyes

What to Plan in Advance

Before the weekend:

  • Assign bedrooms
  • Create grocery list
  • Plan meals (catered, cooked, delivery?)
  • Book hair/makeup vendors
  • Confirm transportation to venue

Someone should arrive early to:

  • Stock the fridge
  • Set up any decorations
  • Handle check-in logistics

Step 6: Bedroom Assignments

This causes drama. Decide the system upfront.

Options

First deposit, first choice

  • Whoever pays first picks first
  • Creates urgency to commit
  • Can feel unfair to people who couldn’t pay immediately

Random lottery

  • Names in a hat
  • Feels fair
  • May not account for different room values

Tiered pricing

  • Bigger/private rooms cost more
  • Shared rooms cost less
  • Transparent and fair

Always Give Priority To

  • Bride/groom (obviously)
  • Honor attendants
  • Anyone with specific needs (mobility, etc.)

Communicate Early

Before the weekend, everyone should know:

  • Which room they’re in
  • Who they’re sharing with (if applicable)
  • Bathroom situation

Step 7: House Rules

Set expectations to avoid issues.

The Basics

  • Quiet hours: Music off outside by 10pm (neighbors)
  • Clean up: Everyone tidies their own dishes
  • Respect the house: You break it, you bought it
  • Smoking: Usually outside only, designated areas

For Wedding Morning

  • Bathroom schedule: Who showers when
  • Getting-ready stations: Where is hair? Makeup?
  • Timeline: When does everyone need to be ready?

Step 8: Getting Ready at the Property

This is one of the biggest advantages over a hotel.

What You Need

Space:

  • Multiple rooms with good lighting
  • Full-length mirrors
  • Outlets for tools

Supplies:

  • Robes for getting-ready photos
  • Drinks (mimosas, coffee)
  • Snacks (keep everyone fed)
  • Phone chargers
  • Emergency kit (safety pins, stain remover, etc.)

Photo Opportunities

Private properties offer great backdrop options:

  • By the pool
  • On the porch
  • In the garden
  • Interior staircase or living room

Tell your photographer about the space in advance.

Step 9: Meals at the Property

What Works Well

Welcome dinner (Friday night)

  • After the rehearsal dinner, or in place of
  • Casual, pizza or BBQ delivery
  • Set up on the patio

Breakfast (Saturday and Sunday)

  • Stock the kitchen with basics
  • Assign someone to make coffee early
  • Keep it simple: eggs, fruit, pastries

Post-wedding brunch (Sunday)

  • Order catering or hire a private chef
  • Or have someone set up bagels and coffee
  • Last chance to be together

Grocery List Basics

  • Coffee and creamer
  • Milk, juice
  • Eggs, bacon
  • Bread, bagels
  • Fruit
  • Snacks
  • Plenty of water
  • Champagne, wine, beer

Assign someone to shop before everyone arrives.

Step 10: After the Wedding

Checkout Logistics

  • Know your checkout time in advance
  • Pack the night before if possible
  • Assign cleanup tasks so it’s not all on one person
  • Do a walk-through to check for left items

What to Leave Behind

  • Trash taken out
  • Dishes done
  • Property in good condition
  • Key/code secured

Settling Up

After the weekend:

  • Finalize any remaining expenses (groceries, Ubers, etc.)
  • Settle up on Splitwise
  • Send thank-you to whoever organized

The Checklist

6-9 Months Before

  • Decide on group composition
  • Get firm commitments
  • Collect deposits
  • Book property

3 Months Before

  • Collect final payments
  • Confirm headcount
  • Assign bedrooms
  • Book hair/makeup vendors

1 Month Before

  • Share property details and address
  • Create weekend schedule
  • Plan meals and assign grocery shopping
  • Confirm transportation to venue

1 Week Before

  • Final timeline sent to everyone
  • Grocery list finalized
  • Someone confirmed for early arrival
  • Emergency contacts shared

Day Before

  • Early arrival stocks the house
  • Everyone has address and check-in info
  • Music and welcome drinks ready

Questions about planning your wedding party stay? Reach out anytime.

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