The flowers have been ordered. The gowns have been fitted. The invitations have been sent. You’re right in the midst of all the planning and preparation and the phone rings. It’s Aunt Mary from Toronto. She is coming to the wedding and needs a place to stay. Can you recommend a hotel?

If you’re like most people, you are not familiar with local hotels. After all, who stays at a hotel in their hometown?

So, what can you do to prevent some of the stress of the last minute scramble to find a hotel?

First of all, do some research before sending out your invitations. Research areas that are either close to your home, close to the wedding/reception venue or centrally located. Think about where your guests are coming from. Will they bring or rent a vehicle, use public transportation or depend upon the bride and groom?

Take a drive around those areas and check out the hotels. Don’t judge the hotel by the exterior or even the lobby. Go in and ask to see some rooms. Most hotels will be happy to oblige.

Ask the hotel about the rates that are in effect at the time of your wedding. Rates may vary considerably depending upon the time of year and type of room. There are generally good discounts available if your wedding is being held during the off-season.

Also, ask about group rates. Hotels may be willing to negotiate lower rates if you can guarantee a certain number of bookings. Make sure you understand their group booking policy. You will most likely be given a deadline by which you must confirm and pay for the rooms. You may also be asked for a deposit. If you are holding your wedding or reception at a hotel, they may offer special rates for the wedding party.

Be aware of the budget constraints of your guests. You may want to get information on several hotels in various price ranges. If your guests are coming from a long distance, they may want to stay a while. Check for weekly rates if you think you may have guests in this category.

Ask for brochures from some of the hotels you have checked out. Send them along with your wedding invitations to out of town guests.

Some hotels will offer the Bride and Groom a special incentive for booking rooms for out-of-town guests. For example, the Best Western Carlton Plaza Hotel in downtown Victoria will provide the Bride and Groom with special cards to be included with the wedding invitations. Guests simply book their rooms directly with the hotel at the special Wedding Rates and produce the card at check-in. If the hotel receives a minimum of 10 bookings for a specific wedding, the Bride and Groom will receive a FREE Romance package at the hotel.

Remember, a little advance research will eliminate a lot of the last minute stress.