Planning a wedding can be exciting, but an added responsibility when guests are coming in from out of state wedding to celebrate with you. Aiming for a comfortable feel can create a reminder to cherish in time for your guests. Here’s a playbook for making sure your out-of-town guests feel truly welcomed and appreciated throughout your big day.
Send Invitations Early
Guests traveling from out of state require more notice to take their trip. However, if your wedding takes place during a holiday season or a peak travel period, it is advisable to send your invitations out three months or earlier in advance. Write about the necessary information such as:
- Date and time of the wedding
- Venue addresses
- Accommodation options
- Travel suggestions
- sending a “Save the Date” card six to eight months in advance can also give them a heads-up to plan accordingly.
Provide Travel Tips and Recommendations
Since they may not be familiar with the area, here’s a guide to ease their travel:
Nearest Airports: List nearby airports and suggest airlines.
Local Transportation: Detail car rental options, ride-share apps, or public transport info.
Directions: Add directions to your wedding venue and lodgings.
November 2023 Weather: Post expected weather to help them pack.
And, if possible, compile a downloadable PDF with this information or create a section on your wedding website.
Arrange Accommodations
Make it easy on out-of-state guests by reserving blocks for nearby hotel rooms. Keep an eye out for choices for various budgets, in order to keep everyone in mind. Include hotel names, addresses and contact details in your invitation or wedding website.
On another note, consider teaming up with hotels to get your guests lower rates. And, for very close family or friends, consider hosting them in your home or booking intimate rental properties.
Plan Welcome Bags
Putting together a thoughtful welcome bag can go a long way. Include things that express your gratitude while also complementing your wedding style or setting. Some ideas include:
Local Sweets: Regional snacks or candies
Map and Itinerary: A map of the region and a schedule of the wedding events.
Essentials: Bottled water, sunscreen or umbrellas, depending on the weather.
Make It Personal: Along with the gift, send a handwritten thank-you card.
You can leave these welcome bags at the desk of the hotel so that guests can pick them up at the time of arrival.
Host a Welcome Event
Start your wedding festivities with a relaxed welcome gathering like a barbecue, cocktail hour or casual dinner. This gives your out-of-state guests the chance to feel included and spend time with other guests before the big day.
Pick a setting that showcases local character, whether that’s the beach, a park or a café. Let the event be fun and stress free so that the guests can relax and have a good time.
Provide a Detailed Itinerary
And an itinerary ensures your out-of-state guests remain “in the loop” and allows them to rest easy. Include:
- Dates and times of key events
- Maps and addresses for each venue
- If you know the dress code for the general function
- Contact details of a person they can talk to if they have questions
- This may also be distributed electronically or provided in a printed out format in the welcome bag.
Showcase Local Attractions
If your wedding destination is home to sites unique to the location, let your guests in on suggestions for their downtime. Examples might include:
- Historical landmarks
- Museums or art galleries
- Scenic hiking trails
- Popular restaurants or cafés
Listing “must-visit” places can induce a sense that guests are enjoying a mini-vacation, so their visit becomes even more memorable.
Arrange Transportation
If you’re wedding venues are far from the hotels, schedule transportation to and from the events. Options include:
- Shuttle buses
- Luxury vans
- Carpooling arrangements
Map out pick-up and drop-off times to make sure everyone arrives in a comfortable manner and on time. Or, add an extra touch and decorate the vehicles in your wedding theme!
Let Them into the Commotion
Include your out-of-state guests as if they were among your inner circle by including them in pre- or post-wedding activities:
- Rehearsal dinners
- Brunches
- Group outings
- It makes their visit rewarding and makes them connect with other visitors.
Consider Their Comfort
- Consider what could help your out-of-state guests feel more at home as you celebrate:
- Set aside seats for immediate family and seniors.
- Provide blankets or heaters for outdoor gatherings.
- If guests are traveling with children, include whether there are kid-friendly zones or activities.
- These considerate gestures signal that you’re taking their needs and comfort into account.
Acknowledge Them Publicly
If you have guests from out of town, take a moment in your wedding speech to thank them for making the effort. It is a small gesture, but it helps them feel recognised and stand them in good stead.
Send Them Off with a Souvenir
Wrap it up with a sweet touch by leaving them a small souvenir as a token of appreciation. Consider items like:
- Local crafts or keepsakes
- Framed photos from the event
- A handwritten thank-you note
- Friendly farewell gifts to help them remember the amazing time they had.
Final Thoughts
Having out-of-state wedding guests sounds overwhelming, yet with a little bit of plan and consideration, you can create a really impressive experience for them. Making your guests feel welcome adding organizations to the way from early invites to unique touches, every detail you put in place shows that you truly value that came to celebrate your big day!
These tips not only prepare your out-of-state guests but by going the extra mile, you provide a welcoming environment and a memorable wedding experience!
For More Articles Click
Leave a Reply