The second bright spot of your wedding day, beyond saying “I do” to the love of your life, is sharing your wedding day with your loved ones. For many couples, your friends and family members will be joining your wedding day from out of town. It’s important to remember that your guests will make an effort to celebrate with you. This includes making a special effort to travel for you, to your big day! This is your wedding day, but keep in mind you are a host. As like any event, to host means to make your guest feel comfortable, relaxed, and well taken care of. Much like with anything in life, once your basic needs are met, you are able to finally enjoy yourself! The same goes for welcoming your out-of-town guests. Let’s hit the basics of how to create a welcoming and comfortable atmosphere for your out-of-town guests!
#01: Provide Clear Information Early On
If you are hosting a destination wedding, or your guests are traveling from afar, you will need to provide a penalty of information to allow your guests to feel at ease. Plan on sending out wedding invites with details about the event, the venue, and provide details about local accommodations such as hotels or house sharing (Air-BnB). A great way to share all the details is to create a wedding website or digit guide that includes all the logistics – including directions, parking, information, and venue details. If you’re not up to creating a wedding website, include information and accommodation cards for with your RSVPS and formal invitations. The more information the better. It will keep your guests informed and give them a piece of mind before they arrive. Feel free to include restaurant recommendations, local attractions, and things to do with extra time! Being thoughtful with information will allow your guests to feel welcomed before the big day.
#02: Offer Convenient Accommodation Options
Your out-of-town guests will need a place to stay for the wedding day or wedding weekend. You can help guests out by reserving a block of rooms at a nearby hotel. Many hotel venues will offer discounts or special rates for weddings, which ultimately will save your guest money. If you’re having a destination wedding or hosting a smaller celebration, you can also consider renting out a home share, or boutique hotel for a more intimate vibe. If you go this route, share the details with your guests so they can book early and secure a spot that works for them!
#03: Create a Welcoming Gift Bag
While this next tip will need to be added to the overall wedding budget, welcome bags are a simple and thoughtful way to greet your guests! And they definitely can be affordable options if ordered in bulk, or with creative, unique, local ideas! We love the idea of local souvenirs, like a magnet or local treats, especially if you are getting married in a place with a unique culture of special history. You can get creative like adding a map of the area, an itinerary of the wedding weekend and events, which your guests are sure to appreciate and will keep them informed.
#04: Organize a Pre-Wedding Meet-and-Greet
If you are hosting a destination wedding, or a wedding where most of the guests are traveling from out-of-town, consider hosting a casual get together before the wedding. This could be at the rehearsal dinner, a welcome BBQ, or cocktail hour, or even a brunch the day before. This will allow you to see and greet your out-of-town guests all at once, and for you to spend quality time with those who have gone the extra mile to make it to your wedding day. It also gives you a chance to mingle and guest a chance to meet and greet before the day before.
#05: Provide Transportation Assistance
For guests unfamiliar with the area, transportation can be an added stressor. To make things easier for your guest, arrange transportation to and from the wedding venue. You can hire a shuttle bus, or check with your hotel to see if there is a shuttle that can be utilized. You can also organize carpools or ride shares for groups of individuals. You’ll want to limit venue changes, such as a separate site for ceremony and reception venues if the majority of your guests will be traveling afar. Now, unless of course you provide transportation for your guests. Providing transportation options will make it easier for out-of-town guests to get to the wedding, especially, if they are staying in different locations.
#06: Keep the Timeline Relaxed
Weddings can sometimes feel rushed, especially for those coming from out of town or from a different time zone. Having a laid-back wedding timeline, as well as a laid- back wedding weekend, will allow your guests to feel less pressure to rush from one event to another. Consider a longer cocktail hour, a leisurely timeframe for dinner, and time for guests to relax and enjoy themselves. If the wedding is a destination wedding, make sure there’s some flexibility for people to enjoy their surroundings and recover from traveling and stress.
#07: Plan a Post Wedding Brunch or Farewell Event
Include this in the wedding budget, especially if you’d like to extend an offer to all guests, but we love adding a post-wedding brunch or farewell event for your out-of-town guest the next day. It’s a relaxed way to say goodbye, thank your guests, and catch up before they head home. It also gives everyone one last chance to enjoy each other’s company and recall their favorite parts of your big day.
#08: Make Sure ALL Feel Included
Out-of-town guests may not know everyone at the wedding so it is vital to make everyone feel included. Assign a wedding attendant or a family member to check in on them and make sure they know where to go, the timeline for the wedding, and who to talk to if they need to ask a question or for general support. Be thoughtful about your seating arrangement to encourage mingling and meeting new folks! Arrange your seating arrangement to ensure that everyone feels comfortable and involved.
#09: Offer a Relaxing Atmosphere
After a very long day of traveling and wedding festivities, guests may appreciate a space to unwind. Consider a lounge space in your wedding reception, or an outdoor area. Comfortable seating and a calm ambiance such as soft lighting, cozy corners, and light music, can help out-of-town guests relax and chat after the ceremony. Create a comfortable atmosphere that you will love too!
#10: Don’t Forget to Show your Appreciation
Express your gratitude to your guests. Personally thank your guests with thank-you notes, a quick chat at the reception, or a shout-out during the reception. Make sure that your guests feel appreciated and valued. We are telling you – this is a MUST and cannot be skipped. Even a small gesture- such as dedicating a song to them, can make your out-of-town guests feel extra special and appreciated.
Creating a comfortable atmosphere for your out-of-town guests takes a bit of effort, but it’s worth it to ensure they have an enjoyable experience. With clear communication, thoughtful details, and a relaxed environment, you can make your wedding not only unforgettable for you but also a great experience for everyone who traveled to be there.
Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 19 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.