The wedding process begins with creating your budget and determining how many guests you want to attend your wedding day. This can be a tedious task as it can be so difficult to determine if you want a smaller, more intimate affair or to just invite them all. Many couples are opting for smaller weddings and elopements, but traditional weddings surrounded by their loved ones are still holding strong. Oftentimes, you and your partner may be miles away from your loved ones. Most of your guests will not be local, geographically speaking. They will have to coordinate their travel accommodations, including flights, rental cars and accommodations.
For these loving guests that travel near and far to celebrate you and your partner, you want to ensure that they feel stress free, welcomed, and included in your wedding day. It is important to view yourself as host to your wedding guests and provide a little extra support for those out of town guests. Now, we’re not saying that you have to assign a large part of your budget to make the red-carpet experience happen, but there are simple things that you can do to make your guests feel welcomed.
Communicate, communicate
Keep your guests in the loop. It’s as simple as that. If you know that you and your partner already live far from most of your loved ones, keep them in the loop. Send out those save-the-dates early (6 months - 1 year) to give your friends and family ample time to plan out their trip details. There are other ways to keep your guests in the loop as well. We are big fans of wedding websites. These can hold essential information for your wedding guests including accommodations, local activities and restaurants to keep your guests entertained, down to the wedding guest attire. This is a great, central place to keep all of your guests, local and non-local, up to date with all the must knows. We also recommend creating information cards in your save-the-date and invitation suites. Provide accommodation details, travel information - like what is the best airport to fly into, and transportation information. And, we love a good FAQ card! Keeping your guests in the loop is a great plan to decrease your guests stress, as well as yours. You’re already setting up a wealth of information and knowledge for your loved ones, which will decrease the influx of calls and text messages asking questions.
Keep their Budgets in Mind
Yes, we know it’s your big day, but if you want your loved ones to travel, you’ve gotta be budget friendly. Keep in mind if you plan any sort of destination wedding, there is a chance that not everyone will be able to attend. Provide as much information as possible, and include different accommodations at different price points. Set up a block of rooms at affordable hotels that will give your guests budget options. Ask which hotels offer shuttles or can provide a shuttle to the wedding venue and back, do some research on the back in to decrease the added stress on your guests. Even some ride sharing companies allow you to create party codes to share, so they don’t have to hunt down their own ride and they can be safe after dancing the night away.
Create a Guide of Local Activities
Some of your guests may fly in just for the day of, while some may make it into a mini-trip. We love the idea of creating a list of local activities, almost a tour guide pamphlet or wedding site information page, to guide them on their adventure! List some of your favorite places to include parks, restaurants, and even shops. Provide short descriptions or you can even include your favorite aspects of each location! You can even include budget friendly ideas like local sight seeing spots or historical markers. This will keep them entertained while you are getting ready for your big day, and will create a welcoming atmosphere for your wedding guests.
Welcome Basket or Event
While it may not be in your budget, you can easily swap areas of your budget to make this happen. For example, replace your wedding favors with welcome baskets! We love welcome baskets for out-of town guests, or even your guests in general. It’s an opportunity to show your appreciation and care for each individual person. Simple welcome bags with local favorite snacks, or simple things like a hydration packet, or late-night snacks is an easy and affordable way to welcome your guests. Even including a bottle or two or water or a postcard with a handwritten note from you and your partner will create a welcoming atmosphere. You can include a timeline of events. If you’re not loving the welcome basket idea, leaving a note with a time and location for a meet up would be a fun alternative! Maybe meet your out-of-town guests at a local restaurant or your favorite bakery for a quick hello. Provide some appetizers and a space for all to feel included in the wedding.
Share Thanks
Whether you give a toast to all those who attend your wedding and include a special shout out to those who traveled to celebrate with you, or write handwritten thank you cards – make a point to say thank you. Your guests, especially those who are traveling, are going to be spending money to be there. From airfare, to boarding their pets, to paying for accommodations and transportation, effort and finances have gone into their attendance. You never want this to go unnoticed, and you definitely want to ensure that they have a chance to have a meaningful conversation with you. Take some photos with them, have a convo, and share your thanks. It is so special that they are there for you, to celebrate with you. So, in some way – share your thanks.
As you create your wedding guests, it is important to consider your out of town guests. Be mindful with your communication and make it accessible for your out of town guests to be prepared and know what to expect. Communicate through your wedding website, or invitation suite. Let them know at least six months in advance the date of your wedding and where it will occur. Support them by providing information on the location, booking hotel room blocks, offering transportation support such as a shuttle, and providing information on the ins and outs of the local area. Most importantly, be thankful for all of those who went the extra mile (literally) 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.