How to Make Out-of-Town Guests Feel Welcome at Your Wedding
Whether you’re tying the knot close to home or in a faraway destination, there’s a good chance that some (if not all) of your guests will travel to attend your big day. Your wedding offers an opportunity for out-of-towners to explore a new place and meet new people. However, such an experience can seem overwhelming for some, especially those who don’t travel often or feel uncomfortable in social situations.
As hosts, aim to plan an inclusive wedding weekend that helps out-of-town guests feel at home. From comfortable accommodations to chauffeured transportation, an inviting experience starts long before guests arrive in town.
“Alleviating stress and helping guests plan their stay while in town for your wedding should actually start well before the wedding weekend arrives,” confirms wedding photographer Lynne Reznick.
While you match linens and taste cakes, remember that your guests must also make plans. Airfare, accommodations, rental cars, and other travel arrangements require time and money, so make it worthwhile by putting extra thought into the guest experience.
Whether you have one or 100 guests traveling from out of town, here are several ways to ensure they feel welcome at your wedding. (These tips work for in-town guests, too!)
Give Them All The Deets
Few things are more frustrating than planning a trip without clearly understanding what to expect. When should guests arrive? Where will they stay? What should they pack? Your guests will look to you for guidance, so don’t leave them in the dark!
“Great communication about travel and logistics will ensure your guests feel welcome and comfortable all weekend,” assures Rachel Ceaser of Savoir Fête. “This begins with a robust wedding website that includes advice about nearby transportation, hotels, recommended restaurants, and clear information about what transportation and meals are being hosted by the couple.”
Keep your website updated with a detailed timeline of events, allowing your guests to plan their travels accordingly. Be sure to include dress codes for the wedding and other occasions to help everyone pack wisely.
In addition to wedding-related details, wedding photographer Colton Simmons also recommends sharing information about local attractions. “By giving them a list of top restaurants and attractions to check out, they will have no shortage of things to keep them busy and enjoying themselves,” he says. Check with your wedding vendors to see if they have suggestions or even pre-made local guides to share.
Well-informed guests are happy guests, so communicate as often and effectively as possible. They will feel much more comfortable if they know what to expect!
Prioritize Accessibility to Mitigate Stress & Boredom
Once your out-of-town guests arrive, the last thing they’ll want to do is get into a rental car and drive all over town. Whenever possible, try to minimize the need for ground transportation so your guests can make the most of their time.
Khloe Jackson of W Events suggests picking accommodations that are highly walkable, encouraging couples to “choose room blocks at hotels that are nestled in a lively area where they can explore the city outside of the scheduled wedding festivities.”
You can also help your guests relax by arranging transportation on their behalf. Nothing says “welcome to our wedding” like being shuttled around without worrying about parking or public transportation!
Consider how to transport guests to and from the wedding, whether by passenger trolley, party bus, or hotel shuttle. You can also coordinate airport transfers for out-of-town arrivals for a warm wedding welcome. Even some ride-share credits can help people feel comfortable exploring and navigating the area!
If you want to go the extra mile, House of Joy’s Samantha Leenheer suggests “creating a detailed schedule that is pocket-sized and be sure each guest has access to it.” That way, they’ll know exactly how to get around while they’re in town.
Host a Welcome Party to Break the Ice
Attending a wedding might seem nerve-wracking for some people, particularly those showing up solo. Welcome parties offer a casual, no-frills opportunity for guests to meet each other without the pressure of a formal event. They also add to the celebratory experience and give guests something to do!
Typically, welcome parties are hosted directly after the rehearsal dinner. However, Kelley Nudo of Momental Designs notes that “couples can consider extending an invitation to guests who have arrived in time to attend the rehearsal dinner.”
But don’t worry! You don’t have to open up your rehearsal dinner if you prefer a more exclusive, intimate gathering with the wedding party and immediate family. “Gathering out-of-town guests for cocktails and canapes later in the evening would be a very well-received gesture,” Nudo assures. Or, if you want the full welcome party experience, invite your whole guest list to attend. The choice is yours!
Welcome parties have been a long tradition for destination weddings, given that all guests have traveled to attend. However, these pre-nuptial celebrations have become popular across the board as couples seek to offer a memorable guest experience!
Show Gratitude with a Personal Touch
Your guests have invested time and money in celebrating your marriage—don’t forget to say thank you! Preparing a speech to show appreciation is a thoughtful gesture, but if you want to leave a lasting impression, consider how you can send them home with a token from the wedding weekend.
Mandy Hess of MJM Designs recommends “a cute, personalized welcome bag full of favorite local goodies and an itinerary if you have other activities planned while your guests are in town.” In addition to providing them with essentials like water and snacks, “this allows your guests to feel like they aren't just stuck in a hotel and enjoy their stay even more,” Hess adds.
Depending on your final headcount, you can also consider personalized keepsakes for each guest. “We LOVE a handwritten note to each guest at their table setting,” notes wedding photographer Rebecca Love. “This is one of the most special ways we've seen couples make their out-of-town guests feel welcome.”
If you intend to provide individual favors like welcome bags or handwritten notes, allow plenty of time to complete them before the big day. Better yet, enlist help from your partner or wedding party members!
As you plan your wedding, consider how each element impacts your out-of-town guests and look for ways to design a fun, comfortable experience. If you stepped into their shoes, what would make your weekend memorable? From packing recommendations to welcome festivities, helping guests prepare and adjust for the wedding guarantees they won’t forget their weekend getaway!
Meghan Ely is the owner of wedding PR and wedding marketing firm OFD Consulting. Ely is a sought-after speaker, adjunct professor in the field of public relations, and a self-professed royal wedding enthusiast.
- PR: OFD Consulting
- Wedding Photographers: Lynne Reznick Photography
- Wedding Photographers: Momental Designs
- Wedding Photographers: Niki Marie Photography