Planning a wedding is full of decisions, high and low emotions, and anticipation. Through the chaos, one important detail that can sometimes be overlooked, is how to care for your guests who have traveled wide and far to celebrate with you. It’s often easy to forget how much of an effort your loved ones make to make it to your wedding. Whether it is just a few hours of travel, or jet setting around the country or globe, your guests work hard to be at your celebration. Showing them a little extra love and appreciation can go a long way in making your wedding weekend unforgettable for everyone.
If you are wondering how to make your out-of-town guests feel truly welcomed and cherished, we’ve compiled some tips to ensure their experience is just as memorable as yours!
#01: Send Save the Dates Early
If your guests need to arrange travel, early notice is absolutely essential. Be sure to send out your save the dates 6 to 8 months in advance, especially if your wedding is during a busy travel season, or located at a popular destination. This gives guests ample time to look for affordable travel options, book flights, request time off of work, and secure accommodations. It is also helpful to include any additional information for your guests, whether on your save the date, or on a separate accommodations and itinerary card.
#02: Accommodation Support
It’s helpful to take the guesswork out of accommodations for your guests. If they are not from the area, it is helpful to recommend areas or places to stay, or reserve a block of rooms at a one or two hotels close to your venue. Try to offer different price points for your guests, traveling does get expensive. Then, guests can select the accommodation that works best for them. This helps your guests save time and money, typically you can get a discount for booking a block of rooms. You’ll want to include hotel or accommodation names, addresses, and booking codes. Ensure you provide a deadline to book the reservation. All of this information can be included on accommodation information cards or on your wedding website.
#03: Welcome Bags
One of the sweetest ways to greet guests who have traveled far, is to give them a welcome bag or basket at check in. This doesn’t have to break the bank, but can include a few items.
Some items to include are:
Bottled water
Snacks (local, sweet and salty)
Mini toiletries
A weekend itinerary
A local map or guide
A hand written note
Anything else fun or local!
This helps guests feel immediately informed and appreciated. If you’re interested in welcome bags for your guests, be sure to visit our blog on how to create budget friendly welcome bags that your guests will actually want!
#04: Build a Wedding Website
You don’t have to be a programmer to build a wedding website. There are so many user-friendly platforms out there. We highly suggest you create a wedding website for guests to check in and receive updates on information. Your wedding website should serve as the central location of information. It should include everything your guests need to know for your wedding day. You will want to include:
Hotel and accommodation recommendations
Hotel block information
Venue addresses, with maps or links
Transportation options
Dress code
Weather updates/reminders
Weekend itinerary
Local attractions and emergency contacts
Guests can reference your wedding website anytime they want. And the best part, is you don’t have to answer the same question over and over via text or call.
#05: Offer Transportation (If Possible)
If your ceremony and reception are in different locations, or if the venue is off the path, consider booking a shuttle to transport your guest. Many hotels offer shuttles and may be able to accommodate for an extra fee. It helps reduce the stress of navigation and driving, especially if it’s an unfamiliar area. It also decreases the need for your out of town guests to spend additional money on rental cars.
#06: Host a Welcome Night
You don’t have to roll out the red carpet, but you can host a casual welcome party. Order appetizers for the party as a whole and have fun. This allows you to mingle with your guests outside of the wedding and spend quality time, especially those who came from out of town. It’s the perfect time to break the ice and kick back before your wedding day.
#07: Be Gracious
Take a moment during your speech or toast to acknowledge those who traveled long distances to be there. It doesn’t have to be a long segment, but a heartfelt thank you goes a long way.
Your guests will feel seen and appreciated, and your acknowledgment may be one of their favorite moments from the evening. After the wedding, take time to write personal thank-you cards to your guests, especially those who traveled far. Mention their presence specifically and how much it meant to you that they made the journey.
Your out-of-town guests have invested time, money, and energy to be by your side, so finding ways to return that love, even in small gestures, will be greatly appreciated. These thoughtful tips not only enhance their experience, but they also deepen the meaning of your celebration by creating a warm atmosphere where everyone feels welcomed and loved.
At the end of the day, your wedding isn’t just about you and your partner, it’s about the community that supports you, near or far. So go ahead and shower your traveling guests with a little extra love. You’ll be creating unforgettable memories for everyone involved.
Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 20 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.