How to Create a Comfortable Atmosphere for Out-of-Town Guests

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.

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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.

How to Get and Stay Fit Without Crash Diets Before Your Wedding

First and foremost, we want you to know that we are firm believers in loving who you are. We also understand and acknowledge that crash diets are NOT safe and we definitely do not recommend that for any of our brides or grooms out there. But, we are human and we know that we are consistently trying to improve ourselves to feel like our best selves. And many people use the time leading up to their wedding to focus on feeling like their best self and oftentimes this includes focusing on how to properly nourish your body and improve your fitness levels.

If you are on this journey, it is important to approach fitness in a sustainable, healthy way. Crash diets can be so tempting, especially when you are wanting quick results. But, take it from me – as I’ve been a victim to crash diets – they lead to burn out, changes in my mood, and long-term cycles of frustration and guilt. We recommend that your wedding fitness and health journey consist of gradual lifestyle changes that keep you energized, confident, and glowing on your wedding day! 

Start with a Healthy Mindset
Before you can even jump into a fitness or nutrition plan, the best place to start is in you mindset. The wedding process can be overwhelming and I’m sure we’ve all seen the effects stress can have on our body. I mean, I know I do – my watch reminds me of the impact daily! Being a bride or groom can also have the overwhelming pressure to look perfect and let’s be real – that can take a toll on your mindset and wellbeing. Focus on being the best version of yourself. Whether it is building strength, feeling more energized, finding a balance, or just saying no to your second helping of donut hotels, find YOUR balance. 

• Set realistic goals: Stay clear of any drastic changes. Drastic changes can often lead to unrealistic long term goals. Create and focus on making small changes and increasing healthy habits. You want your milestones to be achievable and something that will stick and help you remain motivated. 

• Avoid Comparison: Culture and social media can be our worst enemy. With AI and Facetune there are so many unrealistic standards. Your journey is personal and your progress is your own. Never compare your fitness or health journey to others. Focus on YOU. 

Stay Nourished, Not Restricted 
We all hear that one of the best ways to lose weight is to create a calorie deficit. White this is a proven method, you will want to make sure that you are not cutting your calories to the extreme that it is a crash diet. A crash diet is extreme calorie cutting or may have ample food restrictions. Don’t over complicate your meal plans. Find and create meals that feature whole foods and a variety of macros. Crash diets are not sustainable and can be very harmful not just to your body, but your mind, too. Focus on nourishing your body with wholesome, balanced meals. 

• Eat Whole, Nutrient Dense Food: Lean proteins, complex carbs, healthy fats, fruits and veggies. Whole food provides nutrients and will give you energy to power through wedding planner and your workouts. 

• Eat Intuitively: Listen to your body and don’t restrict. Everything in moderation and don’t create fear foods. Moderation note deprivation! 

• Water is your Bestie: Drinking water is something that is crucial to a healthy body and lifestyle! So fill up your water bottle and drink a little bit every hour. 

Create Healthy Habits 
I once read the book Atomic Habits and one of the things it focuses on is consistency over time. The key to any healthy habit is remaining consistent, even when it is tough. It takes time to create habits and time to break bad habits. Adding fitness routines leading up to your wedding day doesn’t mean doing an intense HIIT workout daily, or doing it perfectly. Focus on consistency. Carve out time each day, make mindful choices with your food and focus on creating healthy habits. 

• Create a Schedule: Consistency is easier when it’s intentionally planned. Wherever you plan your workouts, decide what works for you and what will set you up for consistency. 

• Have Fun with It: Your workout doesn’t always have to be in the gym. Take your workout outside! Go on a hike with your partner and turn it into a day date! Have fun with cycling, try a new dance class to prepare for your first dance, and keep it fresh and fun. 

• Celebrate Small Wins: As each day goes by and your routine becomes more and more consistent, celebrate it with a mental high-five. Set backs will happen as you set your schedule, but celebrate getting back on and creating small positive habits that add up. 

Manage your Stress and Sleep 
Did you know that your recover, management of stress and sleep matter too? Your health and fitness levels are impacted by sleep and stress management. It is important to incorporate a plan to keep your stress low, recover from stressful situations, and get some sleep! 

• Make Sleep a Priority: You need sleep. 7-9 hours at night is recommended. Create healthy habits for bedtime to allow deep or REM sleep to support recovery, hormone regulation, and mental clarity. 

• Manage Stress: Planning a wedding can be stressful and this can hinder your overall fitness and health goals. Talk to your circle of people and figure out ways to decrease your stress. Can you hire a wedding planner? Ask for help? Take something off your plate? Figure out how to keep your stress at a manageable level. Staying calm and centered will be a positive impact for your fitness and health journey. 

Your wedding is one of the most important days of your life, if not the most important. Everyone wants to look their best at their wedding, but feeling great is even better. Don’t let the crash diet temptation consume you. We encourage you to embrace healthy and sustainable habits that are not just for your wedding journey, but will be a part of your life post-wedding. 

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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.

The Post Wedding To-Do List you Didn't Know you Needed

Congrats on the wedding, or should we say congrats on your soon to be nuptials! As wedding planners we enjoy working with you through the wedding planning process. And even couples that don’t hire professional wedding planners learn the process and by the end know all of the details it takes to create a successful wedding day event. But, once the wedding is over, your guests have left and you’ve arrived home from your honeymoon – you may wonder what is next. We’ve had many clients reach out to us over the years and ask where to begin and how to move forward into newlywed life. Well, we will still be there to give you some good old fashioned advice, or you can just bookmark this blog for later… But let’s talk about what to take care of after the big day. 

Thank You Notes
If you have read my previous blogs, there is one thing that you know I am a stickler for – get out your thank you cards! Thank you cards should be one of the items at the top of your list. You may be thinking that this is an outdated tradition that can be solved with just a quick text or facebook message – but I’m here to tell you no. Put down the phone and pick up a pen and thank you card. I promise you that your guests will be thankful that you took the time to send them a personal note. And I place an emphasis on personal. As much as you’d like to click buy on those customized wedding picture postcards with the generic thank you, please don’t. Or if you do, be sure to address each guest personally. Your guests have taken a lot of time, energy, and money to support this next step in your life. So, take a little bit of time to say thank you for celebrating your special day with you and your spouse. Our general rule of thumb – do these ASAP. To keep your gratitude fresh, we recommend within 2 to 3 weeks – at the latest six weeks. And if you’re still on the fence about personalized thank you notes, head over to our blog archive for more details. 

Change Your Name 
Now, we recommend this step for those who decide to change their name, as we know this is not applicable to all. But if you plan to, you’ll want to update your name at your earliest convenience. You will need to change your last name at the Social Security office. Be sure to bring your marriage license and any additional forms you may need. We highly suggest reviewing your local procedures prior to going. Once you change your name, don’t forget that you’ll need to update your driver’s license and passport. Notify your bank, credit cards, insurance, and update your information with your employer. If you are within a profession that requires certification, you’ll have to change that too. Changing your name can be a tedious task, so ensure you complete your research for the state that you reside and have all the necessary documents ready before waiting in line. 

Return Rentals
Most catering or rental companies do offer delivery and late night pick ups, but that can come with a cost. You can always decrease your cost by asking to pick up and drop off. Many rental companies ask you to return the items on the next business day or within the week after your wedding. If you chose to do it yourself with returns, talk to your vendor about the process and how they want things returned. For example, do you need to bag the linens or do you items need to be boxed a certain way? Make sure you return all rental items on time to ensure you don’t have any lost deposits or additional feeds. 

Thank your Vendors 
After you tie the knot and things have settled down, please thank your vendors. We love receiving snail mail or even that follow up email to thank us for our support. You can also thank your vendors by leaving a review, or providing a client testimonial. Going the extra mile can really make a positive impression and bring some light to the vendor world. We love hearing from our brides and grooms so reach out and drop a thank you. 

Wedding Photos and Video
Now, we’re going to draw a line here – it is okay to follow up with your photographer and ask for an adjusted timeline or check-in, but please don’t harass them for your pictures. Editing can take time, and photographers work diligently to edit and return photos in accordance to the contract. It is okay to send an email and follow up with your photographer and videographer to inquire about the final edits and/or confirm the next steps. But, give them time to create your final edits. 

Keep the Wedding Day Vibes Alive 
As you decompress from your wedding day, take the time to keep your wedding day vibes alive. Frame some of your favorite wedding photos, make plans to preserve your wedding day florals, or create a special box to keep your favorite memories from the big day. The journey to your wedding day was full of planning and months of hard work. The day of your wedding goes by in a flash and it’s important to keep those memories alive. I still look at our memento box from our wedding from 9 years ago! So, create a plan and organize the things that you want and can save. 

We love the post wedding glow our couples have and we are sad to see the journey end. But, as our journey ends as your wedding planner, your new journey in marriage is just beginning. Don’t let the details after your wedding bog you down, create a systematic plan and follow these simple steps to wrap everything up nicely. Say thank yous to your guests and vendors, ensure that all the loose ends are tied up - including returning your rentals, do your research if you plan on changing your name, and create a plan to keep those wedding memories alive. And, most importantly – enjoy that post wedding glow. 

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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.