Creating A Warm And Welcoming Wedding Experience

Making your guests feel special at your wedding is an important part of the planning process. From the ceremony to the reception, there are many ways to ensure your guests feel welcomed and appreciated. Here are some ideas to get you started:

Before the Wedding

- Send out `save-the-date` announcements with a fun twist to give your guests ample time to plan.

- Create a wedding website with your guests in mind. Include details such as local restaurant recommendations, maps, and wedding day information like the ceremony location and expected attire.

- Ask your guests about their music preferences on the RSVP card, and create a playlist with a mix of songs that appeal to everyone.

- Welcome your guests with a sign at their hotel, and consider leaving a welcome note and a small gift in their rooms.

During the Wedding

- Assign a point person to greet and direct guests as they arrive at the ceremony venue.

- Provide comfortable seating areas away from the action for guests who need a quiet moment.

- Be inclusive and accommodate any special requests from guests with accessibility needs.

- Offer childcare services or a designated kids' room with entertainment to allow parents to enjoy the evening.

- Capture a group photo with all your guests to acknowledge their attendance and create a fun keepsake.

- Sneak a thank-you note into your program or on the reception tables to express your gratitude.

- Make an effort to spend time with each table during dinner, mingling and chatting with your guests.

- Prepare a short wedding thank-you speech to let your guests know how much they mean to you.

- Provide wedding favours that match your theme, such as handmade cookies, seedlings, or mini bottles of champagne.

After the Wedding

- Arrange transportation for your guests, such as a shuttle service or designated drivers, to ensure they get home safely.

- Send a personalised thank-you note to each guest within a few weeks of receiving their gift.

- Keep your guests hydrated with branded water bottles placed in their cars or provide a morning after treat at their hotel, like biscuits and tea.

Remember, it's the small gestures and attention to detail that will make your guests feel special and ensure they have a memorable experience at your wedding.

Greet guests with a welcome sign and note at the hotel

Greeting your guests with a welcome sign and note at the hotel is a great way to make a good first impression and set the tone for your wedding. Here are some tips to make your guests feel special:

Welcome Sign

A welcome sign in the hotel lobby is a simple yet effective way to greet your guests and put a smile on their faces as soon as they arrive. It can be a beautiful wooden or mirrored sign, or something more creative and unique, like a fun neon sign. Include a sweet message or a quote to make your guests feel special.

Welcome Note

In addition to the sign, a welcome note will make your guests feel even more appreciated. You can type a letter and ask the hotel staff to give it to your guests upon check-in, or you can have the note delivered to their rooms along with a special welcome gift. Include a personal touch, such as a favourite local restaurant or a map of the area. If you're feeling creative, you can even add a custom illustration or your wedding monogram to the note.

Other Tips

To make your guests feel extra special, you can also offer them a welcome gift, such as a basket with local treats or a bottle of wine. If you want to go the extra mile, you can even provide a "morning-after" treat, like biscuits and jam or scones and tea, delivered to their rooms the next day. Remember, it's the small gestures that will make a big difference in how welcomed your guests feel.

Provide entertainment for children

Keeping younger guests entertained at a wedding is a surefire way to make both children and their parents feel special. Here are some ideas to keep kids of all ages happy:

Entertainment packs

These can include colouring books, crafts, puzzles, word games, stickers, disposable cameras, small toys, and more. These are perfect for keeping children occupied during the ceremony, reception, or speeches. You can buy pre-made packs or create your own.

Games

Garden games such as giant Jenga, Connect 4, and Hook A Duck are sure to be a hit with kids and adults alike. For indoor weddings, consider board games, or set up a video game room. You could also organise a treasure hunt, a sack race, or a mini-disco with a child-friendly playlist.

Food and drink

Kids will love having their own cocktail hour bar stocked with non-alcoholic beverages and fancy paper straws. For the meal, consider a kids' menu with their favourite foods. Combine food and fun with an interactive food activity, like making s'mores.

Play areas

Set up a kids-only area with a small tent, cushions, books, and games. This gives children a place to relax and play during the reception when adults are standing and chatting. You could also create a kids' room filled with dress-up outfits and props, or hire a nanny or childcare company to supervise children's activities.

Other ideas

• Bouncy castle
• Foosball table
• Bubble blowers
• Lego table
• Sweet cart
• Disposable cameras with a photo scavenger hunt
• Craft table

Offer a variety of music to suit all tastes

Music is a key element of any wedding, and offering a variety of music to suit all tastes is a surefire way to make your guests feel special. Here are some tips to achieve that:

Choose a Diverse Selection of Songs:

When selecting music for your wedding, aim for a mix of genres and eras that will appeal to guests of all ages and backgrounds. Include timeless classics that span generations, from your grandparents' favourites to the latest hits that will get everyone on the dance floor. This approach ensures that everyone feels included and can enjoy a trip down memory lane or discover new tunes.

Encourage Guest Requests:

Involve your guests in the music selection process. When sending out invitations or RSVP cards, include a line that asks guests to suggest a song they would like to hear at the reception. This way, your guests can contribute to the playlist, and you can be sure that there will be something for everyone.

Create Different Music Zones:

Consider setting up multiple music areas at your venue to cater to different tastes. For example, you could have a DJ or band playing mainstream hits in the main area, while setting up a more intimate space with a jazz trio or a solo guitarist for guests who prefer a quieter atmosphere. This way, everyone can find their preferred style of music without having to move far.

Offer a Mix of Slow and Fast Songs:

A good mix of tempos will ensure that all guests can find a song that suits their dancing style. Include some slow, romantic ballads for couples to sway to, as well as upbeat, energetic tracks to get everyone grooving. This variety will keep the party going and ensure that your guests don't tire from dancing to the same pace all night.

Hire a Versatile Band or DJ:

When selecting your wedding entertainment, look for bands or DJs with a broad repertoire. Many professional wedding bands offer a diverse range of songs and can tailor their set list to your preferences. Discuss your desire for variety with your chosen entertainer, and they may be able to customise their performance to suit all tastes.

Consider Cultural Preferences:

If you have guests from different cultural backgrounds, incorporating music from their traditions can be a wonderful touch. Whether it's a Scottish bagpiper, a steel drum band, or a Bollywood-style harpist, including these cultural elements will make your guests feel seen and celebrated.

By following these suggestions, you can create a wedding soundtrack that is inclusive, engaging, and memorable for all your guests, making them feel valued and contributing to a joyful celebration.

Make guests feel comfortable

Making your guests feel comfortable at your wedding is paramount to a successful celebration. Here are some ideas to ensure your guests' comfort:

Before the Wedding

Give your guests ample time to plan. As soon as you book your wedding venue, communicate the date and details with your guests. You can do this with a fun "save-the-date" announcement and by creating a wedding website with all the necessary information. Share your favourite local restaurants, upload maps, and provide wedding day details such as the ceremony location, start and end times, and the expected attire.

During the Wedding

Make sure your guests are well-directed. When your guests enter the venue, have a point person there to greet and direct them. You could also include a sign near the entrance with a note from you and your partner.

Provide seating vignettes away from the action for guests who want a quiet moment. If possible, bring in lounge furniture and place a small bar nearby.

Be inclusive and accommodate guests with special needs. Reach out to guests who may require special accommodations and work with the venue and caterer to meet their needs discreetly.

Provide childcare. If children are on the guest list, consider securing a separate room for them, complete with entertainment and professional babysitting services.

After the Wedding

Keep your guests hydrated. Provide water bottles, perhaps branded with your wedding logo, for the journey home.

Offer a "morning-after" treat. If your guests are staying at a hotel, arrange for the staff to deliver a small gift, such as biscuits and jam or scones and tea, the next morning.

Additional Tips

• Ensure the temperature of the venue is comfortable, especially if it is outdoors.
• Indicate the dress code on your invitation or website so guests know what to expect.
• Provide opportunities for guests to relax during the festivities.
• Make sure the venue and its restrooms are wheelchair accessible.
• Consider different groups of guests when planning the reception seating. For example, seat elderly family members away from the loud music and create a quiet lounge area for them.
• Provide a designated driver or shuttle service for guests, especially if they will be consuming alcohol.

Provide transport for guests to and from the wedding

Providing transport for your guests to and from your wedding is a thoughtful way to make your guests feel special. It ensures that your guests arrive at your wedding on time and is especially helpful if you have a large wedding party. It is also a great way to keep your group together for photos and can help to reduce the stress of organising specific photo locations.

When to Provide Transport

If your ceremony and reception venues are more than 30 minutes apart, it is considerate to provide transport for your guests. This will prevent them from incurring rideshare charges or having to undertake a long, tedious drive. It is also worth considering if your wedding venue is hard to find or get to, or if you have a lot of guests coming from out of town.

Who Needs Transport

The happy couple, their wedding party, and VIPs are the number one priority when it comes to wedding transport. This includes the couple, their wedding party, parents, siblings not in the wedding party, and grandparents. Some couples also provide transport for close relatives, out-of-towners, and all guests.

Transport Options

• Stretch limos: These can fit 12 to 14 people and often include extras such as a full bar, TV, and light show.
• Party buses: These can fit up to 56 guests and often include fun extras such as on-bus discos and dancing poles.
• Shuttles: Mini-buses can accommodate 14 to 28 passengers, while charter buses can be used for larger groups.
• Ferries: If your wedding is near a lake or on an island, a ferry can be a relaxing and memorable way to transport your guests.
• School buses: A fun twist on traditional shuttles, these are ideal for larger groups.

Booking Transport

It is recommended to book your wedding transport early, especially if you are marrying during prom and graduation season (April, May, or June) when high-class vehicles will be in high demand. It is also a good idea to book early if you are marrying in a big city, as vehicles and staff are limited. When booking, ask about tipping, gas, mileage, and the minimum number of hours for each vehicle.

Costs

The cost of wedding transport varies depending on the type of transport and the location. Stretch limos can cost $350 to $500 for three hours, while shuttle or party buses can range from $800 to $1,200. Trolleys, a fun option for cultural cities, can start at $1,200 and go up to $2,200.

Frequently asked questions