Creating A Warm Wedding: Welcoming Guests With Open Arms

Making your guests feel welcome at your wedding is an important part of kicking off the festivities and setting the tone for the big day. Here are some ways to make your guests feel right at home:

- Provide transportation to and from the venue for out-of-town guests.

- Offer refreshments such as a drink station with lemonade, iced tea, or even champagne.

- Create a cosy lounge area with comfortable seating and soft lighting.

- Greet guests with a welcome bag or bucket filled with local treats, a map of the area, and a personalised note.

- Set up a photo booth with fun props and backdrops to encourage guests to strike a pose and capture memories.

- Arrange for airport pick-ups and drop-offs, especially if many guests are flying in.

- Make a grand entrance – whether it's the bride, groom, or wedding party, an interesting entry will surely impress.

- Plan group activities or excursions to encourage bonding and create lasting memories.

- Share your local favourites – suggest restaurants, activities, and sites to keep guests entertained during downtime.

- Designate a family member or friend to be the official greeter and welcome guests with open arms.

- Keep guests well-fed – offer snacks or light bites to tide them over until the main meal.

- Create a wedding website with all the essential information, including transportation, hotel recommendations, and things to do in the area.

- Offer parasols or fans to keep guests cool during an outdoor ceremony.

- Set up lawn games to get guests moving and encourage interaction.

- Display a thoughtful seating chart to help guests get to know each other and feel comfortable.

- Incorporate live music, whether it's a solo violinist or a jazz quartet, to create a welcoming atmosphere.

- Include a special welcome for the groom's family, such as a casual meal or open house lunch before the formal events.

- Write a thank-you note, either before or after the wedding, to express your gratitude for their presence and their gift.

- And most importantly, don't forget to visit and spend time with all your guests!

Offer refreshments

Offering refreshments to your wedding guests is a thoughtful way to make them feel welcome, especially on a hot summer day. Here are some ideas to help you get started:

Set Up a Drink Station

Offer a selection of refreshing drinks such as cold lemonade, iced tea, or infused water. Add a twist with seasonal fruits, herbs, or edible flowers, and use glass dispensers, mason jars, or personalised cups to enhance the presentation. A drink station allows guests to help themselves and encourages mingling.

Pretty Popsicles

Offer pretty popsicles, especially if you're having an outdoor summer wedding. Choose popsicles that match your wedding colour scheme or opt for unique flavours that represent your personality as a couple. For an extra touch, include a small note of thanks tied to the popsicle stick. Partner with a local ice cream shop to create custom flavours or choose from their menu.

Sparkling Wine or Cocktails

Greet your guests with a glass of champagne, prosecco, or sparkling wine. You can also offer sparkling cocktails such as Bellinis or French 75s for a touch of elegance. For non-alcoholic options, provide a dazzling drink or a non-alcoholic sparkling wine. Personalise the experience with custom labels or set up a dedicated champagne bar.

Indian-Inspired Drinks

If you want to add a cultural and ethnic touch to your wedding, consider serving Indian-flavoured drinks such as rose water or sandalwood. These drinks hold spiritual value in Indian wedding scenes and will surely impress your guests.

Coffee and Tea

If you're having a morning or afternoon wedding, consider offering a selection of coffee and tea. Set up a self-serve coffee and tea station with different blends and flavours, along with milk, sugar, and other condiments. Don't forget to provide cups and saucers, spoons, and napkins.

Signature Cocktails

Create signature cocktails that represent the couple and serve them during a meet-and-greet cocktail hour before the ceremony or reception. This is a great way to offer a more casual welcome and allow guests to mingle and get to know each other.

Remember, it's important to cater to a variety of tastes and preferences, so try to offer a range of refreshing beverages that will make your guests feel welcome and appreciated.

Create a wedding website

Creating a wedding website is a great way to make your guests feel welcome and ensure they have all the information they need. Here are some tips to help you create a comprehensive and informative wedding website:

Include Essential Information:

Start by providing essential details such as the location, date, and time of the ceremony and reception. Also, include information on how to get to the venue, with clear directions or a link to a map. If there is limited parking available, be sure to mention that as well.

Accommodations and Transportation:

Recommend hotels or accommodations near the venue, especially if you have guests travelling from out of town. You can even book a room block at one or more hotels to reserve rooms for your guests, and they may receive a discounted rate. Include this information on your website, along with multiple price points to cater to different budgets. Additionally, provide information on transportation options, such as rental cars, taxis, or ridesharing services, to make it convenient for your guests to get to and from the venue.

Things to Do and Local Favorites:

Share your local knowledge of the area by suggesting things to do and places to eat. Offer a variety of options, including outdoor activities, historical sites, shopping, and restaurants. Include personal touches by mentioning your favourite spots or places that hold special meaning for you and your partner. This will not only be useful for your guests but will also make them feel more connected to you and your story.

Registry Information:

Include a link to your wedding registry on the website. This will make it convenient for guests who want to purchase a gift for you and your partner. You can also include this information on your save-the-date cards, so guests can plan ahead if they wish.

Itinerary and Schedule:

Provide a detailed itinerary or schedule of events for the wedding day and any other related activities. This will help your guests know what to expect and ensure they don't miss any important moments. You can also include a timeline of events leading up to the wedding, such as the rehearsal dinner or a welcome cocktail hour, so guests can plan their arrival accordingly.

Personalize with Photos and Stories:

Add a personal touch by including photos of you and your partner, as well as stories or anecdotes about your relationship. This will make your guests feel more connected to you and create a warm and inviting atmosphere even before they arrive at the wedding.

FAQ Section:

Anticipate your guests' questions and include an FAQ (Frequently Asked Questions) section on the website. This can cover dress code guidelines, gift policies, and any other information that will help your guests feel prepared. You can also use this section to share fun facts or interesting stories about the wedding party, such as how you and your partner met, to make it more engaging.

Remember to include the URL of your wedding website on your save-the-date cards, and update it regularly with any changes or new information. A well-organized and informative wedding website will go a long way in making your guests feel welcome and ensuring they have a memorable experience.

Provide transport

Providing transport for your wedding guests is a great way to make them feel welcome and ensure that they arrive at your wedding on time. Here are some tips to help you plan and provide transport for your guests:

Know Your Guest List

It's important to have a clear idea of how many guests will need transportation and how they will likely commute to your wedding. Consider how many guests are local and may drive themselves, and how many are from out of town and will need transportation. This will help you determine the size and number of vehicles required.

Plan in Advance

Don't leave booking transportation to the last minute. It's recommended to book your wedding transportation 3-6 months in advance, or even earlier if possible. This will ensure that you have a better selection of vehicles and staff to choose from.

Choose the Right Vehicles

The type of vehicles you choose will depend on the size of your guest list and your budget. Options can include stretch limos, party buses, shuttle buses, trolleys, or even boats if your wedding is near a body of water. Consider the distance between the pick-up and drop-off locations and choose vehicles that can accommodate your guest list comfortably.

Consider Your Budget

Transportation costs can vary depending on the type of vehicle and the time needed. Stretch limos, for example, can range from $350 to $500 for three hours, while shuttle or party buses can cost between $800 to $1,200. Trolleys tend to be more expensive, ranging from $1,200 to $2,200.

Book Professional Transportation

Hiring a professional and reputable transportation company is crucial to ensuring that your wedding day runs smoothly and on schedule. Look for companies that specialize in wedding transportation and read reviews to ensure you're choosing a trusted vendor.

Provide Clear Schedules and Communication

Work with your transportation vendor to create a detailed schedule for pick-up and drop-off times. Communicate this schedule clearly to your guests through your wedding website, invitation suite, or enclosure cards. This will help your guests know when and where to be ready for transportation.

Don't Forget the After-Party

If you're planning an after-party at a different location, it's important to provide transportation for your guests. This will ensure their safety, especially if they have been drinking, and will give you peace of mind knowing that everyone will get back to their accommodations safely.

Arrange discounted hotel rooms

Making your guests feel welcome at your wedding is an important part of kicking off the festivities and setting the tone for the big day. One way to do this is by arranging discounted hotel rooms for your guests, especially if many of them are coming in from out of town. Here are some tips to help you arrange discounted hotel rooms:

Have Multiple Options

It's a good idea to provide your guests with a few different hotel options at different price levels. Everyone will have different budgets, and some may prefer to stay in a more upscale hotel while others may opt for a more budget-friendly choice. Usually, two options are fine – one being more affordable and the other slightly more expensive. This way, your guests can choose the accommodation that best suits their preferences and financial situation.

Research and Compare

Do your research and compare prices between hotels. Some hotels may offer a certain percentage off the booking price when you reserve a certain number of rooms. Others may charge their standard rates but offer the bride and groom a complimentary room for their wedding night. By doing your due diligence, you can find the best deals and save your guests some money.

Negotiate

Don't be afraid to negotiate with hotels. Let them know that you are considering other options and see if they are willing to lower their rates or meet you in the middle. It never hurts to ask, and you may be surprised at the flexibility they can offer. Negotiating skills can go a long way in getting those discounts.

Block Booking

Some hotels will allow you to reserve a block of rooms in advance, which can be convenient for your guests. However, they may not always offer a discount for block bookings, so be sure to ask about any potential deals or promotions. It's worth noting that some hotels may offer the couple a free room for their wedding night as a bonus, so don't hesitate to inquire about such offers.

Welcome Gifts

In addition to arranging discounted rooms, you can make your guests feel extra special by providing welcome gifts or bags in their rooms. These can include thoughtful items such as local snacks, mini bottles of wine or champagne, maps of the area, and personalized notes thanking them for their presence. Practical items like sunscreen, reusable water bottles, or portable phone chargers can also be included.

By arranging discounted hotel rooms and adding thoughtful touches, you can ensure your guests feel welcomed and valued, setting a warm and comfortable tone for your wedding celebrations.

Give welcome bags

Welcome bags are a great way to greet your wedding guests and make them feel special. Here are some ideas to help you create thoughtful and memorable welcome bags:

Choose a Themed Bag or Container

Opt for a bag that matches your wedding theme or venue. For example, if you're having a beach wedding, consider using beach buckets or totes with a nautical design. If you're having a rustic wedding, perhaps a muslin bag with a cute stamp or a woven basket would be fitting. The container itself can be part of the theme and a memorable keepsake for your guests.

Include a Warm Welcome Note

A handwritten note or a printed card with a heartfelt message adds a personal touch to the welcome bag. You can include a favourite quote about love, a funny anecdote, or a simple expression of gratitude for their presence. Personalise it with your names, the wedding date, or even a monogram. This note will be a cherished keepsake for your guests to take home.

Offer Local Treats and Snacks

Fill the bags with an assortment of local treats, such as gourmet popcorn, cookies, or snacks that represent the region. You could also include some of your favourite snacks or treats that hold a special meaning for you and your partner. If there are any dietary restrictions you're aware of, try to accommodate those as well, so everyone can enjoy the goodies.

Provide a Map and Area Guide

Including a map of the area and a list of local attractions is a thoughtful gesture, especially for out-of-town guests. You can also add your favourite restaurants, cafes, and places of interest. This will not only make your guests feel welcome but also give them a sense of grounding and help them explore the area.

Add Practical and Useful Items

Think about including some practical items that your guests might need during their stay. This could be items like sunscreen, reusable water bottles, portable phone chargers, hand sanitiser, or even a small sewing kit. These additions show that you've considered their comfort and well-being.

Personalise with a Mini Bottle of Wine or Champagne

A mini bottle of bubbly adds a festive touch to the welcome bag. You could also include a custom label with your names and wedding date, or a tag with a thoughtful message. This is a great way to encourage your guests to celebrate and get into the festive spirit.

Don't Forget the Hangover Kit

If your wedding is likely to be a lively affair, a hangover kit could be a fun and practical addition to the welcome bag. Include items like pain relievers, hydration sachets, eye masks, and maybe a fun "recovery" snack. Your guests will appreciate your foresight and sense of humour!

Assemble with Care and Presentation in Mind

When assembling the welcome bags, pay attention to the presentation. You can use coloured tissue paper, ribbons, or decorative tags to make each bag feel like a special gift. If possible, have the bags delivered to your guests' hotel rooms or placed near the entrance of the wedding reception. This way, your guests will be pleasantly surprised by your thoughtful gesture.

Welcome bags are a wonderful way to make your guests feel valued and appreciated. They set the tone for the entire wedding celebration and create a lasting impression. Have fun assembling them, and your guests are sure to enjoy receiving them!

Frequently asked questions