Planning A Wedding Welcome Party: A Step-By-Step Guide

Wedding welcome parties are a great way to kick off your wedding celebrations and get your guests in the mood for the main event. They are also an opportunity for guests to meet and get to know each other in a more casual setting before the big day. While welcome parties are typically held the day before the wedding, the timing is ultimately up to you. When it comes to the theme or design, there aren't any rules—you can be as creative as you like! Welcome parties can range from chic, simple cocktail parties to more interactive affairs with games and music. They can also be a fun way to introduce guests to the culture and cuisine of your wedding destination. While there's no one-size-fits-all approach to planning a wedding welcome party, certain key considerations, such as venue, guest list, and budget, will help shape your unique celebration.

Choose a venue that's convenient for guests

When it comes to choosing a venue for your wedding welcome party, it's important to select a location that is convenient for your guests. Here are some factors to consider:

Location and Accommodation

Consider choosing a venue that is easily accessible and convenient to the hotel where most of your guests will be staying. This will make it easier for them to attend, especially if they are travelling from out of town. If your wedding is in a small town with limited accommodation options, you might want to choose a venue that can accommodate both the welcome party and the overnight stay of your guests.

Timing and Travel

Think about the timing of your welcome party in relation to your guest's travel plans. If you're having a destination wedding, factor in arrival times to ensure that your guests have enough time to settle in and attend the welcome party. You might also want to consider hosting the welcome party a few days before the wedding, especially if you have guests travelling from far. This gives them a chance to rest and avoids overlapping events.

Venue Capacity and Budget

Determine the expected number of guests for your welcome party, as this will impact your venue choice. You'll need a venue that can comfortably accommodate your guest list. Additionally, consider your budget when selecting a venue. Large venues in popular locations might require a minimum spend, so be mindful of that when making your choice.

Uniqueness and Creativity

While convenience is a priority, don't be afraid to add a unique twist to your welcome party venue. Choose a setting that reflects your personality and sets the right tone for the upcoming celebrations. This could be a venue with a stunning view, a themed party, or even an outdoor celebration. Be creative and think about what would excite your guests and align with your wedding style.

Catering Options

When choosing a venue, consider the catering options available. Some venues may offer packages that include food and beverages, while others may allow you to bring in external caterers. If you're planning to host a meal, ensure that the venue can accommodate your catering needs, especially if you intend to serve a seated dinner.

By considering these factors, you can choose a venue that is not only convenient for your guests but also aligns with your vision for the welcome party and sets the perfect tone for your wedding celebrations.

Decide on a theme or dress code

A wedding welcome party is a great way to kick off the wedding festivities and get everyone in a celebratory mood. It is a wonderful opportunity for guests to meet and interact in a casual setting before the main wedding day.

When it comes to deciding on a theme or dress code for the welcome party, there are a few things to consider. Firstly, think about the overall vision and style of your wedding. While the welcome party is a chance to be creative and have fun with a unique theme, you may want to keep it somewhat in line with your actual wedding celebrations. For example, if you're having a beach wedding, a welcome party with a coastal theme or seafood boil can be a great fit. Alternatively, if you're having a black-tie wedding, you might opt for a more casual welcome party, such as a pizza party or a BBQ.

The location and venue of the welcome party can also inspire your theme. For instance, if you're getting married in the mountains, a Western square dance could be a fun idea. Or, if your wedding is in a vibrant city, a funky open-air club night could be a unique way to welcome your guests. Bars and restaurants are popular choices, but you can also choose a unique venue, like a villa or a beach, to make the welcome party feel distinct from the wedding reception.

Don't be afraid to infuse the welcome party with your personality and a fun dress code. It is an excellent opportunity to showcase your culture and local cuisine, especially if you're having a destination wedding. For instance, if you're getting married in Greece, you might incorporate traditional Greek food and entertainment into your welcome party.

Remember, the welcome party is about creating a warm and inviting atmosphere for your guests. Whether you choose a themed party or a specific dress code, ensure it aligns with your vision and sets the right tone for the upcoming celebrations.

Plan food and drinks

Planning food and drinks for your wedding welcome party is a fun opportunity to be creative and set the tone for the rest of the wedding celebrations. Here are some ideas to get you started:

Food

If you're having a destination wedding, you might want to introduce your guests to the local cuisine and give them a taste of the culture. For example, if you're getting married in Greece, you could treat your guests to a traditional Greek dinner. Or, if your wedding is taking place by the coast, a crab and seafood boil could be a fun option. A pizza party is also a popular choice, offering a relaxed and informal dining experience. If you're having a more intimate gathering, you could opt for a sit-down meal, but for larger groups, it's more common to go for a standing reception with tasting plates, heavy hors d'oeuvres, or a dessert and champagne event. This gives your guests the chance to move around, chat, and get to know each other.

Drinks

Welcome parties are often associated with cocktails, and this can be a great way to add a touch of sophistication or fun, depending on the theme of your party. You could even have a cocktail-making class or a mixologist on hand to create unique drinks for your guests. If you're having a more low-key event, beer and wine are always popular choices, and you could provide a selection of soft drinks and mocktails too. Don't forget to consider the timing of your event and the impact of alcohol—you don't want your guests to be hungover for the wedding!

Logistics

When planning the food and drinks for your welcome party, it's important to consider the number of guests, your budget, and the availability of suitable venues. If you're having a large number of guests, you might need to look for a bigger space, and this could impact your budget. It's also a good idea to think about the timing of your event in relation to the rehearsal dinner, especially if they are on the same day or in the same venue—you don't want your guests to arrive and see the other event taking place.

Final Thoughts

Remember, the welcome party is all about creating a warm and inviting atmosphere for your guests to mix and mingle. Don't be afraid to get creative and incorporate your personality into the food and drink choices. Most importantly, enjoy the planning process and the opportunity to treat your loved ones to a celebration before the big day!

Send invitations

The guest list for your wedding welcome party will depend on your wedding style, preferences, and budget. Traditionally, guests are usually out-of-town family members or those who have travelled a long way. However, you may also choose to invite your entire guest list, especially if you want to create a cohesive "three-day ensemble" for your wedding celebrations.

Once you have decided on your guest list, you can send out invitations. Some couples choose to send Paperless Post invitations or include welcome party details on their wedding website. If you are sending physical invitations, use festive colours and creative wording to reflect the theme or activity of your party. Make sure the invitations convey everything guests need to know to prepare for the event, including the dress code, and, importantly, the end time. This will ensure your guests have fun but still get a good night's sleep before the wedding.

If you are having a destination wedding, you will need to factor in arrival details when planning out your timeline. It is a good idea to send out invitations around 10-11 months in advance to give your guests plenty of notice.

Plan entertainment

The entertainment you choose for your wedding welcome party will depend on your personal preferences, the number of guests, the location, and your budget.

If you're having a destination wedding, you can immerse your guests in the local culture and cuisine. For example, if you're getting married in Greece, you could host a traditional Greek dinner for your welcome party. If you're by the coast, consider a crab and seafood boil, or a pool party if it's a summer wedding. A pizza party is also a fun, relaxed option, especially if you're hosting your party at a nearby villa.

If you want to encourage your guests to interact, you can incorporate an activity such as boat rides, group excursions, or cultural elements like a sangeet for Indian weddings or a Shabbat dinner for Jewish nuptials. Fireworks are also a classic trend. You could also hire a small, retro band to play covers of modern songs, or book a food truck with your favourite desserts.

If you're having over 50 guests, wedding planner Sara Landon recommends planning for audio and visual equipment, such as microphones for toasts, to ensure your guests can hear what's going on.

Frequently asked questions