Junior Rasmussen
Planning a wedding is stressful, and the COVID-19 pandemic has added a new layer of complexity. Couples are increasingly requiring guests to be vaccinated, and many are unsure of how to communicate this. Wedding planners recommend being transparent and clear about health and safety plans, and to communicate these as early and often as possible. Couples should consider including vaccination requirements on their wedding website, in invitations, and on RSVP cards.
| Characteristics | Values |
|---|---|
| Where to communicate vaccination requirements | On the website, in the invitation suite, and on an info card |
| How to word the vaccination requirement | "Proof of vaccination required" |
| How to ask guests about their vaccination status | Lead with empathy; be transparent about expectations |
| Additional safety measures | Mobile testing sites, colour-coded bracelets, satellite bars, entertainment at tables, testing for guests |
| Additional considerations | Local guidelines, number of guests, presence of VIP guests, guest comfort levels |
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What You'll Learn
Include a separate info card with the invitation
Wedding planner Jove Meyer advises that you should be "clear and concise" about your plans for health and safety so that all guests know what to expect and can prepare. It is important to communicate this information often and everywhere you can.
One way to do this is to include a separate info card with the invitation. This can be included in the invitation suite, along with the RSVP card. This way, you can provide detailed information without detracting from the invitation itself. On the info card, you can outline the health and safety measures that will be in place at your wedding, such as:
- A requirement for guests to be fully vaccinated and to provide proof of vaccination.
- A requirement or recommendation for guests to wear masks, especially if local guidelines require them.
- Any testing requirements, such as asking guests to take a COVID-19 test before the wedding, and providing information on where and when they can do this.
- Details of any other measures you are putting in place, such as social distancing, providing colour-coded bracelets to indicate comfort with physical contact, or satellite bars to reduce crowding.
Including this information on a separate card can show guests how important their health and safety are to you and give them the opportunity to prepare. It is also a good idea to include this information on your wedding website, as you can easily update it if guidelines change.
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Be empathetic and transparent
When it comes to addressing the topic of vaccination with your wedding guests, empathy and transparency are key. Here are some detailed suggestions to navigate this sensitive conversation effectively:
- Lead with Empathy: Recognise that the topic of vaccination is sensitive and that your guests may have varying perspectives and concerns. Approach the conversation with compassion and understanding. Remember that some guests may have valid reasons for not being vaccinated, such as medical conditions or personal circumstances.
- Communicate Early: Be transparent about your expectations as early as possible. The sooner you communicate your vaccination requirements, the better. This allows guests to make informed decisions and necessary arrangements, such as getting vaccinated or making alternative plans if they choose not to get vaccinated.
- Provide Clear Information: Clearly state your vaccination requirements and any additional safety measures you will be implementing. Let guests know if masks will be required, if social distancing will be encouraged, and if testing options will be available. This information can be included in your invitation suite or on your wedding website.
- Offer Alternatives: Consider providing alternatives for guests who are unable or choose not to get vaccinated. For example, you can offer the option of providing a negative COVID-19 test result in addition to or as an alternative to vaccination. This approach ensures that guests who cannot or prefer not to get vaccinated still have the opportunity to attend while minimising potential risks.
- Address Concerns: Anticipate that some guests may have questions or concerns about your vaccination requirements. Be prepared to address these concerns empathetically and respectfully. Provide clear and consistent responses that emphasise your commitment to the safety and well-being of everyone involved.
- Consider Individual Circumstances: If you have VIP guests with unique circumstances, such as immunocompromised individuals, consider reaching out to them personally to understand their specific needs and accommodate them accordingly. This personalised approach ensures that they feel valued and safe during your wedding celebrations.
- Prepare for Cancellations: Understand that some guests may choose to cancel their attendance due to your vaccination requirements. While this can be disappointing, respect their decision and refrain from taking it personally. Remember that creating a safe environment is your priority, and some guests may have valid reasons for declining the invitation.
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Provide testing and masks
If you are providing testing and masks for your wedding guests, it is important to communicate this clearly and effectively. Here are some suggestions on how to do this:
Firstly, decide on the specific testing requirements. Will guests need to take a test before they arrive, or will testing be provided on-site? If you are providing on-site testing, consider setting up a mobile testing site the day before the wedding, as this will give guests peace of mind and ensure any positive cases are identified early. Communicate the timing and location of the testing site to your guests in advance, so they know what to expect.
Secondly, be transparent about your mask policy. Will masks be required at all times, or only in certain indoor areas? Communicate this clearly to your guests, perhaps by including a sentence on the invitation or a separate info card, as suggested by Jove Meyer, a top NYC event planner. You could also include this information on your wedding website, which can be easily updated if guidelines change. By providing this information in advance, guests can come prepared with suitable masks, and you can even provide masks yourself to ensure compliance with your chosen mask policy.
Thirdly, consider providing additional safety measures to complement the testing and masks. For example, you could provide colour-coded bracelets to indicate which guests are comfortable with close contact and hugging, and which guests would prefer to keep their distance. This will help create a safer environment for all guests, particularly those who are immunocompromised or at higher risk.
Finally, it is important to communicate your health and safety plans early and often. Let your guests know that you are excited to celebrate with them, and you want to do so in a way that is safe and comfortable for everyone. By providing clear and concise information about testing and masks, your guests will be well-informed and able to prepare accordingly.
Remember, as the host, your role is to ensure the safety and comfort of your guests. By providing testing and masks, you are taking important steps towards achieving this, and effective communication will ensure your guests know what to expect and can celebrate without worry.
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Ask about vendors' vaccination status
Wedding planning can be stressful, especially when you have to consider the vaccination status of your vendors. Here are some tips to help you navigate this situation:
Ask Before Signing Contracts:
It is generally easier to inquire about the vaccination status of your vendors before signing any contracts or making payments. This way, you can make an informed decision about hiring them. Most vendors will be understanding and cooperative, but it is always good to ask politely and respectfully.
Lead with Empathy:
When approaching the topic of vaccination, it is essential to remember that everyone has different circumstances and beliefs. Lead with empathy and try to understand their perspective. Avoid making assumptions, and be open to hearing their side of the story.
Provide Clear Information:
Be transparent about your expectations and the event's nature. Share details such as the number of guests, the venue, and any specific activities that may impact their decision. For example, if you have an immunocompromised VIP guest, it is relevant information for the vendors to know.
Be Proactive:
Take the initiative and be straightforward in your communication. You can simply add a question about their vaccination status during your initial conversations about logistics and availability. For example, you can ask, "Can you also confirm if you and your team are fully vaccinated for COVID-19?"
Offer Alternatives:
If a vendor is not vaccinated and you still wish to work with them, consider requesting additional safety measures. For example, you can ask them to wear masks during the event or provide a negative COVID-19 test result before the wedding.
Stay Informed:
Keep yourself updated with the local laws and guidelines regarding vaccinations and COVID-19 safety protocols. This will help you make informed decisions and communicate your expectations clearly to your vendors and guests.
Remember, it is essential to prioritize the safety and comfort of everyone involved, including your vendors, guests, and yourselves. Open and honest communication is key to ensuring a smooth and enjoyable wedding celebration.
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Be prepared for cancellations
It is important to be prepared for cancellations when asking guests to be vaccinated to attend your wedding. Last-minute cancellations can be upsetting for the couple, but they are not uncommon. In a survey of 1,400 couples, 22% required guests to be vaccinated, and some experienced late cancellations, including a member of the bridal party.
As a couple, it is good to be mentally prepared for this possibility, so you do not get too upset if it occurs. Last-minute cancellations can result in wasted money, thrown-off seating arrangements, and can be inconsiderate. However, it is important to remember that emergencies do happen, and it is not impolite to refuse a wedding invitation if done in advance.
If you are the one cancelling, it is important to inform the couple as soon as possible. You can reach out to the couple within a week or two of the wedding, but no earlier than 48 hours after. While a text is a great approach, you can also comment on photos posted on social media. In your message, focus on your best wishes for the couple, rather than the fact that you were unable to make it. You can also propose plans to get together at a later date.
If you are the couple, and you are dealing with a last-minute cancellation, it is suggested that you call each guest who is not attending to notify them of the change. You can simply state that it was a mutual decision not to marry at this time, and you are not expected to explain the details of the cancellation. Dividing this task between your partner, bridal party, and other supporters can be helpful.
If you are postponing your wedding, it is best to send out a printed card that concisely explains the reason for the postponement. If you have already sent out invitations, you can include the new wedding date so guests can save the date.
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Frequently asked questions
It is recommended to be transparent about what you expect from your guests, and to communicate this as soon as possible. You can include a politely worded note inside the invitation, perhaps on a separate information card, or on your wedding website. You can also ask someone close to you, like a sister, to ask guests about their vaccination status.
Many couples are setting up mobile testing sites the day before their weddings, informing guests that they will need to wear masks throughout the reception, and providing colour-coded bracelets to indicate which guests are comfortable with hugging and which guests would like to keep their distance. Couples are also setting up ""satellite bars" so guests do not have to stand close together in long lines for drinks, and providing entertainment at tables to avoid crowded dance floors.
You can ask vendors about their vaccination status before signing a contract or exchanging money. You can also ask them to stay masked during the event.
