Crafting The Perfect Welcome For Your Destination Wedding

A destination wedding welcome letter is a great way to make your guests feel special and ensure they are fully informed about your wedding celebrations. It is usually placed inside welcome bags left in guests' hotel rooms, or handed out at the first scheduled event. The letter should include a heartfelt message of thanks to your guests for making the trip, and can also include a sneak peek into the design and overall feel of your special day. It should also include a schedule of events, suggestions on what to see and do in town, transportation details, emergency contact numbers, and more.

Express gratitude and a warm welcome

Expressing gratitude and a warm welcome to your guests is one of the most important aspects of a destination wedding welcome letter. Here are some ideas to help you craft a heartfelt message:

A Heartfelt Thank You

Begin your welcome letter with a sincere expression of gratitude. Thank your guests for making the journey to celebrate your special day. Let them know how much it means to you that they are a part of this momentous occasion. You can write something like:

> "We are incredibly touched and grateful that you have travelled from near and far to be with us on our wedding day. It means the world to us to have your love and support as we embark on this new chapter of our lives."

Share Your Joy and Excitement

Convey your excitement and happiness at having your loved ones by your side. You can say something like:

> "We are thrilled and delighted that you are here to share in our joy. Your presence means so much to us, and we look forward to creating lasting memories with you."

A Warm and Wholehearted Welcome

Make your guests feel welcomed and appreciated. You can write:

> "Welcome to our wedding celebration! We are so glad to have you here and are excited to spend this special time with you. Your support and love have been invaluable to us, and we are forever grateful."

A Personal Touch

Add a personal note or a special detail about your relationship with your guests. You might want to mention how you met, or share a fond memory. This will make your guests feel valued and loved. For example:

> "To our dearest friends, thank you for being a part of our love story. We are forever grateful for the laughter we've shared, the adventures we've had, and the memories we've created. We couldn't have asked for a better support system as we start this new chapter."

A Note of Appreciation

Express your appreciation for your guests' efforts in joining you on your special day. You can say something like:

> "We know that travelling to a destination wedding can be a lot of effort, and we are truly touched by your willingness to make the journey. Your presence here today means more to us than we can express. Thank you for being a part of this celebration of our love."

Remember, the key is to be heartfelt and sincere in your expression of gratitude and welcome. Your guests will surely feel special and appreciated, setting a warm and joyous tone for your destination wedding celebrations.

Outline the wedding itinerary

A wedding welcome letter is a great way to make your guests feel special and to ensure they are fully informed about your wedding celebrations. It is also a good opportunity to set the tone for the entire weekend. Here is a suggested outline for the wedding itinerary section of your destination wedding welcome letter:

Friday Pre-Wedding Drinks

• Drinks will be held at Grand Café le Toulouse, a short walk from the hotel, from 7 pm onwards.
• Nibbles will be provided, but guests are welcome to venture out for dinner if they wish to sample the French cuisine.

Wedding Day

• Please be ready in the Hotel Lobby no later than 2:45 pm for the bus to the chateau.
• The celebrations will continue until 3:00 am, at which time a bus will be ready to return guests to the hotel.
• For any issues, contact Ed on 555 555.

The Recovery Lunch

• A bus will pick guests up from the hotel at noon, so please be in the Hotel Lobby by 11:45 am.
• This will be a relaxed affair with fresh air and local food and wine in the garden.
• The bus will depart the chateau at 4:30 pm to bring guests back to the hotel.

Things to Do in Toulouse

• Place St Georges has fantastic brasseries for a nice meal.
• For those feeling adventurous, Toulouse has great markets on Sunday morning, including an indoor food market at Victor Hugo, fresh produce at Boulevard de Strasbourg, and bric-a-brac at Basilique Saint-Sernin.
• For cheese lovers, Xavier at 6 Place Victor Hugo offers a fine selection of international, domestic, and local cheeses.
• For cultural activities, head to the Tourist Office at Donjon du Capitole for advice on local sites of interest.

Additional Information

• The weekend will include local or quirky activities, so be prepared for some surprises!
• For any questions or emergencies, please contact your wedding planner or a designated person who is not in the wedding party but is reliable and knows the schedule well.

Remember to include all the important details such as event names, locations, addresses, times, and attire suggestions. You may also want to include transportation specifics, such as bus pick-up times and locations, and phone numbers for local taxi companies or ride-sharing services.

Provide transportation details

Transportation Details

If you are providing group transportation, be sure to include the pick-up times and locations for the bus in your welcome letter. Clearly state the location and time, and inform guests that they will be returned to the hotel. For example, "The bus will be leaving the hotel at noon so please be ready in the Hotel Lobby no later than 11:45 am." It is also helpful to provide a contact number in case anyone has problems or questions regarding transport.

If you are not offering group transportation, it is still useful to provide phone numbers for local, reputable taxi companies and remind guests about ride-sharing services such as Uber or Lyft if they are available in your area.

If guests are driving themselves, be sure to include clear directions to the wedding venue and recommend parking options.

Suggest local attractions

A destination wedding welcome letter is a great opportunity to introduce your guests to the local area and give them some ideas of things to do and see. Here are some suggestions for how to write this section of the letter:

• Share your favourite spots: Let your guests know your favourite restaurants, bars, outdoor activities, excursions, or shopping places. If there are any local spots that are meaningful to you, share them and explain why.
• Provide pictures and fun facts: Include some photos of the locale, or some quick facts about local delicacies and must-see attractions.
• Recommend family-friendly options: If you have families attending the wedding, be sure to include some options that will be enjoyable for kids too.
• Cover a range of interests: Suggest a variety of activities, including cultural attractions, museums, parks, breweries, cafes, beaches, and tourist sites. That way, there's something for everyone!
• Offer practical tips: If your guests are unfamiliar with the area, include some practical travel tips. For example, recommend the best mode of transportation, and give an overview of the local weather conditions.
• Provide a map: You could include a simple map of the local area, marking your recommended spots, so guests can easily find their way around.
• Add a personal touch: Think about including a small gift that reflects the local area, such as a local food item or drink.

Remember, the welcome letter is a chance to get creative and share your excitement about the location with your guests!

Include emergency contacts

Including emergency contacts in your destination wedding welcome letter is crucial for ensuring that your guests can easily get in touch with the right people if they have any questions or issues. Here are some tips for this section of your letter:

Provide Multiple Points of Contact:

Offer a range of contacts that guests can reach out to for different types of queries. This could include your wedding planner, travel agent, a member of the bridal party, or a concierge manager from the hotel. By providing multiple contacts, you can ensure that your guests' needs are addressed efficiently.

Emphasize Availability and Responsiveness:

Let your guests know that the emergency contacts provided are readily available and responsive. This will assure your guests that they can rely on these points of contact if they need assistance.

Share Contact Details:

Include various methods of communication for each emergency contact, such as phone numbers, email addresses, or even social media handles if appropriate. This gives your guests multiple avenues to reach out through and increases the likelihood of a prompt response.

Designate a Specific Contact for Wedding-Related Questions:

If guests have questions or concerns specifically related to the wedding, it's helpful to direct them to a dedicated contact within the bridal party or wedding planning team. This ensures that any wedding-related inquiries are handled by someone with the most relevant knowledge and expertise.

Provide Backup Contacts:

In case of unforeseen circumstances, it's a good idea to provide backup emergency contacts. For example, if your wedding planner is the primary point of contact, you could also include their assistant or another member of their team as a secondary option. This adds an extra layer of assurance for your guests.

Remember, the goal of providing emergency contacts is to make your guests feel supported and taken care of during their attendance at your destination wedding. By offering clear and reliable points of contact, you can achieve this and contribute to a positive overall experience for your guests.

Frequently asked questions