Planning A Wedding Weekend: Activities To Keep Guests Entertained

Planning a wedding weekend is a great way to extend the celebration and create lasting memories with your loved ones. It offers a unique opportunity to spend quality time with your guests, allowing everyone to relax, unwind, and immerse themselves in the festivities. However, it also comes with the challenge of entertaining your guests for multiple days. To make the most of your wedding weekend, it's essential to carefully plan a range of activities that will keep your guests engaged and create a memorable experience. From welcome parties and brunches to outdoor adventures and relaxing downtime, there are numerous ways to customize your wedding weekend and make it an unforgettable event for everyone involved.

Planning a wedding itinerary and budget

Planning a Wedding Itinerary:

• Determine the Parts of the Wedding Weekend: Start by deciding on the key parts of your wedding weekend. Consider what activities and events are most important to you and your partner. This could include a welcome party, rehearsal dinner, post-wedding brunch, or other personalized activities.
• Create a Timeline: Build a timeline for the entire wedding weekend, including the days leading up to the wedding and the day after. Consider the flow of activities and allow for adequate downtime between events. Ensure there is enough time for guests to transition between different locations and activities.
• Consider Your Guests: Think about the comfort and enjoyment of your guests. Space out the activities to avoid overwhelming them. Make it clear that they are not obligated to attend every event, allowing them to treat the wedding weekend like a mini-vacation.
• Choose a Location: Select a venue that can accommodate a significant portion of your guest list. Consider venues with recreational activities or attractions nearby. If guests are spread across different locations, look into hotel room blocks and accessible transportation options.
• Communicate with Guests: Utilize a wedding website or wedding itinerary cards to communicate essential details to your guests. Include information such as the itinerary, dress code, travel and accommodation suggestions, and a list of things to do during their free time. Send out invitations and save-the-dates early, along with the website URL, to give guests enough time to plan and RSVP.

Planning a Wedding Budget:

• Start Early: Begin working on your budget early in the planning process. This will help you stay organized and make informed decisions.
• Set a Total Budget: Determine the total amount you are willing to spend on the wedding. This will be your reference point for allocating funds to different categories.
• Use Budgeting Tools: Take advantage of free budgeting tools and templates available online, such as WeddingWire's budget tracker and The Knot's budget tool. These tools will help you track expenses, manage payments, and estimate category costs.
• Consider Average Costs: Research the average costs for different categories, such as venue, catering, attire, and decorations. This will give you a realistic understanding of the expenses involved.
• Vendor Selection: Choose your vendors wisely. Having a specific budget in mind will guide your vendor selection and help you stay within your financial limits.
• Be Flexible: Understand that your budget may need adjustments along the way. Nearly 60% of couples increase their initial budget, so be prepared to make changes and track your spending accordingly.

By following these steps and staying organized, you can create a comprehensive wedding itinerary and manage your budget effectively, ensuring a memorable and enjoyable wedding weekend for you and your guests.

Choosing a venue with recreational activities

First, think about the type of activities you want to offer your guests. Do you envision adventurous pursuits like sailing and road races, or more low-key options like yoga and coffee mornings? Perhaps you want to provide a mix of both, allowing guests to choose their preferred level of activity. Consider your own interests and hobbies, and those of your guests, when making this decision.

Next, research venues that offer these activities or have them nearby. Options could include campground venues, retreats, hotels, resorts, inns, lodges, or lakefront properties. Consider the accessibility requirements of your guests when making your choice. For example, if a family member uses a wheelchair, a rugged, off-the-beaten-path campground might not be the best option. Some venues offer shuttle services, or you can research local transportation options and share these details with your guests.

When selecting a venue with recreational activities, it's important to consider your budget. Wedding weekends can be more expensive than single-day weddings, and you'll need to allocate funds for each activity you plan to offer. Work out your total budget, then decide how much you can afford to spend on each activity, keeping in mind that you'll also need to provide meals and accommodation for your guests.

Finally, remember to space out the activities and allow for downtime. A wedding weekend should be a balance of organized events and free time, giving your guests the opportunity to relax, explore, or simply rest between activities. A good rule of thumb is to plan for one or two activities per day, leaving plenty of room for guests to chill out or make their own plans.

By choosing a venue with recreational activities, you'll create a wedding weekend that's enjoyable and memorable for both you and your guests, offering a unique and immersive experience that everyone will remember for years to come.

Preparing food and drink

Choose a Catering Style

Firstly, decide on the catering style that best suits your wedding weekend. You can opt for a traditional catering service, where a caterer or a team of caterers handle all the food and drink preparations. This option can be more expensive but offers a more seamless experience. Alternatively, you can organise a potluck-style arrangement, where guests bring their own dishes to contribute to the meals. This approach can reduce costs and add a personal touch, but ensure you coordinate with guests to avoid duplicates or gaps in the menu.

Consider Dietary Restrictions

When planning the menu, it is crucial to take into account any dietary restrictions or preferences your guests may have. Ask about dietary needs when sending out invitations or on your wedding website. Offer a variety of options, including vegetarian, vegan, gluten-free, and other allergy-friendly choices to accommodate everyone.

Plan Meals and Snacks

A wedding weekend typically involves multiple meals and snack breaks. Here is a suggested breakdown:

• Welcome Drinks and Snacks: On the first day, usually Thursday evening, offer a casual get-together with drinks and light snacks. This can be a great icebreaker for guests to socialise and unwind.
• Breakfast Options: Consider providing a simple breakfast or brunch option on Friday and Saturday mornings. A buffet-style setup with pastries, fruits, and coffee can be an easy and flexible choice.
• Lunch and Dinner: For Friday and Saturday lunches and dinners, you can opt for a more formal setting. Choose a menu that reflects your personal tastes or incorporate local specialties. Don't forget to include a variety of beverages, including alcoholic and non-alcoholic options.
• Late-Night Snacks: If you plan to extend the festivities into the night, a self-serve snack station is a great idea. Offer a variety of savoury and sweet treats, such as meats, cheeses, pizzas, cupcakes, and brownies.
• Post-Wedding Brunch: On Sunday, a casual brunch is a perfect way to wind down the weekend. It can be a more low-key affair, with simple yet delicious fare.

Venue and Logistics

When it comes to the venue for meals, consider the number of guests and their accommodation. You can host meals at the wedding hotel or a local restaurant, providing a unique dining experience for out-of-town guests. Ensure the venue can accommodate at least 75% of your guest list. If guests are spread across different locations, consider providing accessible transportation options.

Create a Relaxed Atmosphere

Remember, a wedding weekend is about creating a relaxed and enjoyable atmosphere. Spacing out the meals and activities is essential to avoid overwhelming your guests. Allow for downtime, where guests can explore the local area, relax, or socialise freely.

By following these guidelines and tailoring the food and drink offerings to your preferences, you can create a memorable wedding weekend filled with delicious moments and lasting connections.

Organising entertainment and activities

Planning and Communication

Before planning the activities, it is essential to consider your guest list and their needs. Choose a venue that is accessible for all your guests and ensure that the activities you plan are inclusive and cater to different interests and energy levels. It is also a good idea to choose a venue with recreational activities or attractions nearby. This way, your guests can entertain themselves during any downtime.

Communication is key when planning a wedding weekend. Create a wedding website to keep your guests informed about the itinerary, dress code, travel and accommodation details, and even suggestions on what to pack. Send out invitations and save-the-dates early, ideally 3-5 months in advance, so that your guests can plan their travel arrangements and you can get an idea of the guest count.

Welcoming Guests

A welcome party or drinks is a great way to greet your guests, especially those who have travelled from out of town. This can be a casual get-together at your home, a local brewery, or the wedding venue. It is a chance for your guests to relax and socialise before the wedding festivities begin. You can also provide welcome bags with a personal note, itinerary, map of the area, locally-made treats, and other essentials.

Activities and Entertainment

When planning activities, it is important to space them out and allow for some downtime. One or two activities per day are usually sufficient, and your guests will appreciate having some time to relax or explore the local area. Some activity ideas include a luncheon, a pool meet-up, a yoga class, a spa morning, a golf outing, or a group fitness class. If your wedding is scheduled later in the day, you could also opt for a sailing expedition or a road race.

Food and Refreshments

In addition to the wedding meal, consider providing a post-wedding brunch or a casual dinner for your guests. A self-serve late-night snack station is also a great idea, especially if you plan to party until midnight. Include a variety of snacks such as meats, fruits, cheeses, pizzas, and brownies. Don't forget to take into account any dietary restrictions or allergies your guests may have.

Team Leaders

Delegating tasks to friends or family members can help take some of the weight off your shoulders. For example, you could ask your crafty cousin to be the decor team leader or assign someone to be in charge of setting up activities or managing the itinerary.

Remember, the key to a successful wedding weekend is to create a balance between structured activities and downtime, allowing your guests to create lasting memories and enjoy the celebration.

Arranging welcome gifts and decorations

Welcome Gifts:

• Practical Items: Welcome gifts can include practical items such as a water bottle, beer or other drinks, snacks, chocolates, and even a blanket. These items can be tailored to the events and environment of your wedding. For example, if you're having a lakefront wedding, consider adding items like small bottles of sunscreen, bug spray, or sunglasses.
• Personalized Touches: Adding a personal touch to your welcome gifts can make your guests feel special. Consider including a handwritten note, a custom illustration, or monogrammed items like hats or tote bags. You can also include a wedding weekend itinerary, a map of the area, and a list of local attractions and transportation options.
• Local Treats: Including locally-made treats or favourites in your welcome gifts is a great way to showcase the area and give your guests a taste of the local culture. This could include items like cookies, jams, or even local crafts or products.
• Themed Gifts: If you have a specific theme or colour palette for your wedding, you can extend this to your welcome gifts. For example, use themed packaging, custom stickers, or colour-coordinated items to create a cohesive and stylish presentation.
• Outsourcing: Creating welcome gifts can be time-consuming, so consider outsourcing to a professional. Companies like Marigold & Grey specialize in designing and assembling personalized welcome gifts for wedding guests.

Decorations:

When it comes to decorations for your wedding weekend, there are a few key things to consider:

• Venue: Choose a venue that can accommodate most of your guests and has recreational activities or attractions nearby. This will provide a more enjoyable experience for your guests and offer opportunities for downtime between events.
• Accessibility: Ensure that the venue is accessible for all your guests. Consider their mobility needs and try to select a central location or provide accessible transportation options if needed.
• Budget: Work within your budget and allocate funds for each event. You can also consider setting up hotel room blocks to accommodate your guests and provide a more centralized location.
• Theme and Colour Palette: Carry your wedding theme and colour palette through to your decorations. This can create a cohesive and stylish look for your entire wedding weekend.
• Lighting and Ambiance: Pay attention to lighting and ambiance to create the right atmosphere for each event. Whether it's a casual welcome party or a formal dinner, the lighting and decor can enhance the overall experience for your guests.

Frequently asked questions