Lyla Dejesus
Planning a wedding is a daunting task, especially when you have a lot of out-of-town guests to consider. The first step is to finalise the guest list and send out 'save the dates' as early as possible, especially if your wedding is at a destination that requires long-distance travel. This will give your guests ample time to make travel arrangements and request time off work. It is also helpful to set up a wedding website with all the necessary information about the wedding, including the location, time, date, transportation, hotel recommendations, and things to do in the area. This ensures that your guests are well-informed and can plan their trip accordingly.
| Characteristics | Values |
|---|---|
| Timing of invite | 6-8 weeks before the wedding, but save-the-dates can be sent earlier |
| Website | Create a wedding website with information about the location, time, date, transportation, hotels, and things to do in the area |
| Transportation | Provide transportation to and from the venue, or include taxi/rideshare information |
| Hotel recommendations | Book a room block at one or more area hotels, and provide hotel suggestions on the wedding website |
| Welcome gifts | Greet guests with a care package or welcome bag |
| Welcome event | Host a welcome event before the wedding, such as a brunch or cocktail hour |
| Show appreciation | Write a thank-you note or make a toast to express gratitude for guests' attendance |
What You'll Learn
Send save-the-dates early
Planning a wedding is an exciting time, but it can be stressful, especially when you have a lot of out-of-town guests to consider. Sending out save-the-dates early is a great way to get ahead and ensure your guests have plenty of time to prepare for your big day. Here are some reasons why sending save-the-dates early is a good idea, particularly when you have a lot of out-of-town guests:
Advance Notice for Travel Plans
Out-of-town guests will likely need to make travel arrangements, which can be a costly and time-consuming endeavour. Sending save-the-dates early gives your guests a heads-up, allowing them to start planning their trip, booking flights and accommodation, and arranging any necessary time off work. This is especially important if your wedding falls during a busy travel season or if your guests need to travel long distances.
Budgeting and Saving
Attending a wedding can be expensive for guests, and even more so if they need to factor in travel costs. By sending save-the-dates early, your guests will have more time to budget and save up for any expenses they may incur. This is also helpful if your guests need to arrange childcare or pet care while they are away.
Wedding Website Creation
Creating a wedding website is a great way to keep your guests informed and provide them with all the details they need in one place. You can include information such as the location, date, and time of the wedding and reception, as well as suggestions for accommodation, transportation, and things to do in the area. Sending save-the-dates early allows you to create and share your wedding website URL, giving your guests a go-to resource for all the wedding-related information they need.
Peace of Mind for You and Your Guests
Sending save-the-dates early reduces the risk of your guests double-booking or having to decline your invitation due to a scheduling conflict. It also gives you peace of mind, knowing that your guests have ample time to prepare and are less likely to forget about your wedding. This is especially beneficial if you have a large number of out-of-town guests, as it helps to ensure a good turnout.
Opportunity for Feedback
Sending save-the-dates early can prompt your guests to reach out to you with any questions or concerns. This gives you an opportunity to address any potential issues and make adjustments to your plans if necessary. It also allows you to gauge your guests' interest and get a preliminary headcount, which can be helpful for planning purposes.
A Chance to Build Anticipation
A wedding is a momentous occasion, and sending save-the-dates early can build excitement and anticipation among your guests. It gives them something to look forward to and makes them feel included and valued. This is especially true for out-of-town guests, who may need to make a more significant effort to attend.
In conclusion, sending save-the-dates early is a thoughtful gesture that shows your guests you are considering their needs and wants. It gives your out-of-town guests the time and information they need to plan their trip and ensures that they feel welcomed and appreciated. So, don't delay, send those save-the-dates and get your guests excited about your upcoming nuptials!
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Create a wedding website
A wedding website is a great way to keep your guests informed about everything happening over the course of the weekend. You can include the URL on your save-the-date cards. Here are some things you should include on your wedding website:
- Location, time, and date of the ceremony and reception.
- Directions to the venue, including transport options and parking information.
- Hotel recommendations, specifically calling out the ones with room blocks and provided transportation. Include multiple price points, and denote where the newlyweds plan to stay.
- Your gift registry information.
- Things to do in the area, including a variety of activities for people of all ages, and restaurant suggestions with descriptions.
- An RSVP section, if that's how you're collecting responses.
You can also use your wedding website to share information about any pre-wedding events, such as a welcome cocktail hour or a rehearsal dinner. This is a great way to make your guests feel welcome and ensure they have something to do if they are travelling a long way.
It's a good idea to finalise the date of any pre-wedding events as soon as you set the wedding date, so you can include this information on your wedding website and stationery.
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Provide transportation
Providing transportation for out-of-town wedding guests can be a thoughtful way to ease their travel burden and ensure their comfort and convenience. Here are some tips to consider:
Timing and Communication
It is essential to notify your out-of-town guests about the wedding date well in advance, preferably six months or even a year ahead of time. This advance notice will allow them to plan their schedules and make necessary travel arrangements. Sending out "save the dates" early on is a good idea, followed by formal invitations around six to eight weeks before the wedding.
Travel Arrangements
To make the process smoother for your guests, you can suggest or recommend transportation options, including shuttles, rental cars, or carpooling services. This information can be included in the invitations or shared through a wedding website or email.
Group Transportation
Organizing group transportation is an efficient way to accommodate multiple out-of-town guests. You can arrange for a shuttle service or charter bus to pick them up from a designated location, such as the airport or a nearby hotel, and transport them to the wedding venue. This option reduces the hassle for your guests and ensures that everyone arrives together, on time.
Individual Transportation
If group transportation is not feasible, you can provide a list of recommended transportation options, such as taxi services, ride-sharing apps, or car rental companies. You can even negotiate discounted rates with local rental car agencies or taxi companies for your guests.
On-Demand Transportation
Another option is to provide on-demand transportation for your guests. You can arrange for a fleet of taxis or ride-sharing services to be available at their disposal during their stay. This flexibility allows guests to travel at their convenience and explore the local area.
Welcome Packages
Preparing welcome packages or gift bags for your out-of-town guests is a thoughtful touch. These packages can include maps, local attraction brochures, and transportation options, such as bus or train schedules. You can also include small gifts or snacks to make them feel appreciated and welcomed.
Providing transportation for your out-of-town wedding guests demonstrates your consideration for their comfort and convenience. By offering various transportation options and sharing relevant information, you can ensure that your guests have a positive and memorable experience attending your wedding.
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Suggest hotel options
When it comes to suggesting hotel options for out-of-town wedding guests, here are some tips to consider:
- Book a room block: It is highly recommended to book a room block at one or more hotels near the wedding venue. This ensures that rooms are reserved for your guests, and they may even receive a discounted rate. Check out websites like Hotel Planner to facilitate this process.
- Provide hotel recommendations: Whether or not you book a room block, it is helpful to provide hotel suggestions on your wedding website. Offer a variety of options at different price points to accommodate different budgets. Also, let guests know where the newlyweds plan to stay, as some guests may prefer to stay at the same hotel.
- Include transportation information: Provide information on transportation options between the hotel(s) and the wedding venue. This could include taxi or rideshare numbers, shuttle services, or public transportation options. Make sure to mention if ride-sharing services are hard to come by in the area.
- Share local insights: If you or your partner have personal recommendations for hotels in the area, be sure to include them. Perhaps there's a hotel with a great view, exceptional service, or unique amenities that would enhance your guests' experience.
- Consider guest preferences: Keep in mind that some guests may have specific needs or preferences when it comes to accommodations. For example, guests with children may prefer a hotel with family-friendly amenities, while others may seek out eco-friendly or pet-friendly options.
- Communicate early: Don't wait until the last minute to share hotel recommendations with your guests. Include this information on your wedding website or in your save-the-date notices to give your guests ample time to make their arrangements.
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Share local recommendations
If your guests are unfamiliar with the area, they will be looking for things to do and places to eat during their downtime. Your wedding website is a great place to offer suggestions. In terms of activities, suggest a variety of things for people of all ages and energy levels. You don't want to offer only physical activities, especially if you've got older guests or those with mobility issues on the guest list. Include a mix of outdoor activities, shopping, historical sites, and anything else noteworthy in the area that has special meaning for you and your partner.
You should also include restaurant recommendations, along with descriptions about each of them. Are they known for their seafood? Is it a favorite spot of you and your partner? All these little personalized details will make the overall experience more fun for your guests.
If you're having a destination wedding at a resort or somewhere with lots of activities, it's a nice idea to schedule something for those who are looking for entertainment. Whether it's a brunch, happy hour, workout class, or a local guided tour, having something optional for guests who desire it will make them feel taken care of.
- Outdoor activities: Hiking trails, bike paths, parks, gardens, beaches, water sports, etc.
- Cultural attractions: Museums, art galleries, theatres, historical sites, monuments, etc.
- Shopping: Local boutiques, markets, antique stores, or any other unique shopping experiences in the area.
- Restaurants: Include a variety of cuisines and price points to suit different budgets and dietary preferences.
You could also suggest some local experiences that align with your wedding theme or your personal interests. For example, if you're having a beach wedding, recommend some great seafood restaurants or suggest a boat tour. If you and your partner love coffee, include your favorite local cafes.
Additionally, consider creating a "tour of the town" card to include in welcome bags, providing budget-friendly suggestions for things to do and see in the area. This can include parks, museums, and other low-cost attractions.
By sharing your local recommendations, you'll make your out-of-town guests feel more comfortable and help them make the most of their trip.
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Frequently asked questions
Etiquette dictates that invites should be sent 6-8 weeks before the wedding. However, it is a good idea to send out save-the-dates at least 6 months in advance, and ideally a year, to allow guests to make travel plans.
It's important to make your guests feel comfortable and appreciated. You can do this by creating a wedding website with all the information they need, such as location, hotel recommendations, and things to do in the area. You could also provide transportation to and from the venue, and gift welcome bags with snacks and a hangover kit.
It is not necessary to invite all out-of-town guests to the rehearsal dinner, especially if you have a large number of guests. However, you could host a welcome event, such as a brunch or cocktail hour, the day before the wedding as a more casual opportunity to greet your guests.
You could write a thank-you note specifically acknowledging their effort in coming a long way, or make a toast at a pre-wedding event or the reception to express your gratitude. You could also suggest possible hotels, restaurants, and attractions in the local area to take the guesswork out of their trip planning.
