Thank you to Emily Clarke from Emily Clarke Events for answering this week’s reader question:
What are some ways to make my guests feel comfortable during our destination wedding weekend?
The most important thing you can do is provide detailed information up front. A great place to start is providing a packet with a mini itinerary in the save the date. It sets the expectation early on. You can add general information about a welcome reception or brunch so that people can book their flight days and times accordingly. In the save the date we also like to give information about the best airport to fly into, transportation information from the airport, and hotel blocks. A website is also a great way to deliver information that is a little more budget-friendly than an insert. A lot of the times brides want to include a map in their save the date or invitation, but it’s a waste of paper. Most guests won’t remember to bring the map with them, so include that in the hotel welcome bag. Clearly communicate the hotel choices and which hotel is “home base” for the bridal party and where the transportation will be provided from. This helps guests decide where to stay!
Once guests arrive, a welcome bag is always appropriate. This is where you can fine-tune the itinerary and information for the weekend including times, locations, transportation information, and also great historical spots, places to dine, and activities for the guests’ free time.
When planning a destination wedding, consider hosting a Friday night get-together. Old etiquette would tell you that you have to invite everyone to the rehearsal dinner and the wedding, but sometimes space restrictions at the rehearsal dinner venue or budget does not allow for the entire guest list to be invited. It’s perfectly acceptable to host a party that starts an hour before the wedding party will arrive. (For instance, if the rehearsal dinner concludes at 9:30 p.m., start the Friday welcome party at 8:30 p.m. so guests can mix and mingle before you and your wedding party arrive.) Honestly, what people want more than anything is a place to gather and see each other. If you have people offering to host parties, this is a great option for them in lieu of a shower or engagement party. Plus, you may not have as many showers in your town because your guest list is smaller.
As a rule of thumb, if you want a destination wedding, you need to consider transportation accommodations in your budget. You need to make people feel cared for. Those things change a bit when you go out of town. There are scenarios where maybe it’s not necessary such as walkable areas in New Orleans or hosting the wedding and reception at the same hotel venue. But, if your home base hotel is in the town of Aspen and the wedding is at a venue 20 to 30 minutes up the mountain, you need to provide that transportation for guests.
When booking hotel blocks, make sure you have a few price points. If you don’t offer different price points, your guests will find other places to stay. On the response card, a great idea is to include a line for guests to fill in their hotel and if they will need transportation. Maybe your guest wants to stay at the Hilton with points, but you wanted to give them a welcome bag. Maybe your guest is staying at the Hilton but they are still walking over to the home base hotel to get on a shuttle. Then you don’t overpay on the buses and you can track your guests! Nothing is worse as a planner than not having enough room on a bus.
Finally, do your research! Be weary of festival and holiday weekends that are personalized to the city. A word of warning: the venues will never tell you this. I call the concierge at the nicest hotel and ask what the weekend looks like. Festivals and holiday weekends can increase costs to your guests and can be hard to plan around!
The post Ask the Expert: How to Make Your Guests Feel Comfortable at a Destination Wedding appeared first on D Weddings.