guest hospitality

Things to Consider:

• Six to nine months before the wedding, send Save the Date cards to guests who will need to make travel arrangements. Include as much information as possible so they are able to make plans.
• Let out of town guests know about area attractions and locations of points of interest. Maps, guide books and directions are helpful for those unfamiliar to the area.
• Consider setting aside a block of hotel rooms, if you have many guests from out-of-town. Most hotels, motels and inns offer special rates if a block of rooms is needed. When you call to reserve rooms you may find some hotels require a deposit, while others may simply offer rooms at a special rate until a specified date. Some hotels also offer a free room for the bride and groom or a free meeting room for a gift opening party if a certain number of rooms are booked for their wedding. Reserve rooms early. Certain dates fill quickly, especially if area events are taking place at that same time.
• Consider leaving small gifts at the hotel for your guests. Special goodie bags or baskets can be left at the hotel to be given to the guests when they check in. These thoughtful packages may include candy, snacks, bottled water, a gift certificate for a nearby restaurant, an area tour book, a map, or even a simple card thanking them for coming from so far to attend the wedding.
• Include out-of-town guests in many of the pre- and post-wedding festivities. Invite them to the rehearsal dinner (if budget allows), a special brunch, or the gift opening party. If a golf outing or other special activities are planned, consider extending an open invitation to distant travelers. Usually the bride or groom’s family, depending on whose friends or relatives they are, will entertain the out of town guests prior to or following the wedding day.
• If you are having a formal reception, carefully plan the seating arrangement. Place guests in comfortable situations with those they know or with whom they share similar interests.
• If the reception dinner guest list includes children, consider ordering “kids meals.” Your younger guests will enjoy them and they are usually less expensive.
• When giving toasts, remember to include a “thank you” to everyone for attending your celebration.
• Send a hand-written thank you note for every gift received. Verbal thank you’s, e-mails and form letters must be followed up with a hand-written note.
• Keep in mind that out-of-town guests may have spent hundreds of dollars just to get to the wedding, they certainly deserve the extra attention to help them feel welcome!