Chances are that many -- if not most -- of
your dearest don't live down the road. Here's how
to show your out-of-town wedding guests a good
time.For a significant number of your friends and
family members, showing up for your nuptial
celebration may mean hopping on a plane to cross
state lines. These out-of-towners will go to a lot
of effort and expense to share in your momentous
occasion, so it's your job to welcome them, help
them get around, and keep them entertained. With
that in mind, here's how to put them at ease.
Essential Details
One of the simplest, yet probably most
useful, things you could do for your guests is to
provide a wedding itinerary. After sending out your
invitations, mail guests an additional clever,
elegant, or interesting communique with a complete
rundown of the events leading up to and following
your walk down the aisle. In addition, create a
wedding web page for an easily referenced one-stop
-shop for guests to check up on everything you have
planned. In both cases, include key times,
locations, who is hosting, what to wear, and so on
for each activity. Tell your visitors about any
free time they'll have, and provide suggestions for
how to fill it. There may be events you have in
mind (such as a brunch the morning after the
wedding) that travelers should know about in
advance so they can schedule their trips around
them.
Be aware that since many of your guests are
taking to the skies, they may be turning your
nuptial event into a weekend getaway or part of a
vacation. Also, remember that some of your guests
may never have visited the area before. You may
wish to add in "travel guide" bits of information
to your prewedding itinerary to get guests excited
about the journey. For example, if there are some
great sights to see or points of interest to visit,
tell your guests in case they'd like to do some
exploring. Do some research and investigate which
museums will have amazing exhibits showing, whether
or not the local sports team is playing a home
game, and what musical or other cultural
performances will be happening.
Shelter & Travel
Though footing the bill for travelers'
overnight accommodations and flights isn't your
responsibility, you and your fiance should offer
suggestions for how to find both (and tips on how
to score good deals will no doubt be appreciated by
guests). Be sure to put important details for
airlines and hotels (website and street addresses,
phone numbers, directions, and cost information) on
an insert sent out with your invitations, or post
it separately on your wedding itinerary or web page
so guests can book their flights and rooms early
and know how to get around once they
arrive.Recommend different places for guests to
stay. Look for locations near your ceremony and
reception sites, and start calling around about six
months beforehand to check on large-scale
availability for the days surrounding your wedding,
and to inquire about special group rates. To get
the best deal for your guests, reserve blocks of
rooms at a couple of hotels. Keep your guest's
probable budget range in mind, and recommend both
fancy fare for those flush with cash and a less
expensive alternative for the budget-minded. For
the best airfares, try getting in touch with the
airlines directly. Inquire about frequent-flyer
deals, special discounts, and group rates for those
who may all be flying in from the same place.
Getting Around
Some out-of-towners will choose to rent
cars (be sure to provide car rental info with your
hotel and airline details), but for those who
don't, you'll have to figure out how they'll get to
and from the wedding. Cover all the bases: organize
a fleet of relatives that will act as chauffeurs,
talk to the hotel manager to arrange for a hotel
shuttle, hire a car or limo service, or rent a few
vans or a bus.It's also a kind gesture to have
someone pick up nondrivers from the airport --
especially if they're new to the area or get
nervous traveling. Recruit volunteers for this:
parents, next of kin, and friends are likely
targets. Put together a roster of arrival times,
and have trekkers greeted at the gate with signs
bearing their names (be sure to let guests know
you've arranged this, and clue them in on who to
look for).
Surprise Treats
Comfort the jet-lagged and travel-weary
with a little something left in their hotel rooms.
Imagine their delight -- walking into their
temporary living quarters and discovering a basket
of fresh fruit, a bouquet of flowers, a tin of
local chocolates, or a bottle of chilled bubbly.
What you choose to give depends on your resources,
and can be as lavish as a free massage at the hotel
spa or as simple as a plate of homemade chocolate-
chip cookies. The purpose is to let guests know you
appreciate their effort to join you for your
special day.Create welcome packets of relevant
information (phone numbers of the families of the
bride and groom, the names of the other guests
staying at the hotel, nearby hot spots to check
out) to leave in guests' rooms with another copy of
your wedding itinerary, plus local brochures and
sightseeing maps. Enlist the aid of your wedding
crew to assemble and distribute all these treats.
Finally, add that finishing touch and pen a
personal note thanking each guest for coming to
celebrate with you.
Evening Entertainment
Leading up to the main event, you may have
plenty to fuss over, but out-of-town guests may
not. Don't leave them in the lurch with nothing to
do. If many guests are showing up the night before
the ceremony, suggest ways they can stay amused
while you hold the rehearsal dinner. Ask a friend
or relative to host a gathering like a backyard
barbecue or pizza party to help guests get to know
one another. Or arrange to have everyone meet
together at a restaurant or bar. Better yet, create
a more casual rehearsal dinner, and open up the
invite list to include everyone who might be
around. For guests who like to entertain
themselves, be sure to supply a roster of your
favorite restaurants, shops, and local movie
theaters as a thoughtful gesture.
Time In-Between
Though recommended, sometimes it's not
possible to have your reception immediately follow
your ceremony. If there will be a lengthy break
between your "I dos" and the party, or your
ceremony is late in the day, try to come up with a
game plan. During a lull, some people won't mind
going back to the hotel and kicking back. But
others may be interested in touring your stomping
grounds. If guests will have the morning free,
suggest a game of golf or a visit to a museum. With
lots of spare time between the main events, you
could organize an excursion, such as taking a group
of guests to visit nearby attractions or to see a
movie.
Quality Time
Remember the reason that these intrepid
travelers have come is to see you, so make sure
they do. Pull them aside amid all the revelry for
some one-on-one attention, or make it a point to
tell them at the receiving line how much seeing
them means to you. Raise your glass during toasting
time to acknowledge those who have come from afar,
and consider setting up something special for
journeyers, such as a brunch the morning after the
ceremony (if you aren't already off to a
magnificent honeymoon).
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