How to welcome your out-of-town guests
You invited out of town guests to your wedding and, they are coming.
Many brides and grooms often ask: “How can we welcome our out of town guests and make them feel at home while we are so overwhelmed with last minute details?” Obviously you are important to your out of town guests or they would not have made travel arrangements and gone into the expense just to be at your wedding. They want to be with you and share in your happiness. They also understand that you may be pre-occupied and so, they don’t really expect to be catered to. But you feel funny. While you know that taking care of last minutes details may prevent you from being able to devote time to them and welcome them properly, you want them to feel welcome and at home.
There are a few things you should do that will convey to your out of town guests that you care. I will list some in this article but you should get the FREE worksheets.
get worksheets. such as:
Guests List
Guest Information
Invitations and Replies
Guests Accommodations and Transportation
Guests: Tables Decoration, Favors and Seating Assignments
Wedding Seating Plan
Who is Seated with Whom at Which Table? Preliminary, Tentative Assignments
Wedding Seating Plan and Tips
A seating Chart and Tips
Gifts Received and Thank you Cards Sent
Get your FREE Wedding Planning Guide, click on the chapter “Wedding Guests”, download (Open with PDF) and PRINT the worksheets.
To welcome them take care of their immediate necessities.
- Contact a car rental agency at the airport and pre-arrange a rental car for your out of town guests. If you reserve enough cars, your guests will enjoy a discount.
- Arrange a block of rooms at the hotel of your choice so that your guests will be welcomed and get a room discount.
- Call the hotel to check out if your guests arrived safely and are settled down in their rooms.
- Remind the hotel management to deliver your gift baskets or bags to your guests.
- Call each to welcome them, wish them an enjoyable stay and to tell them that you are glad they came and are looking forward to seeing them at your wedding.
- If you are too busy and short of time to talk with each guest, text them. Whatever your method of communications, they will appreciate being thought of.
- Arrange with the hotel to deliver special gift baskets or gift bags from you after your guests settled down in their room.
- Actually the gift baskets or gift bags are not a necessity, but they convey your thanks and will welcome your guests with a warm and fuzzy feeling. Yes, I can hear you ask: “So, what do we put in these baskets or bags to make our guests feel really special?” You know your guests. Think of them as individuals and try to find something that will personalize your gift to this person. It does not have to be expensive.
Ideas for gift baskets or bags for your guests:
Do any of your guests:
- Enjoys gardening? Put a packet of seeds in each of their gift baskets or gift bags.
- Collects stamps? Pick up a set of Pictorial Stamps at the post office for their gift baskets or gift bags.
- Play Chess, Checkers or Backgammon? Give them each a small magnetic Chess, Checkers, Backgammon or a combination set.
- Play cards? Give them a deck of playing cards.
You got the idea. Just put on your thinking cap on and you’ll do just fine.
Continue filling the baskets or bag with items tailor your gift to the recipient such as:
- Food stuff: coffee, tea, hot chocolate, bottled water, healthy snacks, special candy, fruit, cookies or nuts, etc…
- Some niceties for them to pamper themselves. Special soaps, sponges, and lotions.
- Some necessities (they may have forgotten to pack) , comb and brush sets, tooth brushes, tooth paste, pens, etc…
- Around Town put a few maps and directories in the gift baskets or gift bags. Area maps with points of interest where your guests may enjoy themselves before or after your wedding. A map and direction to your wedding ceremony and to the reception. Etc…
- I left the most important elements of any wedding guest’s gift basket or gift bag for last.
- Your Thank You message and a few Personalized gifts as specific mementos of your wedding.
I will include only a short list of ideas because only when you implement your own ideas will the gift be truly from you.-
Personalized wedding gifts. Your names and wedding day on:
- a Tee shirt
- a refrigerator magnet
- a towel,
- a framed poem
- a sun catcher
- a coffee mug
- a pen
- a tote bag
- and the list goes on.
Important: If your out-of-town guests arrive early enough, invite them to your rehearsal dinner or “Wedding Eve” dinner.
Wishing you a wonderful one-of-a-kind wedding full of memories and keepsakes.
Wishing your guests a memorable and enjoyable visit full of memories and keepsakes.
Nily Glaser
A-wedding Day Magazine
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Nily Glaser the founder of the A-wedding Day Magazine, is a published author who presented workshops for wedding professionals all over the USA. She is the author of the almost 400 page downloadable, personalized, printable Wedding Planning Guide – book. It contains information, tips, ideas, worksheets that include details to be used when interviewing vendors and checklist Using it, you won’t forget any detail. Yes, for a limited time, you can login, download and print what you need, FREE, with no strings attached. To get it Click Here
