But what if you’re hosting wedding guests from out of state? From coordinating travel logistics to making certain everyone feels included, sending out-of-state wedding invitations and managing RSVPs takes a little extra thought. In this post, you’ll find some of the best advice in order to make sure out-of-town guests feel welcomed and at home, so that you and your guests can enjoy your big day without having to worry about it!
Start Early with Invitations
If your wedding is going to include out-of-state guests, the first part of planning your wedding out of state is to send your wedding invitations well ahead of time. You will want to ideally mail them at least 8 to 12 weeks ahead of the wedding day. For out-of-state guests, allow them some additional time to plan their trips. Sending out the invites earlier than normal enables guests to book flights and hotel reservations, and request time off work if needed.
If you’re planning a destination wedding (doing so in a popular tourist spot) s, send your “save the dates” at least six months in advance. This advance notice allows guests enough time to plan and budget for the trip, increasing the potential for guests to attend your soiree.
Keep Travel Details in an Easy-to-Find Place
Any effort you make to help out-of-state guests navigate the details of travel will be appreciated. If your wedding takes place in another state or in a more distant location, you should provide guidance on the best routes to follow. Here are some things you can do to help:
Venue Details: Make sure to add the location including the address, the best way to reach there and any travel advice such as whether the area is crowded, if parking slots are available, if public transport is available.
I recommend hotels: Provide a list of nearby hotels and accommodations with various budgets. If you want to go the extra mile, you may consider working with local hotels to offer discounted rates to your guests. If the wedding is at a resort or hotel, check if the property has package deals or blocks of rooms available for wedding guests.
Transportation: If your venue is out of the way from the airport or hotels, provide transportation options. You may even want to plan a shuttle service back and forth to the venue for those who are flying in from out of town to alleviate some of the stress of renting a car or getting lost in a new city.
Clear RSVP Instructions
If you’re sending out-of-state invitations, with RSVPs, ensure your guests have all the information they need to respond quickly and accurately. It is essential to make this process smooth by giving precise instructions. For example, you can include:
Have Multiple Ways to Respond: take advantage of an online RSVP service to minimize friction. This can be especially useful for, say, out-of-state guests who are perhaps inclined toward digital communication. That said, you do want to provide guests with the option to RSVP by phone or by mail if they prefer.
RSVP Deadline: Specify a clear date for RSVPs. That way, you’ll have time to double check the final number of guests with your caterer, the venue and other vendors. A general guideline is to ask for responses 3 weeks to 4 weeks out from the wedding.
Add a Space for Special Requests or Dietary Restrictions: Whether it’s a DJ playlist, a special cake flavor, a meal preference, or an intolerance, there should be a place for guests to fill in details about things you need to know. And this is information that out-of-state guests might appreciate having ahead of time.
Provide More Wedding Weekend Details
A wedding weekend guide is a nice touch if your guests traveling from out of state will be attending your wedding. Here are a few list items to include:
Wedding Itinerary: We include a timeline of the wedding events. If there are pre-wedding events, like a rehearsal dinner or a post-wedding brunch, or a brunch, include that info so out-of-state guests can plan their trips around those events.
Regional Activities: Guests flying in from outside the state may be interested in maximizing their trip by exploring the surrounding area. Provide a list of nearby attractions, restaurants, and activities. Showcase any popular spots or hidden gems that your wedding destination has that’s special to you.
Weather and Dress Code: Make sure to alert guests about the weather, especially if the wedding falls in a season known for extreme conditions (think winter snowstorms or summer heat). This will assist out-of-state guests to pack correctly. Also be sure to indicate the dress code for the wedding, whether black tie, casual or something in between.
Use a Wedding Website
A wedding website is one of the best ways to communicate important information to out-of-state guests. Now that all with the data in one place, easily accessible, any guest can return at some point for an update. Having a wedding website lets you:
Follow to Provide Travel and Accommodation Information: Include all of the pertinent details including transportation methods, directions, hotel reservations, and local attractions.
Automation & Online RSVPs: Streamline RSVP management for out-of-state guests
Use Your Site to Answer Common Questions: Address details like what to wear, whether kids can come, where to meet up, etc.
The more information you can put online, the fewer questions your guests will have, which means less stress for you.
For those flying in from other states, consider Group Activities
If your out-of-state guests are traveling long distances to attend your wedding, they may only know you or a few others there. One of the ways you can make them feel more connected and appreciated is by setting up group activities to do before the wedding. These activities can allow for your guests to socialize, unwind and connect before the big day. Here are a few ideas:
Welcome Party: If you have lots of out-of-state guests, consider hosting a casual welcome party so they can meet each other and you can connect them with your local guests. This is particularly useful if your wedding has an extensive guest list.
Sightseeing Tours: Book a group tour of local attractions or a sightseeing trip if your wedding is a destination one. This will provide a wonderful chance to bond and give your out-of-state guests an opportunity to explore the area!
Express Your Gratitude
Finally, be sure to thank your out-of-town guests for attending your wedding and traveling to celebrate this special occasion with you. You might send them a thank-you note after the wedding to let them know how much you appreciate the offer. If you’ve given them a welcome bag or made special arrangements for them, be sure to mention those details in your thank-you note.
Conclusion
Planning a wedding out of state goes beyond sending the invitations. Providing comprehensive travel/swimming details, straightforward RSVPs and some useful info about the surrounding area will help your guests feel welcomed and cared-for, wherever they may be travelling from. Your out-of-state guests can have a smooth, enjoyable and memorable experience with careful planning and attention to detail. Your wedding day will be one they’ll remember for many years, and they’ll appreciate the extra effort you made into including them in your celebration.
For More Articles Click