Something to Remember
Sandra Mardenfeld
Want a magical, seamless wedding weekend? The key lies in the details. First off, when planning your celebration, always consider the date. At certain times of the year, bad weather may prevent your family and friends from making it to your big day,
and holidays can add to the expense and inconvenience of your guests’ trip. If you’re planning a destination wedding, realize that not everyone will be able to attend your wedding – and those who do are going the extra mile (literally) for you.
Whether your wedding is in your hometown or in a castle in Ireland, make the experience easy and fun for your guests by giving them travel and lodging information, and planning activities that will make them feel like they are on vacation, as well as at your wedding. Naturally, planning anything besides your nuptials adds to your bridal budget, so if you’re planning a weekend full of activities, you may want to limit your guest list.
When planning accommodations for out-of-town guests; choose a few hotels in different price ranges. “Always try to secure rooms at two hotels,” says Debi Lilly, owner of A Perfect Event who has coordinated numerous high-profile celebrations including that of Oprah Winfrey, Wolfgang Puck, and Grammy award-winning recording artist Shawn Colvin. “One may be a bit more expensive, but has its advantages with a great location. The other can be less expensive and is appealing because it’s a bit off the beaten path.” This gives your guests a little variety to choose from, and you’ll please a larger group of people. The optimal place for guests to stay is the site that provides the least amount of hassle. So, if you’re having your wedding or any of the activities (such as the rehearsal dinner or day-after brunch) at a hotel, why not have your guests stay there. Ideally, you want to choose a place that has an on-site restaurant or coffee shop for guests who are not familiar with the area. Other amenities to consider are a pool, spa, gym, or babysitting and free shuttle services. You also want to choose a hotel that allows you to hold blocks of rooms for your guests at a special rate. Don’t sign any contracts assuring a minimum of guests–you don’t want to have to pay for rooms that weren’t booked.
If the hotel you select doesn’t offer shuttle bus service, you may want to consider arranging transportation for your guests to and from the airport and to the wedding festivities. While the bride and groom are not responsible for transportation for out-of-town guests, car and limo service is a nice gesture to offer. For bigger groups, you can rent your own shuttle bus or an SUV.
Activities and more activities
Since a wedding celebration is often not just a one-day affair anymore, but an entire weekend, you may want to start the festivities off with an opening reception. This can be as simple as a hotel hospitality suite, available to guests as they arrive, or as formal as an elaborate cocktail party or fancy dinner–complete with food stations, a bartender, and slide shows of the bride and groom. If your rehearsal dinner is the night prior to your wedding, you can also host a rehearsal party afterwards, treating your out-of-town guests to cocktails, hors d’oeuvres, or desserts. For the grand finale, a good-bye brunch the day after your ceremony offers time for last good-byes. Serve a continental breakfast, so guests can come and go depending on their travel plans.
You might also want to set up an activity or two of local experiences for you and your guests, such as a wine tour and sampling session at a winery in the North Fork. “Having as much interaction as possible with the bride and groom makes everyone feel special, and allows the couple to really spend time with all of their guests during the weekend, alleviating the pressure of having to talk to everyone at length at the wedding,” says Jill Waldman of The Main Event, a wedding planning company based in Colorado. “Plan three or four activities over the weekend, so that everyone is together and having fun.”
You could coordinate an activity that compliments your wedding theme. For instance, if you’re getting married on the beach, plan a beach volleyball tournament or a sailing trip. If you’re having a destination wedding, try to book group activities that guests will remember as part of their travel experience – maybe rent a snorkeling or fishing boat for a day, or plan a group ski or horseback-riding excursion. Not only will everyone have a wonderful time, but you’ll also end up with great candid photos of the two of you with your family and friends. “I recently did a wedding in Cape May, NJ,” says Jennifer Orsini, owner/founder Pampered Bride Weddings. “The guests were invited to take a trolley ride that stopped at all the local antique shops. We also arranged tours of Victorian mansions. The guests loved the opportunity to see the local sites.” You can also check out the Internet to find free and interesting festivals near you, which also might provide a fun outing.
A gift to remember
There’s nothing more welcoming than a gift bag upon arrival. Arrange to have these souvenirs waiting for your guests in their rooms. Try to fill them with items that reflect your wedding theme, such as sunscreen along with caps in your wedding colors for an outdoor wedding or a bandana for a wedding with Western twist. Try not to use a basket that’s hard to fit in a suitcase. A personalized tote could substitute as a carry-on or fold easily into baggage and is a fun, unique touch. You can be imaginative too–for example, if you’re getting married at the beach, a sun hat turned upside down makes a great container.
Most people love edible gifts, so include some type of snack–such as fancy chocolates or gourmet cheese and crackers – along with bottles of water and basic necessities like local maps and brochures. Give them a list of local restaurants, shopping malls, and museums, as well. Don’t forget that some of the women might want to have manicures or hair appointments, so you can include a list of local salons and spas – or better yet, include gift certificates to a spa. Remember
to include salons details on your save-the-date card or on your wedding website, so guests can make appointments in advance. It’s also helpful to construct a weekend itinerary with dates, times, and locations, so guests know where they need to be.
Sticking a personal note in each bag is also a heartfelt gesture. Lilly suggests writing a note thanking your guests for traveling so far to be with you on your special day. Your guests will appreciate your taking the time to plan out such a wonderful weekend for them.