While planning a wedding is one of the most special times in a person’s life, planning an out-of-state wedding can come with its own set of pitfalls. Since guests will travel from different destinations, creating an itinerary to arrange everything seems like a key thing to do, so that everyone can enjoy the weekend without concern. A well-organized plan will ensure smooth sailing through events and make the experience a memorable one for your loved ones. Here, a breakdown of how to make the perfect itinerary for an out-of-state wedding weekend.
Start with the Basics
Before getting into the nitty-gritty, summarize the key information:
Wedding Venue: Address of the venue and/or nearby landmarks.
Dates (e.g., the wedding weekend)
Lodging: Suggest hotels or rental properties in close proximity to the venue
If you are looking for: General Information: Provide information that is specific to the visitors.
Getting these basics down will go a long way toward establishing a cohesive itinerary.
Each Day should have a Timeline
A wedding weekend typically consists of three days: arrival day, the wedding day, and departure day. Plan each day with care so that activities are balanced with downtime.
Day 1: Arrival and Welcome
Afternoon Check-in: Suggest check-in times for hotels, as well as a few nearby sights for early arrivals.
Welcome Reception: Host a low-key welcome dinner or cocktail hour. This is a casual event for guests to socialize and relax, so provide the time, the place, and a dress code for this event.
Example:
Time: 6:00 PM – 9:00 PM
Where: Sunset Terrace, XYZ Hotel
Dress Code: Smart casual
Day 2: Wedding Day
Several Things to Do in the Morning: Provide recommendations for things guests can do locally such as sightseeing, coffee shops, or walking trails to explore prior to the ceremony.
Wedding Ceremony: Specify ceremony time, location, any special instructions (e.g., transportation, dress code).
Reception: Follow up with information on the reception, including start and end times, meal options and entertainment schedule.
Example:
Ceremony starts at 3:00 PM, Location: ABC Chapel
Reception: 6:00 PM at The Grand Ballroom
Transportation effects: Shuttle service from the XYZ Hotel at 2:30 PM
Day 3: Farewell and Departure
Farewell brunch: Close out the weekend with a farewell event. An informal brunch is a great way for guests to say farewell and relive the best moments of the wedding. Be sure to include the what, when and where.
Example:
Time: 10:00 AM – 12:00 PM
Garden Bistro in a XYZ hotel
Factor in Transportation
That means transportation logistics are critical when traveling out of state. Here’s how to keep it all running smoothly:
Airport Transfers: Details of shuttle/ taxi services from the closest airport to the wedding venue.
Transportation between Venue and Accommodations: If the venue is a distance from the accommodations, arrange for shuttles including pick-up and drop-off times.
Maps & Directions: Links to Google Maps or printed maps which include key locations, like the hotel, ceremony venue and the place of celebration.
Include Local Recommendations
Guests from out of town sometimes want to add a little local oomph. Mention a list of local attractions and suggestions:
Restaurants and cafés: Recommend places for breakfast, lunch or a quick coffee.
Discover Local Attractions: Keep note of nearby tourist attractions, such as museums, parks, or shopping areas.
Emergency Contacts: Write contact information for hospitals, pharmacies, and other important service contacts.
This will help guests get the most out of their trip and minimize the questions you will receive.
Personalize the Itinerary
Sprinkle personal notes here and there to make the itinerary feel special and hospitable. Ideas include:
A Welcome Letter: Include a brief note thanking guests for making the journey to celebrate with you.
Local Insights: Tell them fun facts or the history of where you’re getting married.
Unique Hashtags: If you’ve created a wedding hashtag, be sure to include it so guests can choose to post their own photos online.
Distribute the Itinerary
Itinerary is sent in advance to your guests Here’s how to share it the right way:
When: Consider sending the itinerary a few weeks before the wedding, as a PDF attachment.
Wedding Website: If you have a wedding website, post the itinerary there for easy access.
Printed versions: Have printed versions in welcome bags for your guests to pick up when they arrive.
Plan for Contingencies
Flexibility is this golden gem at the times we are hit with sudden changes. Prepare for the possibility of weather woes, flight delays or last-minute cancellations. How to be prepared from your side: Have contingency plans, such as indoor locations to deal with outdoor events, or alternative ways to get there.
Maintain Balance
It may be tempting to fill a tight schedule, but do not overload your guests. Equilibrium is important to make sure the entire weekend is fun and no one is in a hurry. Make sure to allocate enough time for both rest and travel between venues.
A Representative Wedding Weekend Itinerary
Friday: Welcome Day
3:00PM – Check in at [Insert name of Hotel]
6:00 PM – Welcome Dinner, Sunset Terrace
9:00 PM – Free evening for guests
Saturday: Wedding Day
9:00 AM – Breakfast (independently)
10:00 AM – Visit Top Sights
3:00 PM – Wedding Ceremony ABC Chapel
6:00 PM – The Grand Ballroom for Reception
11:00 P.M. — Shuttle service back to the hotels
Sunday: Farewell Day
10:00 AM – Farewell Brunch at Garden Bistro
12:00 PM – Check out of your hotel and depart
Conclusion
A well-thought-out wedding weekend itinerary will go a long way in making sure that your out-of-state celebration will be a stress-free, memorable one. By planning in advance, giving thoughtful instructions and providing a good balance of activities, you’ll end up with a memorable experience for your guests that they will treasure for life.
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