Wedding planning
How to make your wedding welcoming for guests
Practical decisions about arrival, access, food and the journey home.
Guests usually notice when they can’t find the entrance, don’t know where to sit or aren’t sure how to get home. Sorting those details helps people settle in and enjoy the celebration you’ve planned.
Walk through the day from a guest’s point of view while you’re choosing the venue and writing the schedule. It’s easier to resolve an awkward route or a long wait at this stage than during the wedding.
01
Tell guests exactly where to arrive
Give the entrance address, parking or transport instructions and the time you want people there. Mention grass, gravel or outdoor areas if they affect footwear or what to bring.
Ask the venue how guests will find the ceremony, drinks, bathrooms and reception. A clear sign or someone available to direct arrivals can save a lot of uncertainty, particularly on a large property. Check the route after dark as well.
02
Ask about access requirements
Give guests a private way to tell you what they need. Pass the relevant details to the suppliers making the arrangements, and check proposed solutions with the guest rather than deciding for them.
On a venue visit, ask about step-free routes, surfaces, bathrooms, seating and distances between areas. Include the wet-weather setup in that conversation. An accessible room is only useful if guests can reach it comfortably.
03
Walk through the weather alternative
Ask where the ceremony, drinks and photographs will take place if the original plan can’t go ahead. Check that the alternative fits your guest count and allows people to move between each part.
Agree who decides to change the setup and when that decision is needed. Ask about any extra costs or supplier changes. For outdoor events, discuss heat and wind as well as rain, and follow the venue’s procedures as the date approaches.
04
Plan food and seating during the gaps
While family photographs or couple portraits are happening, guests need to know where to go. Agree when drinks and canapés begin and provide seats for people who don’t want to stand throughout the interval.
Collect dietary requirements by the caterer’s deadline and pass them on accurately. If a guest has a specific allergy concern, connect them with the catering team so the arrangements can be discussed directly.
05
Make departure as clear as arrival
Check what transport is actually available at the venue when the reception finishes. If you’re arranging buses, give guests the pickup point, departure times and any booking instructions. An earlier departure may be helpful for some guests.
Nominate a contact for practical questions on the day. Review the final journey with the venue, including lighting on paths and what happens if transport is late. Your guests shouldn’t have to work out those details after the party.
Take a guest through the plan
Ask someone who hasn’t been involved in the planning to read your guest information. If they can tell where to go, what to expect and how to get home, you’ve covered much of what they need.