Here's How to Spread the Word if You Make a Last-Minute Wedding Change

Because communicating a change of plans doesn't have to be stressful.
The Knot
Updated Mar 19, 2020

Whether you're having an intimate 30-person gathering or a huge bash with 500 guests, you'll need a way to communicate with all of your wedding guests just in case plans go awry.

Perhaps your reception space was double-booked, or you've decided to push your ceremony back an hour to align with the sunset, or something totally out of your control like a natural disaster has impacted your big day. You don't want to blast out the changes on social media (let's face it—you probably aren't inviting all of your Facebook followers, and your great-uncle Charlie hasn't ever touched a computer). If you want to spread the word—fast—to the right people, having a wedding day communication plan makes everything easier. Here are a few easy-to-follow tips to come up with one.

Think of a concise message your guests will understand quickly.

No need for a lengthy explanation of what happened. Keep your message to guests short and to the point. All they need to know is that plans have changed for some reason or another, and what they should do in the meantime.

Make sure your wedding website is accurate and up to date.

Your wedding website will get tons of views leading up to your wedding, because people misplace invitations or forget to bring them along when they're traveling. Make sure the main page of your site contains any new information guests should know and all addresses and times are accurate.

Assemble a group who can be trusted to start a phone (or text) tree.

You'll want to delegate this kind of a task to a few members from each side of the family, so it spreads evenly and no relatives are left in the dark—especially those who aren't likely to check your wedding website the day of, or ever. You'll also want to assign the task to a few friends on both sides of your wedding party to notify all nonrelatives. Once they start spreading the word via text or calling, and the people who heard from them spread it to everyone they know attending, word of mouth will have taken care of any snafu.

Use this handy trick.

Still worried you missed a couple people in getting the correct info out? No worries. Apart from telling your "How They Met" story and explaining where you're registered, one feature of our wedding website and guest list manager is to email every person on your guest list. You can choose to select guests one by one, depending on their RSVP, or you can select all. Simply add an email subject—something along the lines of "Please Read: Important Last-Minute Update to Our Wedding Schedule!" and write out a message to all your guests telling them of your change in plans. Phew, that was easy! You can also delegate this task to one of your bridesmaids or your parents if you're too busy getting ready or dealing with other last-minute details.

Remember that it's always better to be over-prepared.

The beautiful thing about having this type of plan in place is that it applies to so many last-minute changes. Does it look like rain? Follow the communication plan and let everyone know about your plan B scenario. Is there crazy traffic on one of the main routes to the reception hall? Send out your email. While we hope none of these things happen to you on the day of your celebration, it never hurts to be over-prepared.

Haven't set up your wedding website yet? See our latest designs here, and check out our guest list manager here if you need some help keeping track of your guests.

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