9 Ways to Help Out-of-Town Wedding Guests Feel Right at Home

Chances are, you'll have quite a few out-of-town guests attending your wedding. Since many of your friends and family members made the effort and traveled to see you say "I do," it's important that you make the experience as comfortable and enjoyable as possible. That means it's the couple's responsibility to play host—whether that includes planning a welcome event, organizing group activities, or helping with transportation and accommodations.

But first, let's clarify what an out-of-town guest actually is. "If you are staying at the hotel or another hotel for the wedding, you are considered an out-of-town guest," explains Ariel Becker, CEO of Becker and the Co. Read on for more advice on how to make your wedding guests feel right at home.

How to Welcome Out-of-Town Wedding Guests: Create a Wedding Website | Share Hotel Recommendations and Blocks | Provide Day-of Transportation | Give Wedding Welcome Bags | Plan a Welcome Event | Organize Group Activities | Share Your Local Favorites | Express Your Gratitude | Write a Thank-You Note

1. Create a Wedding Website

You want your guests to be well-informed about everything happening over the weekend, and the best way to do that is via a wedding website on The Knot. Think of it as a one-stop shop for how to communicate with guests—from sharing dress codes to collecting online RSVPs.

Notably, you should plan to include the location, time and date of the ceremony and reception. Other essential details to mention are how to get to the venue, hotels to stay at (specifically call out the ones with room blocks and provided transportation), your registry information and things to do in the area. (Pro tip: Feature a link to your wedding website on your save-the-dates for easy access.)

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2. Share Hotel Recommendations and Blocks

If you're inviting more than a couple of out-of-town wedding guests, we highly encourage booking hotel room blocks. Not only will this reserve rooms for your crew, but your guests may also receive a discounted rate. Either way, it's a good idea to provide hotel suggestions on your wedding website. Make sure you include multiple price points, because some guests may want to spend more on a hotel than others. Also, denote where the newlyweds plan to stay. "Our recommendation is to have as many guests at the hotel where the couple will stay," says Becker.

3. Provide Day-of Transportation

While some of your out-of-town guests may be within driving distance, most of them will likely fly, so you'll want to book guest transportation to get them to and from the venue. It doesn't have to be a luxury form of transportation at all (although, if it is, lucky them!). Couples will often rent school buses or trolleys as a fun alternative to a coach bus or big SUVs (all of which you can easily find on The Knot Vendor Marketplace). Some guests prefer to take a taxi or rideshare if they want to arrive and leave on their own time. Be sure to include numbers for taxi companies on your wedding website, and if ride shares are hard to get in the area, share that information, as well.

4. Give Wedding Welcome Bags

After a lot of travel, greeting out-of-town wedding guests with a little care package is sure to put a smile on your guests' faces. "​​In today's heavy travel schedule, we use it to butter up the long ride or flight," says Becker. So, what should go in your welcome gift bag? You'll want to include an itinerary for the weekend and list what time they'll be picked up at their hotel if you're providing transportation, the addresses of where the events are located, and any other pertinent information. You can make DIY wedding welcome bags and include a few snacks that you and your future spouse like, water or alcohol, and maybe a few things to form a hangover kit. Whether they enjoy it right when they arrive or save the snacks for a late-night munchie, your out-of-town guests are sure to appreciate the gesture.

5. Plan a Welcome Event

Out-of-town wedding guest etiquette suggests that couples host a wedding welcome party before the big day. This casual gathering gives guests a chance to meet, mingle and settle in before the big day. A wedding welcome party can take many forms—anything from a brunch the day before to a cocktail hour after the rehearsal dinner, or even a fun group activity. Since out-of-town guests typically aren't invited to the rehearsal dinner unless they're in the wedding party or close family, a welcome event gives them something to enjoy while also easing the pressure on couples to spend a lot of individual time with guests during the wedding itself.

6. Organize Group Activities

If you're having a destination wedding at a resort or somewhere with lots of activities going on, it's good wedding etiquette for out-of-town guests to schedule something for those who are looking for entertainment. Whether it's a workout class, local guided tour, scheduled meal time, happy hour, shopping excursion or something else, having an optional activity for guests who desire it to enjoy will make them feel taken care of.

7. Share Your Local Favorites

Whether your out-of-town guests are visiting the area for the first time or have been there before, they'll appreciate recommendations for things to do and places to eat during their downtime––and your wedding website is the perfect place to offer suggestions. In terms of activities, suggest a variety of things for people of all ages. You don't want to offer only physical activities, especially if you've got older relatives on the guest list.

Include a mix of outdoor activities, shopping, historical sites and anything else noteworthy in the area that has special meaning for you and your future spouse. You should also include restaurants, along with descriptions about each of them. Maybe it's the Thai restaurant you and your partner always get takeout from, the bar where you're regulars, the café where you first met or even the restaurant where you got engaged. Adding these thoughtful details weaves your love story into your guests' experience.

8. Express Your Gratitude

It's important that your out-of-town wedding guests know how thankful you are that they made the trip, and there are a couple of ways to do that. You can write a short note thanking your guests for traveling and sharing how much it means to have them there to celebrate with you. It doesn't need to be personalized for each person—a thoughtful, general message works perfectly—and you can place it at their reception seat or tuck it into the welcome gift bag. Another option is to make a toast, either at a pre-wedding event or at the reception itself, to let them know how you feel. You can also include signage throughout the event that says how grateful you are. There's no right or wrong way to say "thank you", just as long as you do it.

9. Write a Thank-You Note

Lastly, when it comes to etiquette for out-of-town wedding guests, it's critical to send your wedding thank-you note within a year of your ceremony. This note can be a bit more personal than the one you wrote on the big day, and should obviously acknowledge the gift that they gave you. You can include a specific memory from seeing them at the wedding or note how far they traveled to celebrate you. It's a great way to remind them that you're thankful they came to your special day.