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Updated Oct 07, 2024How to Throw a Great Wedding Welcome Party
Find expert-backed ideas, themes and etiquette for an epic wedding-weekend kickoff.
In recent years, couples have leaned into hosting multiday, multievent wedding weekends. Since attending a wedding is a big time and financial commitment for guests, it's nice for couples to plan auxiliary events to help their loved ones feel at home and make the most of the trip. That's where a welcome party comes in—kick off your festivities with a bash to get everyone in the celebrating mood ahead of the main wedding day. We're taking a look at what you need to know to plan a wedding welcome party, plus some of our favorite ideas to get your creative juices flowing.
What to Know About a Wedding Welcome Party: What Is It? | Where to Have One | Ideas | Themes | How to Plan | Etiquette FAQs
What is a Welcome Party for a Wedding?
As the name suggests, a welcome party is a prewedding event intended to start the wedding weekend festivities. And though it's technically optional, experts say it's necessary: "Couples should have one, as it allows family and guests to meet and get to know each other before the big day," explains wedding expert Sonah Shah of Sonal J. Shah Event Consultants. "Typically, this is more informal than the other wedding events, so it is a great way for the couple to engage and bond with family and guests in a much more casual setting." Wedding planner Sneh Diwan of Diwan by Design concurs, adding that "a welcome party is the first event of a grand wedding weekend! This is the first look guests get of what the rest of the wedding will bring, and is the perfect place for guests to be reacquainted with old and new friends."
The main difference between a rehearsal dinner and a wedding welcome party is that all guests are invited to a wedding welcome party, while the rehearsal dinner is typically just for family members and those participating in the ceremony proceedings. Sometimes, couples' idea for the rehearsal dinner will be an intimate sit-down meal, while the welcome party could be a cocktail party with casual seating that takes place after, where those not part of the rehearsal dinner can join in. Especially if you're expecting a lot of out-of-town guests or if you're hosting a destination wedding, a welcome party is a nice way to entertain those that are making a whole weekend trip to attend your nuptials, plus it gives you more time to connect with friends. Wedding expert Lara Mahler of The Privilege is Mine says that a welcome party is a nice addition to the wedding weekend because "it is a fun and more casual way to bring your guests together and to connect with them (because, most likely at the wedding, you may not get the chance to chat with everyone)."
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Where to Have a Wedding Welcome Party
You should have a wedding welcome party at a venue that's convenient to the hotel most guests are staying in and not too far from your other wedding events. Bars and restaurants are popular choices, but the location is truly up to you. Many couples like to have some fun and plan a welcome party that feels notably different from the wedding reception, and a unique venue is a great way to do it. Be sure to check out The Knot Vendor Marketplace to find a prewedding welcome party venue in your wedding location.
Wedding Welcome Party Ideas
Let's take a look at some of our favorite welcome event ideas to inspire your own prewedding fun. No matter what vibe you're going for, there's sure to be an idea below that piques your interest.
1. Wedding Welcome Party Lounge Seating
This couple had picnic-style tables with pillows for guests to relax at their wedding welcome party.
2. Pool Wedding Welcome Party
We love the idea of a pool welcome party for a summer wedding. While many couples choose to host poolside day-after brunches, there's a chance that guests might not be up for swimming after the revelry. However, a prewedding pool party can be a fun way to relax before the big day. Just make sure to have plenty of SPF on hand.
3. Nostalgic Wedding Welcome Party Activities
We love any excuse to feel like a kid again. This couple brought in a bounce castle as a fun activity for their wedding welcome party.
4. Yoga Wedding Welcome Party Activity
Offer prewedding yoga to ensure that the wedding weekend starts on a calm, centered note. A daytime event is a great choice, too, if the logistics of the rehearsal dinner will preclude you from having one the evening before the wedding. You could also offer it to guests on the morning of the wedding day (though, you wouldn't be able to attend).
5. Casual Wedding Welcome Party Attire
Typically, attire for the welcome party is on the more casual side. But again, there aren't any hard-and-fast rules. If you're having a very thematic welcome party, don't be afraid to get specific with the dress code so attendees fit the aesthetic—like these grooms' tropical shirts.
6. Sports Wedding Welcome Party
Photo: TAYLOR FORD PHOTOGRAPHY
If your wedding guests are a sporty, active group, you could consider a festive field day to start the weekend. Have a variety of sports stations where guests can relax and play while getting to know each other.
7. Wedding Welcome Party Drink Coupons
If you're hosting your welcome party at a spot where non-wedding patrons may also be drinking, like a hotel bar or pool, consider drink coupons. Guests at this wedding received tokens they could take to the bar, so that staff knew to charge all the drinks to the couple's bar bill. This is also a great option if you only want to cover one or two drinks per person.
8. Wedding Welcome Party Cornhole
This couple was hosting their wedding weekend at a summer camp, so they got everyone in the camp mood with custom cornhole games.
9. Wedding Welcome Party Name Tags
Since this couple knew that a lot of their guests would be meeting for the first time at the welcome party, they decided to have their calligrapher make custom necklace name tags for everyone.
10. Tropical Wedding Welcome Party Decorations
Welcome parties are a fun chance to depart from the aesthetic of the main wedding celebration. If your reception has a neutral palette, consider going bold with color for your prewedding soirée, like with these bright green, tropical tablecloths.
11. Wedding Welcome Party Invitation
The welcome party invitations for this event in Hawaii showcased the retro-meets-tropical aesthetic that was in store for the prewedding fete. You can find your own at The Knot invitations, where you can customize any of our rehearsal dinner invites to make them suitable for a welcome party.
12. Boat Wedding Welcome Party
If you're tying the knot along the coast, consider a celebration at sea to kick off the wedding weekend.
13. Wedding Welcome Cocktail Party Cart
Guests rode gondolas to the top of a nearby mountain for this wedding welcome party. Once at the peak, they were greeted by a cart peddling Aperol spritzes.
14. Retro Ski Wedding Welcome Party
Guests were encouraged to dress in vibrant, retro ski suits for this après ski-themed winter wedding welcome party.
15. Après Ski Wedding Welcome Party Invitation
To get guests excited about hitting the slopes before the wedding, this couple sent out illustrated welcome party invitations that hinted at the fun to come.
16. Wedding Welcome Party Inflatable Slide Activity
Talk about a fun event! This couple had carnival activities, like a giant inflatable slide, at their welcome party.
17. Funny Wedding Welcome Party Sign
Leave the serious and sappy signs for your ceremony. We love a sign that encourages guests to kick back and grab a drink at your welcome party, like this one instructing attendees to snag a beer.
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18. Casual Wedding Welcome Party Food Ideas
Serve whatever food you want, but it should be enough for dinner or heavy appetizers, depending on the hour your welcome party happens. Many themes lend themselves to a particular menu—pizza would fit right in with a rustic Italian theme. Or a BBQ food truck would make for a nice low-key Western ambiance. This is a great chance to showcase dishes you love, but are too casual for the main event.
Wedding Welcome Party Themes
There really aren't any rules when it comes to the welcome party theme or design. If you're having a black-tie wedding, maybe you choose to have a casual welcome party. The welcome party is a great spot to just have fun really leaning into a theme, especially if your vision for the wedding is of a more timeless event that isn't closely aligned with a particular theme. If you're saying "I do" in the mountains, then an Americana-inspired Western square dance could be fun. Or if your wedding brought you to the coast then maybe you have a crab and seafood boil. A pizza party is also a fun idea no matter where you're tying the knot. But also, don't feel pressured to overthink it—you guests will just be happy to gather with you.
How to Plan a Wedding Welcome Party
You're probably a pro at wedding planning by now (and don't worry, arranging a wedding welcome party won't be nearly as labor intensive), but it's always helpful to have some clear steps. Keep the below to-dos in mind as you plan your welcome event.
1. Settle on a Theme
While your theme doesn't have to be overt, it can be. Like we said, if you're having a black-tie wedding, you can intentionally make your wedding welcome party more whimsical or casual, like the pool party and ski themes we saw above. If you don't want to go heavily thematic, determine the vibe you'd like to convey and choose additional details—like your venue—accordingly.
2. Determine Your Invite Strategy
Depending on your budget, you might choose to make your wedding welcome party open to all guests (the best option if you can swing it) or just to those traveling from far away. Regardless of who makes the cut, ensure invitees have an easy way to RSVP for the welcome party separately when they send in their responses for your wedding. You can add an enclosure card mentioning the welcome party to your invitation suites, or you can set up a wedding website RSVP question on your The Knot wedding website where guests can indicate if they're attending the event.
3. Choose Your Time Wisely
Your welcome party will likely take place the day before the wedding, but take care when determining what time your soiree will start and finish. Daytime and evening welcome parties are both totally fine, so long as you ensure that most guests will be able to attend (and get a few hours to rest and recharge beforehand) if they're traveling the same day.
4. Book your Bites (and Sips)
Please don't host a welcome party at dinnertime without actual dinner. It's important to consider when your party is taking place and catering the affair accordingly. If it's going well through dinner hour, have at least a casual, family style meal.
5. Plan an Activity
Consider any entertainment you'd like (a live band and such) to keep the crowd engaged or other smaller activities that'll add a little something to the night. Ideas can range from classic yard games like cornhole, to board games, to coordinated sports matches, depending on the time and the vibe.
6. Don't Forget the Little Things
Yes, we know it's less fun to rack your brain to see if you'll need audiovisual equipment or a rain contingency plan than it is to think about food and fun, but don't forget these small, yet essential to-dos in your planning process.
Wedding Welcome Party Etiquette Frequently Asked Questions
Need an answer to a FAQ? We've got you. Look below for guidance on any etiquette matters when planning your welcome party.
When Do You Host a Wedding Welcome Party?
Generally, the welcome party will take place the day before the wedding. Very occasionally it may be held two days before the wedding. There are two main things to consider when scheduling the welcome party—when will guests be getting into town? And when are you hosting your rehearsal dinner? The timing of those things will impact when you should schedule the welcome event. Mahler says, "[the welcome party] is typically held after the rehearsal dinner or in lieu of a rehearsal dinner."
Who is Invited to a Welcome Party?
Everyone should be included on the welcome party guest list! This is the main differentiator between a welcome party and a rehearsal dinner. Like we said, generally, all guests being invited to the wedding should also be included in the welcome party, though if you need to cut the list for budgetary reasons, focus on inviting at least any folks that had to travel to your wedding location ahead of the day.
"The welcome party is typically open to all your guests and more informal than the rehearsal dinner which is usually for select people," advises Mahler. "Typically close friends and family (or the wedding party) would be invited to the rehearsal dinner and then the welcome party would open up to all guests and would be a less formal affair." Diwan adds that inviting everyone is especially crucial "if it is a destination wedding; guests are coming in from everywhere and will be thrilled to have a space to eat, drink, and relax after a long journey. Keep it fun and light!"
How Should You Invite People to the Welcome Party?
You can invite guests to your welcome party using an insert card sent with your wedding invitations that outlines any auxiliary wedding events to communicate the details to your loved ones. Additionally, adding information about these celebrations (and even a digital RSVP question for the welcome party itself) to your wedding website is a good way to ensure everyone knows what's going on beyond the actual wedding-day festivities.
How Long Should a Wedding Welcome Party Last?
A wedding welcome party should last from two to three hours, depending on how staggered your guests' arrival times to your wedding destination are and if you're serving a full meal or not. It's best to not let them go on too long (you want your loved ones to save their energy for the main event, after all), but you also don't want attendees stressing about missing the bulk of the party.
How Much Does a Wedding Welcome Party Cost?
The budget for the welcome party depends largely on how the wedding ceremony and reception are being financed. The average cost for a rehearsal dinner is just under $3,000, and you should expect to spend around the same for a welcome party, unless you have a more lavish dinner spread or larger guest count, then you might be looking at closer to $5,000.
Who Pays for the Welcome Party?
Shah advises that "the couple can pay for this event, but often the parents split the cost or the other side who is not paying for the wedding pays for this event."
Cathryn Haight contributed to this article.
