Having a holiday wedding can provide an unforgettable backdrop for your big day, but it also comes with a unique set of logistics to consider, especially when it comes to your guests. With busy travel days, family commitments, and inflated costs, making the experience as smooth and enjoyable as possible requires a bit of extra planning.
By: Meghan Ely
Photo: Halie Child Photography
Luckily, we asked our experts to walk through the top guest logistics to keep in mind for your holiday wedding so you can celebrate in style for the festivities.
“The top consideration is to be mindful of your expectations for your guest count. While a festive holiday wedding can spark good cheer all around, families have to contend with external forces that dictate the time they can't put forth into weekends away during the busy holiday season. Company holiday parties, school activities, and family commitments can result in a higher attrition rate of guest acceptance, which can be disappointing if not considered and planned for in advance.
When hosting a holiday wedding, make sure to review local guides and calendars to check in on annual events that might cause an uptick in traffic or logistics concerns. Tree lighting ceremonies, parades, fireworks, or even Santa-con in NYC can cause major logistics nightmares if not accounted for." —Tabitha Roberts, Roberts & Co. Events
"Travel is pricier and books fast, so flights, hotels, and rental cars vanish sooner than you think. Schedules are stacked with family plans, school breaks, and work blackouts. Weather can swing wildly, which affects flights, roads, and comfort the second the sun drops." —Craig Peterman, Craig Peterman Photography & Videography
"We recommend having your guests arrive at your destination a day or two before any wedding events begin (especially the ceremony). This way, if their flights are delayed or canceled, they can still make it in time without stressing that they'll miss any key events of the weekend. With that in mind, we recommend keeping night one of your itinerary pretty low-key and low-pressure, for people who are arriving that day, so they can take their time checking in, getting settled into their room, etc." —Jen Avey, DestinationWeddings.com
"While save-the-dates are typically sent 6-8 months before a wedding, consider sending them 8-12 months out instead. As soon as the holidays wrap up, people start looking ahead to their plans for the coming year, and you want your celebration to be on their radar before schedules fill up." —Sara Landon, Sara Landon Events
"I would plan around the weather: have backup plans for bad weather, provide transportation so guests don't have to drive in bad weather, keep walking paths cleared for folks, and maybe have hot cider or cocoa stations to create a great guest experience!" —Jaclyn Watson, Jaclyn Watson Events
“Consider planning a few activities beyond the wedding day itself. This allows your guests to make the most of the holiday period and shows them that their holiday was truly taken into consideration, giving them more opportunities to have fun." —Maria Villanueva, Peach Perfect Weddings
"If you want your glam team to travel during the holidays, it will cost more. You’re paying for their time away from their own families, premium travel days, hotel stays, checked bags for kit equipment, and extended service hours. It’s a luxury service because it requires that level of coordination. I always tell couples to respect the glam timeline by ensuring every bridesmaid knows their call time. You wouldn’t believe how a five-minute delay can ripple through an already tight schedule." —Alicia Igess, Alicia Igess
"In Boston, some guests may not know that they need hats, gloves, scarves, etc for December weddings! I love it when couples are able to link their guests to places to shop nearby in case they need to pick up a few things (Nordstrom, Marshall's, nearby shopping centers, etc). I also love it when couples are able to point to some items that are not so obvious, like electric hand warmers, heated vests, ear muffs, etc." —Nicole Chan, Nicole Chan Photo & Video
"Over‑communicate with style. A wedding website that updates in real time is your best friend. Send cheerful reminders about attire, timing, and travel tips, and do it with warmth so guests feel cared for rather than managed." —Amos Gott, AmosEvents
As you plan your holiday wedding, keeping guests front and center will go a long way. A little extra communication and thoughtful planning can transform the experience, whether they're traveling across the country or just across town to celebrate you.
Meghan Ely is the founder of OFD Consulting, a public relations agency specializing in publicity, speaking engagements, and thought leadership for wedding and event professionals. She is a longtime wedding industry speaker, traveling globally.
