Welcoming guests to your big day is so much more than just sending an invitation with a date and time — it's all about creating an experience.
By: Meghan Ely
Photo: Nicole Chan Photography
Welcome parties, bespoke touchpoints, and 'wow' factors are all great options to go the extra mile, but if you're looking for something off the beaten path with a lot of creativity, it can prove difficult to find something uniquely ‘you.’
You're in luck; we polled some industry experts to share their top trends for engaging with your loved ones as soon as they arrive.
"If you're planning on handing out welcome bags upon check-in, you'll need to figure out the logistics with the hotel ahead of time — i.e., will you be in the lobby to greet each guest, or do you want the staff to handle everything at check-in? Some resorts may also offer a 'room drop' where staff drop off the welcome bag of goodies to each guest's room after they check in." —Jen Avey, DestinationWeddings.com
"Leave a note at the front desk of the hotel for all guests checking in for your wedding. Include a QR code that links to a pre-recorded video of you sharing how excited and grateful you are that they’ve made the journey to celebrate with you. Bonus points if you include a list of your favorite local restaurants and bars." —Nicole Chan, Nicole Chan Photography LLC
“Destination weddings go well with a pool party. I attended a small wedding on the beach in Tulum one time, and the mother of the groom had rented a fabulous little villa with beautiful architecture and incredibly landscaped gardens surrounding a swimming pool you had to see to believe. She hosted a casual meet and greet for the group of international guests, and we all enjoyed dipping our toes in the water, chatting over cocktails and passed hors d'oeuvres, and nibbling on the grazing table. It was tropical and bohemian, and it was the perfect way to spend time with the couple and their friends and family before their special day." —McKenzi Taylor, Gather After
"Welcome parties are also something that the couple needs to consider carefully to determine if hosting one is feasible. Deciding on a budget, location, and the guest list for the welcome party will add more to the wedding planning to-do list. If the budget is already stretched to the max, adding another event would likely not be wise. Couples will also need to consider the arrival time of the guests; if many won't be in town until the day of the wedding, it might not be worthwhile to go to the trouble of planning a welcome party." —Kelley Nudo, Momental Designs
“A string quartet performing the couple's favorite songs as guests arrive instantly sets the tone. For something cinematic, picture a solo pianist performing on a baby grand or, for an ethereal touch, a violin and harp duet can create a serene moment that invites guests to slow down and take it all in." —Ariana Straznicky, Ariana Strings
"My favorite way to welcome guests to a wedding is by having a couple bartend a pre-ceremony cocktail hour upon arrival, dishing out glasses of champagne or a specialty cocktail. It's so unexpected to see the couple behind the bar (sometimes even before the ceremony), so guests always do a double take, and then get so excited to get the party started!" —Michelle Vining, LOLA Event Productions
"Infuse the space with a custom fragrance using diffusers or candles (my favorite is the Hotel Collection 'Cascade' scent, inspired by the Four Seasons). The right scent instantly elevates the mood and makes your wedding feel like an impeccably designed event space rather than a rented venue." —Susan Tibak, Susan Elizabeth Photography
"Couples could offer glam to their guests. Sometimes the guests need services to look the part. The glam stations could assist with flyaways smoothed, beards refined, and shine controlled before any pictures are taken. Some guests may want makeup services, hair styled or refreshed, haircuts or line-ups, and their clothes steamed. It is all about making them feel like they are part of this love story event." —Alicia Igess, Alicia Igess
"I think the most mind-blowing way to greet a guest at a wedding is with a staff member or greeter who recognizes their face and greets them personally by name. I've seen this done on a smaller scale, where the staff has a lookbook of the guests. We also gave them a customized drink based on a choice made with the RSVP. This is obviously something that would be reserved for small groups!" —Janice Carnevale, Bellwether Events
"Communicate clearly. If you're offering something nontraditional (like a slow start or an outdoor pre-ceremony lounge), give guests a heads up on the website or invite — so it feels intentional, not confusing. You don't need to go over the top — just thoughtful touch points that feel aligned with the tone of the day." —Natasha Cardinal, The Cardinals
While creative welcomes may require a little extra planning on your part, it's the lasting impression that means the most! Whether you choose to go big or a bit more subtle, your guests will feel the love from start to finish on your wedding day.
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.
