Planning a wedding is no easy feat, but when you throw in an out of state wedding element to your big day it can become even more cumbersome for those who will be attending. This is extremely important as most of them possibly be travelling to your location, making that travel and stay affordable thereby less stressful for anyone in the wedding experience.
From finding budget-friendly flights to assisting guests in booking hotels, you have a lot of direction that can make it all go smoothly. Then, read on for some necessary guidance to ensure your guests easily make it from A to B (that’s home sweet wherever and away), before ultimately landing at C (the ceremony).
Now, Share Travel Information As Soon As You Can
The sooner the guests know how they can reach where you are getting married, and when, it is beneficial. Hopefully, early clear and concise information may help everyone better plan their flight deals.
Announce When You Know: As soon as you settle on a location, send out your “Save the Date” If it is, now would be the perfect time to let the guests know — for destination weddings, 8-12 months before the date of your wedding so people can save money & plan accordingly. This will also let them get cheaper flights and accommodation.
Wedding Website: Make a wedding website, attach all travel details to make it easier for your guests. including flight options and local hotels or car rentals information of the destination you picked + Local transportation from airport to venue. If you want to be really helpful, add information on local attractions so that it makes the journey worthwhile for your guests.
Travel Tips & FAQs: Add a section on travel tips Provide tips like the most airport-friendly airports, public transport options and shuttles or private driver services. Address FAQ, like if out-of-town guests should rent a car or if the wedding venue will provide shuttles/transportation.
Coordinate Group Travel Deals
Consider offering group travel discounts to help your guests save on the trip they’ll be taking to attend your rehearsal! This is similar to the concept of group rates that can be offered by airlines, hotel chains and car rental agencies when a certain volume of reservations are made.
Airlines group discounts: Talk with airlines directly to learn about the possibilities of obtaining a flight discount themselves. Most times, airlines give a discount for group travel when 10 or more flyers are involved which might as well come with the convenience of flying on dates other than what was picked initially. A few airlines even go so far as to hold a block of seats for a short period during which time you may rally your group members and have them ring in with their own flights at the same reduced rate.
Room Blocks at Hotels: This allows you to work with hotels in your wedding location to set up a room block for family and friends. What is a room block A block of rooms secured at a discounted rate for the wedding party, however there are usually specific numbers that must be used up in order to meet the minimum. Rooms blocks should be reserved well in advance, especially if you are getting married at the same time as most other people.
Car Rental Discounts: Ask the rental companies to avail a group discount this way you can offer them great prices for their travel. A few rental services give breaks for weddings, or you can see whether your scene has any favoured car contract accomplices that routinely offer group rates.
Recommend Cheap Ways To Get Around
One of the hardest parts about travelling to an out-of-state wedding (other than figuring a new city) is coordinating your transportation. Below are some types of transportation to consider :
Shuttles & Group Transport: If your venue is removed or guests are spread across many hotels. This might be something to consider arranging. Some sites provide shuttles or will help you arrange a shuttle service to prevent your guests from having to figure out parking and getting around on their own.
Carpool: If shuttles are not offered at a university encourage carpooling, or use Uber and Lyft. Share venue, adjacent hotels and airport addresses to help your guests organise.
Local Taxis or Rental Cars: If your guests are all staying at hotels that are far from the venue, make sure to outline wherever it is they should catch taxis or rideshares and rental cars. If your guests are renting cars, you might provide a list of local car rental companies or shuttle services that work well for travelling from the airport.
Provide accommodation options for all budgets
As long as you remember that your jungle retreat caters to guests with the full spectrum of hotel budgets, then all writing can happen organically. Long story short…less expensive hotels, medium priced hotels and yes a luxurious option help everyone in finding them the kind of place they want to stay.
Make Hotel Block: Like I said, work with some hotels around your wedding venue to reserve a bunch of rooms at discounted prices. Be prepared to negotiate a variety of different room types and price points for various budgets. Additionally, inform guests of the block right away so that they can reserve a room before we lose our discount.
Include Airbnb or Vacation Rentals: Potential guests may also prefer an option that is a bit more flexible in terms of occupancy and length of stay (e.g. think outside the box with alternatives to hotels such as AirBnB). Vacation rentals are popular with guests because they tend to be less expensive, provide more space — including amenities such as kitchens that can lower the cost of eating out on vacation.
For Hotel Options Highlight Distance to the Venue, Transportation & cost-saving Amenities (free breakfast or parking)
Wedding shuttle or car service for the day
Wedding: Your wedding may include several events or be in a faraway location, which means that rides to your actual wedding can also be something you need to arrange. Including a shuttle or organising car service is a great way to take the hassle out of having everyone arrive on time.
Wedding ShuttlesIf your venue is not in the same place as that of hotels, you need to have shuttle service for weddings which will help guests commute between ceremony and reception. This means your guests do not have to worry about parking, they will all arrive on time or only slightly late depending if there is a bar at the wedding venue and it can even be a fun way to get the party started. It also provides an excellent way to make sure your drinking guests can get back safely to their hotels.
Transport from Hotel to Venue: If your venue is a little off the beaten path, setting up some sort of shuttle or car service to take guests(wherever that may be) from their hotel and bring them on over can make their lives so much easier. Some couples also provide transportation after the reception for guests who may need a ride home.
Provide Itinerary and What to Do for the Guests
Turn your out-of-state wedding into a mini-vacation by providing guests with suggestions for things to do or see in the area. It will inspire them to make a whole vacation of your wedding weekend, plus give them time to arrange work schedules around travel.
Develop an Event Itinerary: Create a comprehensive itinerary of all wedding times (and anything extracurricular you have planned for the weekend). That could be a welcome dinner, brunch the morning after or Encore event/s. Giving guests the entire schedule in advance lets them organise their travel and downtime around everything.
Local Attractions and Tours: Recommend local sightseeing, tours or nearby attractions. Letting guests know what there is to see and do. whether it be a renowned museum, a nearby hiking trail or that quaint little café on the corner will ensure they have an interesting journey. This will also allow your guests to experience the best of what your wedding location has to offer.
Be Transparent About Costs
Because your guests are going to have to pay, let them know upfront what they’re getting into at an out-of-state wedding. This enables them to plan financially and make educated choices.
Be Clear About the Price of Travel and Accommodations While you can’t control what your guests have to pay but everyone wants an idea of how much it will cost them so try to be realistic. One example would be to inform them of the average price to fly there or even an approximate cost for a hotel room. This will allow them to plan for it ahead.
Include Group Discount Options: Inform your guests about added savings on group discounts if you have been able to secure one, and also suggest that they book early for the best pricing.
Wedding gifts: Some couples might have a gift registry that specifically features experiences (such as a honeymoon fund) or group presents to help defray the attendant costs of travelling out-of-state for their wedding. Really though, it is a nice and practical way to say thanks for your time spent with us on our big day.
Welcome Bag or Gift for Guests
Many couples take the time to put together welcome bags for out-of-state guests, particularly if they flew in from across the country. A small goodie can express gratitude to your guests for travelling down the distance for most part from their destinations and arriving at your wedding.
Welcome Bags: Other essentials to consider are water bottles, snacks and local treats as well,a map of the area for those not local or have never visited before, a wedding itinerary and some other small items so your guests feel more at home earlier in the event.
Wedding Favours: On top of welcome bags, it is not uncommon for couples to have location-specific wedding favours. For instance, if your wedding is in a wine country, offer guests a small bottle of local wine or perhaps even a tasting voucher.
Conclusion
While it can be a little intimidating to plan travel and lodging for everyone at an out-of-state wedding, with some planning, attention-to-detail you will make your event easier, cheaper, as well fairer on all stakes. What this is telling us, to guests move easier and without stress in arranging their schedules as early as possible. You let them know about your wedding day and offer group deals on transportations ideas for local activities.
Ultimately, it will be the thought and care you put into aiding your guests in their travel navigation that makes everyone remember how special an out-of-state wedding is.
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