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How to Create a Heartfelt Guest Experience

Wedding planning can be a beautiful and exciting journey, but it can also be overwhelming and stressful. One important aspect that is often overlooked is how to create a memorable and heartfelt guest experience. The goal is to ensure that your guests feel appreciated, valued, and comfortable throughout your celebration. Below are 10 ways to create a heartfelt guest experience that will have everyone talking about your wedding long after it is over.

3-panel lattice with floral arrangements, neon light reads "It was always you" - heartfelt guest experience

Wedding Planner: Jaclyn Watson Events // Florals: Nectar & Root // Venue: Topnotch Resort

  1. Assist with LodgingOffer to help guests find a place to stay by providing information on nearby hotels, bed and breakfasts, and AirBnbs. If you have a block of rooms reserved, make sure to let your guests know and help them with the reservation process. This small gesture will show your guests that you care about their comfort and well-being. If space near your venue is at a premium, be sure to secure those AirBnb rentals well in advance. That way, you can transfer the reservation to one of your guests later on.
  2. Make a Wedding WebsiteCreate a wedding website to keep all of your guests informed about the details of your wedding. You can include information about the ceremony, reception, and transportation, as well as the schedule of events. This is a great way to make sure everyone knows what to expect and can plan accordingly. It’s also a great way to give guests a glimpse into the couple’s story and how they met. Don’t forget to include a section for RSVPs so you can get an accurate headcount for your big day.
  3. Welcome PartyWhether it’s a casual get-together or an elaborate event, a welcome party is a great way to kick off your celebration and help guests feel at home. You could have a casual dinner, a drinks and appetizers reception, or even a dance party. Be sure to take the opportunity to introduce family and friends to each other.
  4. Personalized Gifts / NotesAdding a personal touch to the guest experience can go a long way. Whether it’s a welcome gift in their hotel room, a personalized note at their place setting, or a small token to take home, guests will feel appreciated and remembered. This can be especially meaningful for out-of-town guests as a way of thanking them for being part of your special day.
  5. Interactive Cocktail HourCocktail hour is a great opportunity to get guests interacting and having fun together. Add some excitement by setting up activities like a wine tasting, mixology classes, a build-your-own-drink station, or even lawn games. This will not only provide entertainment, but also give guests a chance to bond and make memories.

    a lively wedding reception, outdoors, under a large white tent - heartfelt guest experience

    Wedding Planner: Harlow & Dahlia Events // Tent: Undercover Tents // Florals: Nectar & Root // Band: East Coast Soul

  6. Polaroid Station / Photo Booth – Surely, capturing memories is an important part of any celebration. A polaroid station or photo booth gives guests a chance to snap a candid of themselves and take a physical keepsake home with them. Consider providing props and signs for a fun twist. Encourage guests to write messages to you in a guestbook and stick a polaroid in next to it. You’ll end up with some adorable, one-of-a-kind photos to cherish for a lifetime.
  7. Interesting FavorsYour guests will appreciate a thoughtful and useful favor as a thank you for attending your celebration. Consider providing edible treats like custom-labeled gourmet popcorn or handmade chocolates. Or choose a practical gift like a mini succulent or a monogrammed wine stopper. Choose locally made items that are meaningful to you or reflect the location or theme of the wedding.
  8. Hotel Care PackageGive your guests a warm welcome by putting together a hotel care package. This could include snacks, a bottle of wine, or a few toiletries, and maybe even hangover remedies! Coordinate with the hotel where your guests are staying as they commonly field this type of request. The staff will help make sure a care package is waiting in your loved one’s room when they arrive. These provisions will show your guests that you care about their comfort and well-being. A thoughtfully crafted care package is sure to make your guests’ stay even more special.
  9. Live Music / PerformancesAdding live music or other performances to your celebration can bring an extra level of excitement and entertainment to your guests. Consider booking a local band, DJ, or even a dance troupe to keep your guests entertained throughout the night. If your wedding is in New England, the Men in Black are a tour-de-force in entertainment!
  10. Trivia about You – Add a fun and interactive touch to your reception by incorporating a trivia quiz about the two of you. Trivia can be a fun and lighthearted way to get guests talking and interacting. They will learn more about you and your relationship while competing to see who knows the most! 
wedding couple walks across green grass with mountains in the background at the wilburton inn in vermont

Venue: The Wilburton Inn // Florals: True Bloom Farm // Dress: Sareh Nouri // Hair Stylist: Britt Bridal Hair and Events

For more guidance on planning your wedding, read up on 10 Unique Ideas for your Ceremony and How to Mindfully View Your Wedding Photographs.

Contact Julia to inquire about your wedding.

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