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Easy Ways to Communicate Important Info to Wedding Guests

Besides the dreaded group text.

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Photography by: Elizabeth Messina

So much info, so little time! Planning a wedding can be a tall task for the non-event planners out there, and one huge piece of the puzzle is getting all the necessary information sent out to guests in a timely manner. From paper materials to websites to phone calls, here, we cover what to chat about via every communication tool out there.

 

In print

Save-the-dates are pretty standard these days. They don't cover a lot of information—usually just the date, location, and URL for your wedding website. If you're having a destination wedding, you may be tempted to add travel and lodging info to the save-the-date, but we recommend saving it for the website so guests can reference it as needed.

 

Invitations are the next form of printed communication you'll send out for the wedding, and they're typically mailed out 8-12 weeks prior to the wedding. If there's anything about your wedding that guests absolutely need to know, you may want to include an insert or two with the pertinent info. Shuttles, lodging, and a schedule for the weekend's festivities are all included in the insert. This info will also go onto your wedding website, but it's good to be redundant here in case anyone hasn't looked at the site.

 

Throughout the wedding weekend, there are a few options for getting helpful info to guests. Welcome letters are a great platform for greeting guests and reminding them of the weekend's agenda and shuttle schedule. If most guests are staying at a hotel, you can also have notes delivered to their rooms during turndown service. This is a great way to thank guests for attending the wedding weekend, but not the best way to communicate important info quickly.

 

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Online

Wedding websites are incredibly helpful for communicating with guests. Be sure to go with an option that's mobile-friendly (like our wedding websites!), as some guests will reference the site during your wedding weekend for details on the agenda and locations of events.

 

The best wedding websites are usually a work in progress from the time they're launched (usually when you send the save-the-dates out) until the wedding weekend, being updated constantly as new information develops. You want your site to be visually pleasing of course, but most importantly it should be informative and include every detail of each wedding event (start and end time, address, suggested attire).

 

Last resort

If something changes at the very last minute—let's say the shuttle schedule or ceremony time changes due to rain—the best form of communication is the good old-fashioned phone call. Divvy up the guest list among your parents and a few select friends, and assign everyone with a group of guests to get the new schedule information to.

 

The gut instinct with this might be to send a mass text, but you can be sure that'll annoy everyone with the flood of responses. A phone call or direct message should do the trick. Be sure to call on others for help with this, as you and your fiancé will likely be getting ready for the wedding. If guests are staying at a hotel, you may be able to enlist the concierge desk's help with this as well.

 

Social media

Social media serves its wedding purpose best as a photo sharing and follow-up communication tool during and after the wedding. Coming up with your own social media hashtag for your wedding is an awesome way for guests to post photos of your wedding for you to check out later. Be sure to mention it on your wedding website and in your paper materials!

 

Save-the-Date Basics: When to Send Them, Who Gets Them, and More
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