Top tips on when to communicate with your guests…
When you are planning your wedding it is important to consider what, how and when you will be communicating with your guests.
We break up the guest list into an inner and outer circle, your inner circle of people who could include:
- Immediate family
- wedding party
- MC
- people who are really special to you and will be with you for getting ready etc
- Those who are involved in the ceremony
- people that may require some more special attention or slightly more extended family
- Somebody who is slightly older or less able
This inner circle will need a little bit more information than the rest of your wedding guests, we would call your general wedding guests your outer circle.
When you are thinking about communicating with your guests, different people need different levels of information, your inner circle really need to know the structure of your wedding, they don’t need to know every single detail, but they certainly need to know where they’re supposed to be and what they need to be doing. They also need to have a good understanding of the general timings of the day, this will help them feel confident that they can help and be there for you.
The special people like extended family or someone who is slightly older or less able also need to know the main timings of the day. For example, if a guest has a small baby, it is super helpful for them to know the timings of the day so that they can plan for feedings etc. Similarly, if you are getting married outside on uneven ground, this information would be helpful for someone elderly or less able, so they are aware of the circumstances – you may need to organise a car to take them closer to the ceremony or work around their needs.
The outer circle, your general guests, need to know where they need to be and what time they need to be there. For example, ceremony location and time, transport pick up and timings etc. Also if you are planning on having welcome drinks or a next-day event, this information should be communicated with your guests well in advance so that they can plan their time.
In terms of WHEN to communicate with your guests, we recommend sending out the save the dates, as soon as you have your date confirmed, it is absolutely acceptable to send out your save the dates via a digital format. Depending on how far your guests have to travel, between 9 and 6 months prior to your big day your guests should receive their invitations. This is also when you let your guests know about pre-wedding drinks, post wedding BBQs etc.
6 weeks before your wedding, is when you should let your special guests know about anything that is pertinent to them. You could say something along the lines of: “we are so excited that you are coming to celebrate our wedding, just to let you know, so you can make arrangements, this is the general running of the day”.
Also 6 weeks out, give your inner circle any information that they need to fully understand for your day, this will be a slightly refined version of your runsheet, and includes…
- Hair & Make up
- Transport
- Ceremony location and time
- When photos are happening and if they will be needed for photographs
- Where these photos will be taken
- What will be happening around canape time
- When everyone will be seated for dinner
They wouldn’t need to know EVERYTHING, but just where they should be and when, so they have a clear knowledge of how the day will run.
By giving your guests all the information they need in good time before your wedding you will be able to avoid all those last minute questions and enjoy the lead up to your wedding. x