Need all the ways to communicate with your wedding guests? You’re in the right place!
For the majority of weddings, we have the standard ways to communicate with wedding guests. You know what they are. The save the dates, and invitations. Of course, there may be an initial social media announcement, the wedding website, or just information that is shared as needed with those who ask. However, there may be better ways to communicate with your wedding guests.
The thing with weddings is that the plan can change in an instant. Weather can get in the way of an outdoor ceremony. The venue can change the start time. Or, you may just want to share a tidbit on parking or attire with your wedding guests. While save the dates and invitations are great at sharing the big informational items, they don’t share it all. And, they are static with their information. This is why you need other ways to communicate with your wedding guests.
The Eight Best Ways To Communicate With Your Wedding Guests
This post is going to share with you the eight best ways to communicate with your wedding guests. The tips in this post are not going to replace the tried and true save the dates and invitations. They are going to enhance your ability to communicate real time changes and advice to your guests, though. Every guest is different, and everyone has a “best” way to reach them. If you combine the tips in this post, and need to share new information with everyone, you’ll get it to them all. Promise.
Let’s get into it!
1. CREATE A SOCIAL MEDIA GROUP
In this new age of communication, social media groups are a very easy and efficient way to share information with a large group of people.
The set up is easy to do. All you need is to go on Facebook (or another platform, if you’d like), and create a private group. Invite everyone who has an account and is invited to your wedding to join the group. From there, you can post information as needed. If you keep the group active, it will surely show up on your guest’s feeds, and they will see the information you share. Or, you can tag @everyone to make sure they get the right notifications.
2. COMMUNICATE WITH YOUR WEDDING GUESTS WITH A GOOD OLD FASHIONED PHONE TREE
Do you know what a phone tree is? If not, let me explain it to you.
A phone tree is when you call three people to relay some information. Those three people call three more people. And those people call three more. It helps communicate information to a large group of people in a short amount of time, with minimal effort from any one person.
Now, of course, you can do a text tree as well. More on that later. However, sometimes phone is best. Information can get lost in translation with texts, and some guests appreciate a phone call.
3. GET YOUR WEDDING WEBSITE DIALED IN
Now, I know that not all guests will visit your website. However, some will. And, you need to make sure the information on it is up to date and accurate.
When it comes to your wedding website, more is better. Make sure it’s easy to find information as needed. New information, such as a change in venue or time, should be front and center. Make it easy for guests to visit your website and make it clear that they should visit it right before your wedding, just in case anything changes from the invitation.
For more tips on setting up a wedding website, or frequently asked questions that belong on your wedding website, check out the links provided.
4. COMMUNICATE WITH YOUR WEDDING GUESTS BY HAVING A MASS EMAIL LIST HANDY
You know what’s an easy way to communicate with your wedding guests? A mass email thread.
Of course, sending a mass email is easier said than done. You do need to have up to date email addresses for all your guests. I suggest that when you collect their mailing addresses, you also ask for their best email address. When it comes to mass emails, you also need to watch out for emails going to guest’s spam folders, or just being missed. It’s not a foolproof way to communicate with your wedding guests, but it can be helpful.
In order to send a mass email, you can use your regular email address, or a free service like Mailchimp.
5. KEEP EVERYONE’S CELL NUMBER HANDY FOR A MASSIVE TEXT THREAD
I mentioned it above, but let’s delve into massive text message threads and how they can help you communicate with your wedding guests.
When it comes to text threads, tread lightly. Text threads are great for the right group. People that know each other. Those who have each other’s numbers. Guests who like text messages. Massive text threads, though, for people who don’t know each other, and may not want to have a mass communication and a bunch of responses from strangers, may not be the best way to communicate.
So, if you have an urgent message to send to your wedding guests, go for the thread. However, beware that a million responses may come in and there will be questions. Be clear about the message, and be tuned in to respond to any incoming texts.
6. SHARE ALL RELEVANT INFORMATION ON WEDDING INVITE INSERTS
Let’s dial it back a little and go old school.
Yes, I mentioned that save the dates and invitations are a static, but needed way to communicate with your wedding guests. They are meant to share the big details of your wedding. If you’d like to share information about smaller details, like the location of your venue, your registry information, or tips for your guests, consider putting them on wedding invitation inserts. These little cards can be a great way to share information with your guests.
With the invite inserts, bonus points if they can be tucked into the wedding invite itself for safe keeping. And, as always, weigh your complete invitation and inserts before applying postage so you know the exact cost to send.
7. COMMUNICATE WITH YOUR WEDDING GUESTS BY PUTTING A NOTE IN YOUR WEDDING WELCOME BAGS
Are you considering a wedding welcome bag? If so, and need information on them, check out this post.
A wedding welcome bag is a small little goodie bag that you provide to guests who are staying at your wedding hotel or accommodations. The bags are filled with things like snacks, water, and whatever you’d like to add to them. For an added touch, leave a note in the bag with relevant things your guests should know. This can range from restaurants and activities you recommend in the area, to a total wedding day schedule. You can also add tips on transportation, weather reports, and attire.
8. UTILIZE SIGNAGE AT YOUR WEDDING
Once your wedding guests are at your wedding, it’s important to keep the communication going.
Yes, this can be done with a Master of Ceremonies and a good DJ. However, you’ll still want to consider wedding signage to help guests know certain things. For example, signs with arrows that show them where to go. A welcome sign that confirms they are in the right place. Signs for the gift table. Signs for the appetizers so guests know what they are eating. We had a drink menu sign that came in very handy for our guests and kept the drink line moving. Bathroom signs. Table signs. Signs, signs, signs.
The thing is, the more signs the better. Your guests will appreciate the added information and there will be less confusion all around.
THOUGHTS ON THE BEST WAYS TO COMMUNICATE WITH WEDDING GUESTS
Friends, it’s very important to communicate with your wedding guests any time there is a change or something for them to be aware of. This will help reduce confusion, make your guests more aware of what your wedding will be like, and enhance the guest experience. Choose the best ways to communicate with your wedding guests based on your time limits, your guest’s preferences, and what works best for you and your wedding. Happy wedding planning!
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