How to Plan a Welcome Party to Kick Off Your Wedding Weekend

Photo Credit: Katie Corinne Photography

Weekend-long weddings are on the rise, and for good reason. A welcome party the day before your wedding extends the celebration, allowing everyone to get to know each other and make fun memories before the big day. Here’s everything you need to plan the perfect welcome party, from the guest list to fun ideas that will have your loved ones talking all weekend long.

What Is a Wedding Welcome Party?

A wedding welcome party is a pre-wedding celebration that allows different groups of friends and family to meet before the big day. It’s a casual, inclusive event that lets you and your partner greet all guests upon arrival, often featuring food and fun activities. This is not to be confused with a rehearsal dinner, which typically involves only immediate family and the wedding party.

If you have a large number of guests coming in from out of town, a welcome party also gives them something to do if they arrive the day before.

Many couples treat their welcome party as a way to spend more quality time with guests, especially since the reception can fly by in a blur. With more weddings turning into full weekend celebrations, a welcome gathering is becoming a popular way to kick things off and get everyone excited for the wedding day.

The Core Details of a Successful Welcome Party

Photo Credit: Katie Corinne Photography

Here are the key factors to consider when planning a welcome party.

Guest List

A welcome party typically involves all of your wedding guests. That’s what sets it apart from a rehearsal dinner, which is limited to immediate family and bridal parties. Think of it as a time for friend groups and family to get to know each other so that they can freely mingle together on your big day. Keep in mind that some guests will not be able to attend if they can’t travel a day or two early, so be sure to send a link to RSVP for the welcome party.

Timing

The typical timeline of events including a welcome party would be:

• Day 1 (evening): Rehearsal and rehearsal dinner
• Day 2 (evening): Welcome party
• Day 3 (all day): Wedding and reception
• Day 4 (morning): Optional post-wedding brunch

Having the welcome party the evening before the wedding will be the most convenient timing for your guests.

Location

When choosing a location, find the perfect combination of fun and convenient. For example, you could see if the hotel your guests are staying in has a ballroom you can book. You may also look for restaurants or event spaces in the surrounding area. This can save your guests from traveling too far, especially if they’ve already had a long travel day.

How to Plan a Welcome Party That Wows

Here are seven things to do for a memorable wedding welcome party.

1. Send Out Invitations

Your invitations don’t have to be overly formal. Simply insert a card in the main invitation suite or send a dedicated e-invite. List important details, including the date, time, location, a dress code and the kinds of food and beverages that will be served. Send these invitations at the same time as the wedding invitations so guests can plan their travel accordingly.

2. Prepare Fun Activities

Planned activities are the secret ingredient that prevents awkward silences and helps guests connect. Some examples include an interactive photobooth and lawn games like cornhole. An unexpected after-party game, like mini golf, may encourage friendly competition, laughter and conversation.

3. Provide Welcome Gift Packs

A simple welcome kit for guests is a must-have, especially if you’re hosting a destination wedding. Fill a bag, tote or basket with practical items like pampering toiletries, a hangover pack, local snacks and a handwritten thank-you note. While it’s easy to add tons of extras, think about what your guests will truly need.

4. Plan the Menu

Choose mingle-friendly food that doesn’t require a knife and fork. Be creative and offer something unexpected, such as a station where guests can build their own sliders, an ice cream truck offering your location’s local flavors or beer from a nearby brewery.

5. Decide the Vibe

A welcome party shouldn’t be as extravagant as your wedding day, but you should think about what you want the vibe to be. Do you picture a sophisticated cocktail party with smooth jazz music? Or a laidback cookout in your backyard? Think about what your guests will appreciate most and what will reflect your personal taste.

6. Keep It True to Your Personality

Your welcome party is an extension of you and your partner. You might host your party at the restaurant where you had your first date, or choose a wine bar that serves your favorite selections. Have fun crafting the perfect playlist, writing personal welcome speeches and picking out what to wear.

7. Skip the Fancy Extras

It’s easy to have fun without spending a lot. There’s no need to go all out with wedding-style extras, such as a multi-course meal or big floral arrangements. All that matters is spending quality time with your loved ones.

Have a Fun and Memorable Welcome Party

Your welcome party is about connection, not perfection. The goal is to create a relaxed space where you, your partner and guests can catch up before the main festivities begin. See your friends meet for the first time, catch up with long-distance cousins and enjoy every minute of celebrating with your loved ones.

Author bio: Cora Gold is a wedding writer and editor of Revivalist magazine. She aims to inspire couples to achieve the wedding of their dreams. Connect with Cora on LinkedIn, Pinterest and Twitter.