How to Coordinate Out-Of-Town Guests
Accommodations, Transportation, and Sightseeing in Roanoke, Virginia!
As wedding planners, we focus a lot on making the big day perfect for our couples, but it's just as important to remember the experience of your guests, especially those traveling from out of town. Our role doesn't stop at the edge of the dance floor; it starts the moment our couple’s guests begin their journey to join us for the wedding weekend. Understanding the logistics and nuances of Roanoke, Lynchburg, the New River Valley (and beyond!) help us anticipate the needs of your guests, ensuring their stay is not just about attending a wedding but about experiencing the warmth and charm of the Blue Ridge Mountains. This local insight is a cornerstone of our planning process, ensuring that from the moment guests arrive until they depart, their experience is nothing short of exceptional.
Let’s walk you through our top tips to ensure every guest feels welcome, cared for, and part of the celebration from the moment they arrive until their departure. We'll cover everything from arranging comfortable accommodations to smooth transportation and providing suggestions for local attractions. Making sure guests have a seamless and enjoyable experience is key to creating a memorable event for everyone involved. After all, happy guests contribute to the overall success of the wedding, and a positive atmosphere throughout the weekend.
Accommodations: A Home Away From Home
When it comes to planning for out-of-town guests, choosing the right accommodations is a pivotal part of the wedding weekend, and here’s where the expertise of a wedding planner becomes invaluable. We go beyond merely finding places for guests to stay; we harness our knowledge and industry relationships to negotiate room blocks with local hotels or guesthouses. This ensures guests enjoy discounted rates and that there's ample availability.
When securing accommodation options for your guests, here are a few key areas that we as planners consider to ensure your guests' comfort and convenience. Offering a variety of accommodation options is essential so every guest can find something that suits their budget and preferences. Location is also paramount. Choosing accommodations near your wedding venue, with easy access to local attractions, allows guests to fully enjoy and explore the area.
Working with a planner comes in handy when securing accommodations for your guests right from the beginning. As planners, we can help negotiate the best possible rate, including special perks like breakfast, free parking, and shuttle service. Room block contracts and policies can also be confusing to understand if you aren’t familiar with them - are there minimum stay requirements, are you able to secure a complimentary room block or is there attrition involved, how many rooms should you book based on your anticipated guest count where you aren’t financially responsible for filling up the block. Working with your planner will help you select options that offer the flexibility you and your guests may need.
Transportation: Streamlining the Journey
Providing efficient transportation plays a crucial role in streamlining your guests’ experience. Based on the specific needs of your wedding and your guests, at The Planning Bee, we often recommend arranging shuttle services between your room blocked accommodations and wedding venue. Most of your out of town guests are unfamiliar with the area and traffic conditions so the simpler you can make it for them to travel to your wedding, the better their experience, and the less likely you will late arrivals for the ceremony.
Sightseeing and Local Attractions: Discovering the Destination
At The Planning Bee, we understand that your out-of-town guests are investing their time and resources to celebrate with you in the Blue Ridge Mountains, a place brimming with unique attractions and activities. We see it as our mission to enhance their experience, transforming their trip into a memorable mini-vacation, or even an extended getaway, around your wedding festivities.
Collaborating closely with the local tourism office to collect brochures and materials to include in welcome bags not only makes exploring Roanoke easier for your guests, but also adds a personal touch to their experience.
For guests that don’t frequently travel, navigating a new city can be a tad overwhelming, which is why using your wedding website to share essential info beforehand can be a game-changer. It’s the perfect spot to clue them in on where to stay, the best spots to make their trip even more memorable, and even to drop a little hint that there’s something special waiting for them upon arrival. Imagine their delight at finding a personalized welcome note and guide that matches the vibe of your wedding, filled with all the need-to-knows: the weekend’s itinerary, how to get around, and cool spots that hold a special place in your heart.
And because we at The Planning Bee are all about making your life easier, we sprinkle a little extra magic by including our contact info right in the guide. This way, your guests have a go-to for any questions, leaving you to soak in every moment of your wedding weekend without a worry. Think of it as our little wink to ensure your special days are as smooth and joy-filled as possible.
TLDR?
Reach out to us to discuss how we can make your wedding a seamless, joyous celebration. From securing guest accommodations to organizing transportation and curating a list of must-see local attractions, we're here to guide you through every step. Let's create an experience that’s not just a day to remember but a weekend full of cherished moments for you and your guests.
