WEDDING WELCOME EVENTS - PART 2
How to Plan a Wedding Welcome Event
So now that you’re convinced a welcome event is worth it, let’s talk logistics.
- What are the different types of welcome events?
- When to host a pre-wedding event and why timing matters.
- Who gets the invite?
- And of course, who’s footing the bill?
In this post, we’ll cover all of these points. The good news is that there’s no one “right” way to do this. The goal is simply: to create a moment where people can get together before the big day.
types of welcome events
There's no one-size-fits-all.
Just like every wedding is different, so is every pre-wedding event. The sky is the limit. Well… budget is also a limit. It should be a reflection of you and the wedding destination. While rehearsal dinners are great, they definitely not the only option, especially if a formal sit-down dinner isn’t your vibe.
A few alternatives include:
- casual drinks at a bar or rooftop
- a relaxed meet-up with small bites
- or a shared experience that highlights the destination or culture of your wedding
PRO TIP
As a bilingual bride, I highly recommend making the most of your destination and giving your guests an experience they’ll remember. For example: a vineyard tour and tasting for a wedding in Tuscany, a sunset cruise by the sea, or a food truck night in San Miguel de Allende. At my wedding, we hosted an evening of cocktails and bites in the lavender fields of Provence – a guest favorite!
when
Timing matters.
Most welcome events happen the day before the wedding, and there’s a good reason for that. By then, the majority of guests have already arrived. It doesn’t require them to book an extra night or take additional time off work, which makes attendance much higher. That said, two back-to-back events can feel like a lot, especially for the bride. Be mindful not to overextend yourself, and don’t hesitate to ask for help.
You can also host it two days before the wedding, but keep in mind that the crowd might be the smaller. That extra night of accommodation and travel can be a deal-breaker for some guests.
PRO TIP
If your welcome event is the day before the wedding, don’t schedule it too late. The last thing you want is to wake up on your wedding day (or have your guests wake up) completely exhausted or hungover. You want this to feel like a warm-up, not a marathon. I’ve been to weddings where the excitement of seeing everyone again went a little too hard on night one… and you could feel it the next day!
on whose tab?
Let's talk budget. Honestly.
Every couple’s budget and cultural expectations are different and there truly is no right or wrong. You can decide to host drinks and light bites, host a full dinner, or simply pick a location and let guests pay their own way.
What matters most here is setting expectations clearly. If the event is on you, let guests know what they can expect. If it’s a casual meet-up where guests pay for their own drinks, that’s perfectly fine too – just be upfront so people can plan accordingly (for example, grabbing dinner before or after).
No matter which option you choose, remember your friends and family are there for you. This event is about gifting them more time with you, not about budget.
WEDDING WEBSITE WORDING
A simple line on your wedding website goes a long way in setting expectations. Here are two wording examples you can easily add under your welcome event details and adjust to your own celebration:
- Join us for a casual get-together to kick off the wedding weekend! Food and drinks will be available for purchase—come say hi and celebrate with us.
Let’s kick off the wedding weekend together! Join us for drinks and light bites on us as we celebrate before the big day.
who's invited?
Time to make yet another guest list.
Here comes another tricky question: who’s invited? This really depends on the goal of the evening. Do you want:
- Everyone there so family and friend groups can mix and mingle?
- Something more intimate with close family and the bridal party?
- A special thank-you moment for out-of-town guests who traveled to celebrate you?
We initially planned to invite only out-of-town guests but since everyone was traveling for our wedding, that alone was already a big group. At some point, we looked at each other and thought, let’s just make this for everyone. And I’m so glad we did.
Final thoughts.
Planning a wedding welcome event doesn’t have to be complicated or expensive. Whether it’s casual drinks, a relaxed dinner, or a simple meet-up, what matters most is creating space for connection before the big day. There’s no single formula, decide what version fits your guests, your destination, and your energy.
Once you’ve decided the what, when, who, and how, the final step is making sure it feels special. In Part 3 of this series, I’m sharing my favorite tips on how to make your welcome event truly memorable, from helping guests mix and mingle to setting the tone for the entire weekend.