Hosting a Wedding Welcome Party - 101
- Lynea D'Aprix
- Apr 9
- 5 min read
Updated: 7 minutes ago
Your family members and friends are all traveling in to see the big day... Should you do something the day before to kick off the wedding weekend?! Let's talk: Your Welcome Party! This pre-wedding celebration is your chance to set the tone, calm pre-wedding nerves, and give guests an unforgettable start to your celebration. If you're wondering how to host a wedding welcome party that your guests will rave about for years, you’ve come to the right place. Let’s break it down step-by-step! (And as always, take what you need! Use what applies to your needs/desires!)
Who Do You Invite to the Welcome Party?
Short answer: Everyone!
Traditionally, welcome parties were held for out-of-town guests as a way to thank them for traveling. But modern couples are all about inclusion and creating experiences, so today, it’s perfectly acceptable (and even encouraged!) to invite all your wedding guests—especially if you're planning a destination wedding or a multi-day affair.
Still, if you’re working within a tighter budget or prefer a more intimate vibe, consider inviting:
Your wedding party
Immediate family
Close friends
Out-of-town guests who arrived early
Anyone attending the rehearsal dinner (if separate)
💡 Pro Tip: If your rehearsal dinner is small and more formal, your welcome party can be the afterparty, open to everyone!
How Do You Invite Guests to the Welcome Party?
There are a few fun, practical ways to let guests know about your welcome party:
Include it in your wedding invitation suite.
Add a separate details card with the date, time, location, and dress code of the welcome party.
Create a wedding website.
List all events leading up to the big day, including maps, parking tips, and RSVP options.
Send a digital invitation.
Sites like Paperless Post or Greenvelope allow you to send stylish, custom invites for just the welcome party.
Mention it in your hotel welcome bags.
If guests are staying at a hotel, include an itinerary of the weekend’s events so no one misses out.
✅ RSVP tip: If you need a headcount for food and drinks, make sure to request RSVPs in advance!
Where Should You Host the Welcome Party?
Your welcome party should match the overall vibe of your wedding weekend, but it can also be a chance to explore a different theme or tone!
Here are a few location ideas based on style and guest count:
✨ Casual & Laid-Back:
Brewery or winery
Backyard barbecue
Beach bonfire
Rooftop lounge
Local park or garden
Hotel patio or pool deck
✨ Elegant & Elevated:
Historic estate
Art gallery
Upscale restaurant with a private room
Courtyard or vineyard
Yacht or chartered boat (hello, coastal weddings!)
✨ Destination Wedding Specific:
Local cultural venue (think: flamenco show in Spain or a luau in Hawaii)
Resort ballroom or terrace
Scenic lookout point with local catering
Beachside or cliffside cabana with cocktails
🌟 Bonus Tip: If your ceremony and reception are at one venue, the welcome party is your opportunity to show guests another part of town!
What Should Happen at the Welcome Party?
Here’s your welcome party checklist for activities and flow:
✅ Greeting Time
Make yourselves available to hug, chat, and mingle! This is your moment to connect with everyone before the busyness of the wedding day.
✅ Food and Drinks
You don’t need a full sit-down meal. Think:
Food stations or grazing tables
Passed hors d'oeuvres
Local cuisine (tacos in Mexico, pizza in Italy, BBQ in Texas!)
Signature cocktails or a local beer selection
✅ Casual Activities
To break the ice and entertain your guests:
Lawn games (cornhole, bocce, giant Jenga)
Live music or DJ
Photo booth or selfie wall
Trivia about the couple
Guestbook station with Polaroids or advice cards
Cultural performance (especially for destination weddings)
✅ Speeches and Toasts
Unlike the wedding reception where toasts are often reserved for the best man or maid of honor, the welcome party is a great time for more casual, heartfelt words. Suggested speakers:
The couple (say a few words of thanks and welcome)
Parents of the couple
Siblings or long-time friends
Hosts of the event (if not the couple)
🥂 Keep toasts short and sweet. You want to keep the party flowing... not become a TED Talk marathon!
Welcome Party Themes & Decor
While the welcome party doesn’t have to match your wedding colors or aesthetic exactly, a cohesive theme helps set the tone and keeps the vibe elevated. Here are a few ideas:
🌴 Tropical Chic
Perfect for beach or destination weddings. Think palm leaves, bright florals, tiki torches, and fruity drinks.
🌾 Rustic Garden
Use string lights, mason jar centerpieces, and wildflowers in an outdoor setting.
🎡 Backyard Carnival
Set up lawn games, popcorn, cotton candy, and a mini bar. Rent a few picnic tables and string up colorful flags.
✨ Disco Nights or Retro Vibes
Think: mirror balls, funky neon, 70s tunes, and cocktails with names like “Groovy Groom.”
🇮🇹 Local Culture
Use local colors, foods, and traditions for destination weddings like Italy, Mexico, Greece, etc.
Decor elements to consider:
Welcome signage
Personalized cocktail napkins
Photo backdrop with the couple’s name
Balloon garlands or floral arrangements
Themed tableware (bonus if it’s reusable!)
Scented candles or ambient lighting
🪩 Décor tip: Rent décor or use what’s already at your venue - don't overinvest in welcome party decorations if your wedding is the main design moment!
🥂 Secondary tip... If you pick a nice restaurant or a location with a view, you won't need to go overboard with extra decor! It's OKAY to keep this party simple and easy. Consider having a bridesmaid or family member help you plan this!
What to Include in a Welcome Bag (Optional but Awesome)
Hand out welcome bags at check-in or at the welcome party itself. Include:
Personalized note from the couple
Local snacks or treats
A mini bottle of water
Emergency items: mints, Advil, sunscreen
Weekend itinerary
Map or list of things to do nearby
Wedding hashtag reminder
Small keepsake (keychain, magnet, custom matchbox)
🎁 Optional upgrade: Add in a “hangover kit” for the post-party blues. Include electrolyte packets, sunglasses, and eye masks!
Sample Welcome Party Timeline
Here’s a sample two-hour timeline you can follow:
Time | Activity |
6:00 PM | Guests arrive, grab drinks, mingle |
6:30 PM | Light bites or stations open |
7:00 PM | Couple gives welcome speech |
7:10 PM | Toasts from family/friends |
7:30 PM | Activities & games / dancing / photo ops |
8:00 PM | Final round of drinks & thank-yous |
8:30 PM | Wrap up or transition to after-party |
Quick Tips for Hosting a Memorable Welcome Party
Keep it relaxed.This isn't the wedding day—make it fun and flexible.
Dress code matters.Let guests know what to wear! "Resort casual" and "garden party" are more helpful than just "casual."
Watch your timeline.Start early enough that guests aren’t too tired, and end early enough that you’re rested for the big day.
Don’t overspend.Save your main budget for the wedding itself. This party should feel joyful—not financially stressful.
Make it inclusive.Consider dietary restrictions, accessibility, and comfort for guests of all ages.
Do You Need a Welcome Party?
While it’s not a requirement, a welcome party is one of those extra touches that expands the time you get to spend with the people you love. It’s a gift to your guests and a warm-up for what’s to come: a relaxed, joyful way to say, “We’re so glad you’re here.”
If you're a couple who wants to make your guests feel appreciated, create moments of connection, and soak in the celebration a little longer, then yes: host that welcome party. Many times our clients reflect on the welcome party as one of their favorite memories!
Ready to plan your welcome party? Want more wedding weekend ideas? Subscribe to our blogs and follow me on Instagram for lots of wedding inspo and behind-the-scenes planning tips!
Happy Planning!!
Lynea
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