Making the Most of a Remote Wedding Hotel

If you’ve chosen a venue that’s a little off the beaten path and your guest hotel is far from restaurants, coffee shops, or things to do: you’re not alone. So many thoughtful couples worry about their guests feeling stuck, bored, or unsupported when they travel for the big day. It’s a sign that you care deeply about the people coming to celebrate with you, and that’s a beautiful thing.

One of our brides recently expressed this exact concern: “I’m worried our guests won’t have anything to do, and they don’t have cars. I want them to enjoy their stay, not feel stuck.”

Whether your venue is in a rural area, a resort town with limited transit, or your hotel block just happens to be a little removed from the action, you can make your guests' experience memorable and seamless. Here's how.

1. Start With Reassurance: Most Guests Expect Some Inconvenience

Let’s start by easing your mind. Most guests don’t expect the wedding weekend to be 100% walkable or brimming with city-life convenience. They're prepared for a little travel, waiting, or downtime...it comes with the territory. Weddings often take place at venues that are secluded, beautiful, or chosen for sentimental value, not proximity to a Starbucks.

So if your guests have to rely on a shuttle or miss their morning latte run, they’ll manage. What matters more is how you prepare them and care for them—which you’re already thinking about!

2. Offer a Transportation Plan (Even a Loose One Helps!)

If your guest hotel is far from restaurants or entertainment, and guests don’t have cars, transportation becomes the #1 priority.

Here are a few ways to help:

🚌 Provide a Shuttle Schedule

If budget allows, offer a shuttle service that runs to key locations- especially on the day of your wedding and maybe once or twice for other events (like the welcome party or brunch).

Even one round-trip shuttle to a nearby town for lunch or dinner can make a big difference in their experience.

🚗 Partner With a Local Transportation Company

Consider negotiating with a local taxi service, rideshare provider, or private car service. Some small towns offer wedding packages with discounted group rates.

You can then provide guests with contact info, availability hours, and approximate pricing in your welcome materials.

🛵 Rentals or Group Car Hires

Depending on the location, you could suggest or even arrange rental options: a few minivans, golf carts (if the area is resort-style), or shared rides for guests staying together. Sometimes guests are happy to chip in for convenience!

3. Enhance the Hotel Experience Itself

If the surrounding area is lacking, help make the hotel a cozy, entertaining hub. This works especially well if many guests are staying at the same place.

🧺 Welcome Bags With Local Flavor

A well-stocked welcome bag can go a long way. Include:

• Snacks (especially local treats)

• Bottled water or canned beverages

• A printed list of food delivery options nearby

• A schedule of events

• Notes about transportation or carpool options

• A mini map with suggested walking routes (if any)

🎲 Lobby Lounge or Hangout Kits

Check if the hotel has a shared lounge or patio where you can place games, coloring books for kids, or even a few disposable cameras for fun.

Some couples go as far as renting or buying a few lawn games or leaving out decks of cards for impromptu bonding time.

🍕 Organize Low-Key Group Meals

Think of ways to feed people easily and affordably without having them venture far.

Some ideas:

• Arrange for pizza or takeout night at the hotel

• Host a casual breakfast or coffee hour the morning after

• Reserve a breakfast room or suite as a "hospitality room" where guests can gather

4. Guide Guests with a Digital Info Hub

A wedding website or digital info sheet can do wonders, especially when guests are unfamiliar with the area.

Make sure to include:

• A list of local food options (including those that deliver to the hotel)

• Suggested delivery apps or services (Uber Eats, DoorDash, etc.)

• A map with approximate driving/walking distances

• Ride-share tips or shuttle instructions

• Hotel amenities and operating hours (like breakfast times, pool access, Wi-Fi)

Bonus points if you include photos, travel time estimates, or even sample itineraries. Photo visuals are more powerful than you think!

5. Offer Suggestions for Free Time Activities

Even if there’s not much to walk to, there are usually some fun or relaxing things guests can do nearby.

Ideas include:

• A nature walk or trail nearby

• Visiting a local farm stand, winery, or distillery

• Hotel spa or pool use

• Board games or books in the room

• Scenic lookout points or Instagram-worthy photo spots

• A “coffee and chats” window in the morning for anyone looking to socialize

The key here is providing ideas so guests don’t feel lost or stranded.

6. Create a Mini-Event That Fills the Gap

If guests are arriving a day early or staying an extra day, hosting a casual get-together can go a long way in making them feel included and entertained.

Here are a few budget-friendly mini-event options:

• Welcome Drinks: Host a laid-back cocktail hour in the hotel bar or patio.

• Group Breakfast: Pick a time and meet in the breakfast area for coffee and conversation.

• Sunset Bonfire: If your venue or hotel allows it, a bonfire with s’mores is a huge hit.

• Game Night: Bring along trivia cards or wedding-themed games for an informal hangout.

This type of informal gathering helps guests connect and gives them something fun to do before the big day.

7. Communicate Early, Often, and Kindly

The best way to ease any logistical discomfort is simple: prepare your guests. Clear, kind, and early communication can turn a potentially inconvenient hotel stay into a smooth and enjoyable one.

Make sure your guests know:

• Where they’re staying and what’s around

• What transportation is available

• How to get food

• What events are happening and when

• Who to contact if they need help

Providing this in multiple formats (welcome bag, wedding website, signage) ensures everyone is on the same page, no matter their tech-savviness.

8. Include Comfort Items in the Experience

When guests are a little isolated, it’s nice to lean into the cozy vibe.

Encourage relaxation with thoughtful additions like:

• Soft blankets or robes in their room (or even gifted in welcome bags)

• Herbal teas or hot cocoa packets

• Bath bombs or mini lotions

• A “quiet hour” suggestion post-wedding for guests to unwind

This is a next level kind of step, but comfort goes a long way!

9. Let Go of the Guilt. You’re Doing a Wonderful Job

Finally, remember this: your job is to plan a wedding that reflects your love and brings people together.

You are not responsible for every second of entertainment your guests have during the weekend.

Guests are adults who are happy to be invited, and who are more adaptable than we give them credit for. Your thoughtfulness and effort already put you above and beyond.

So if your hotel is a little removed from town? That’s okay. Your guests will feel cared for because you are caring for them, and that’s what truly matters.

If you're a wedding planner or couple who’s been in this situation, we’d love to hear what worked for you. Email us at theweddingtalkllc@gmail.com or connect with us through our Contact Form.

Need help planning your wedding? Looking for a photographer or videographer to work your wedding weekend? Let's chat!

Happy Planning,

Lynea