Designing a visually stunning event is undoubtedly one of the main objectives when planning a wedding, but an equally important aspect is curating a memorable guest experience. Prioritizing guests is key to leaving a lasting impression because, after all, how you make people feel matters most.
We asked Reagan Kerr, founder of Reagan Events, to share her top ways to put the guests first. Dive into the insights below to discover how to infuse love, care, and hospitality into your wedding, creating an unforgettable experience without compromising your vision.
MEET THE EXPERT
Reagan Events is known for distinguished design and flawless execution, curating events worldwide. As proper southern women, this team is fiercely dedicated to etiquette and formalities, yet hunger for the unexpected and occasional bending of the rules.
Reagan Kerr, the founder, is a professional hopeless romantic, planning weddings and fêtes for all of life’s moments worth celebrating. She believes no dream is too big or detail too small. Reagan appreciates thoughtful design and impeccable service. Her greatest inspiration stems from the love she sees in others.
All the images below showcase weddings planned by Reagan Events.
1) Clear Communication
From save-the-dates and the wedding website to arrival information and texting services, guests must have all event information at their fingertips. Make the experience turnkey, from booking their travel and planning their attire to arriving onsite and being guided gently and effortlessly throughout the weekend. Making things easy is the first step to an enjoyable experience and is such a gift to your guests who are putting in the effort to be there for you.
2) Travel Tips
As guests begin to plan their travel, be sure to offer suggestions of things to do while at the wedding destination. Curate a list of sites, shopping, eats, drinks, tours, etc. Provide links to book spas, golf, and excursions. Offer hair and make-up providers, babysitters, and tailors. Connect them with the resort’s guest experience concierge if they have one. Allow your guests to turn your wedding into a mini vacation and get away for themselves.
3) Convenient Transportation
Ensuring that guests are informed about transportation options well before their travel day is crucial. Some destinations may be so remote that Ubers are not readily available, and a hired car must be arranged in advance. Don’t let your guests discover this the hard way upon arrival, as it can create a less-than-ideal start to their experience. Consider offering airport shuttles around the prime arrival and departure flight times if necessary. Recognizing that travel can be stressful, showing care in facilitating transportation, and warmly welcoming guests is a considerate gesture. Once on the property for the event, providing group transportation to and from all festivities becomes essential for a seamless experience. And, of course, ensure all of this information is on the wedding website, and the welcome itinerary guests receive upon arrival.
4) Welcome Amenities
After a day of travel, there is nothing nicer than being greeted by a small gift and another touchpoint of information, once again taking the pressure off your guests to remember and know where to be and when. Greet your guests with something that they can enjoy immediately. Reagan says: “We love a nice bottle of wine paired with an intentional, local snack. Who wouldn’t adore that?”
5) Request Dietary Restrictions in Advance
One of the simplest ways to make your guests feel cared for is by requesting their dietary restrictions in advance so that their meals can be prepared accordingly. In a room of 300 people, acknowledge and take care of those guests, gluten-free, tree nut allergy, pescatarian, etc. They will feel intimately considered and cared for.
Photo: Lauren Jonas
6) No Bar Lines
There is nothing worse than not being able to get a drink when you want one. “To avoid the lines, tray pass beverages to alleviate the bartenders, hire more bartenders than you need, and, my favorite…add a little champagne station in the ladies’ lounge,” Reagan says. “The women congregate in the restroom anyway, so why not elevate their pampering pit-stop experience?”
7) Assigned Dinner Seating
It may be unexpected, but taking the pressure off your guests by telling them where to sit versus leaving them guessing or awkwardly worrying about who to pose with is a welcome gesture. Pair guests thoughtfully with others who you know they will enjoy. Facilitate their good time.
8) Create a Beautiful Table
“I’ve always considered a well-designed table the ultimate gift for your guests. A lovely place to sit, enjoy a meal, and visit with loved ones,” she says. Top it off with a personalized menu that guests can take home. There is something about seeing your name calligraphed intentionally on something as special as a dinner menu that reinforces that the hostess has carefully considered your presence and place at the table.
9) Offer Comfort
Have pashminas draped on the back of guest chairs or rolled up in baskets with the lounge on chilly nights. For warmer days, offer cool, scented hand towels for an instant refresh. If the reception is on grass, have heel protectors readily available for women so their heels don’t sink. Be prepared for comfort in all ways.
10) Consider Favors
Everyone appreciates a nice little souvenir to bring home. These can be simple little items that are easy to toss into a carry-on. “Matchbooks are back in a big way, and who doesn’t love a collection to style their at-home bar? For a more custom gift, bringing on an onsite watercolor artist to paint portraits of guests is another memorable takeaway that is immersive and beautiful”, Reagan says.
11) Delight and Surprise
What fun, unexpected elements can you incorporate to enhance the guest experience? Is it as simple as a late-night passed food item or a glam bar in the women’s restroom where they can have their makeup touched up? It’s a goodnight note, a pillow snack, or something sweet to say thank you that can be sent to your guest rooms during turn-down service. Going the extra mile will make your guests feel fully cared for and appreciated.
