Guests who travel to your wedding spend real time and money to be there. A welcome bag waiting at their hotel is a small way to say thank you and help them settle in. It is completely optional, and it does not have to be expensive. A few useful items and a warm note go a long way.
Who gets one
Most couples give welcome bags to out-of-town guests staying in the hotel room block, since those are the people who benefit most from a snack, water and a schedule after a long drive or flight. You might also include the wedding party and close family. Count your bags from your guest list, plan one per room or household rather than one per person, and make a few extras for last-minute arrivals.
The essentials
- A welcome letter with the weekend schedule, addresses, shuttle times and a phone number for questions
- Water, especially for summer weddings or guests arriving after a long trip
- A sweet and a salty snack, ideally one that is easy to eat in a hotel room
- Something for the morning after, such as pain relievers, mints, lip balm or a coffee voucher
- Weather helpers that fit the season and setting: sunscreen and bug spray outdoors in summer, hand warmers or a small umbrella in cooler months
North Carolina touches
A few local items turn a welcome bag into a little introduction to the state, especially for guests visiting for the first time:
- Moravian cookies, the thin spiced cookies associated with the Winston-Salem area
- Roasted or seasoned peanuts, or sweet potato chips or treats; North Carolina grows a lot of both
- A small bottle of barbecue sauce, with a note on whether you are an eastern or western style household
- Honey, jam or coffee from a local producer near your venue
- A postcard, map or short list of your favorite spots in town
Buying from small makers near your venue is a nice way to support the area your guests are visiting. For anything homemade or food from a bakery, check with your hotel on what they allow, and label items clearly for guests with allergies. A local bakery may also offer small packaged treats.
The welcome letter
The letter is the most useful thing in the bag. Keep it to one page and include:
- A short thank you for traveling
- The schedule for every event they are invited to, with times, addresses and dress code
- Shuttle or parking details. Our wedding transportation guide covers shuttles and timing.
- Your wedding website, and a phone number for a point person who is not you
- A few nearby suggestions for meals, coffee or a walk
If you are already working with a stationer, ask whether they can design the letter and a tag to match your invitations. Our guide to wedding stationery covers the rest of the suite.
Budget and assembly
- Set a per-bag budget, multiply by your count and add it to your wedding budget. A simple bag with water, two snacks and a letter is perfectly lovely.
- Buy in bulk, and choose a reusable tote, box or paper bag that fits everything without looking empty.
- Assemble the bags a week or two ahead in an assembly line with friends, and keep anything perishable out until the last day.
- Avoid items that melt in a hot car or hotel lobby, like chocolate in summer.
Getting the bags to guests
Most hotels will hand welcome bags to guests at check-in, but policies and fees vary, so ask when you set up your room block. Our guide to guest accommodations and room blocks covers what to ask the hotel. Give them a list of names, label each bag clearly, and confirm where and when to drop them off.
If guests are spread across vacation rentals, hand bags out at the welcome party or rehearsal dinner instead. Our guide to planning a rehearsal dinner has ideas for that evening. And if you would rather someone else handle all of this, a wedding planner can coordinate bags along with hotel logistics. You can find planners and other vendors near your venue by searching the directory.