In the not-so-distant past, it was normal -- even expected -- for a person to grow up in the same city (and even the same locality) as grandparents, aunts, uncles and assorted cousins. While this kind of idyllic (or not-so-idyllic) situation certainly still exists today, it's much more likely that your friends and family will be somewhat more far-flung. So while you plan each aspect of your wedding experience, take a moment to recognize the special effort made by those guests who will be arriving by planes, trains, and automobiles in the days preceding the main event. With that in mind, here are some ideas to help you make your guests' stay easier, and plan the perfect 'welcome,' without breaking your budget.
Welcome To The City
Your outstation guests may not be familiar with the city you are getting married in. So don't expect them to find their way around as soon as they land. It would be expected of you to organise airport / railway station pick-ups and drop-offs for wedding guests. It's ok if you can't go personally. Get family or a close friend to take charge of the airport / railway station transfers. In such case, it's a nice touch to send a personal note. Prepare these well in advance and hand them over to the person in charge.
It is also a good idea for the receiving party to carry placards with names of the expected guests to avoid confusion.
Room Sweet Room
You need to book rooms at hotels or guesthouses close to your wedding and party venues. If you plan a lot of get-togethers at your home, it may be a good idea to make sure the rooms are close to your home as well. Clubs are usually a good budget option. Another option is to rent an entire bungalow or 'kothi', which has several rooms and a functional kitchen. This could help you save some money. You have to decide at the outset, who will be paying for the guests and plan the billing accordingly.
Optionally, friends and family may be requested to put up some of the guests, especially if it's for a short duration. But do let them know as soon as you can so that they may plan accordingly.
'Pet' Puja: Organising Food
Nothing hits the spot more after a day of airline or train food then an assortment of yummy treats waiting in the hotel room. But before you pick up the phone to order the standard fruit basket, think for a moment about the message you want to send. A gift tailored to your friend or family member's individual tastes will often speak louder than a generic snack pack -- no matter how extravagant. If you know that your uncle has diabetes, make sure to put a basket of snacks ok for diabetics. Similarly, why not have a basket of chocolate cookies and milk for your cousin who has two young children? Your friends might be thrilled to find some champagne and strawberries chilling in their refrigerator. If your out-of-town guest list is too extensive to afford such personal attention, consider gift baskets stocked with local goodies to give your guests a taste of the area. A small seasonal fruit basket, a silver tray filled with dry-fruits or a box of mithai would be perfect welcome gifts.
This is not only a great welcome to your guests but will also be much easier on your wallet than room service!
In addition to welcome treats you also need to pay attention to regular meals for the guests during their stay. You need to take extra effort while co-ordinating with the kitchen for any special menus for the guests. In addition to the meals you will also need to provide for in-between snacks, tea and coffee. Also, you need to keep in mind any guests who may have medical conditions like diabetes, heart ailments, expectant mothers and young children.
Transportation
You will need to provide transport to allow for the guests' shopping, sightseeing trips etc. Also conveyance to and from the event venues needs to be arranged for. A good idea is to number the cars belonging to the wedding party. Then stick a label identifying the wedding party the car belongs to. Let each guest know what number car is at his or her disposal and you can assign one car to 4-5 guests to share so as to avoid confusion.
To limit your expenses ask family and friends if they can lend their cars and chauffeurs for the duration of the wedding celebrations. In addition, you may also want to provide each guest with the number of a car rental in case they want to hire their own car for extended sightseeing or personal use.
What Next? An Itinerary Please!
A printed itinerary informing the guests of the daily ceremonies and functions and also the free time they have is a great idea. It allows the guests to schedule their time conveniently. Also the itinerary must include important addresses like the bride and groom's home address, the venues and the place where the guest is being put up so that the guests can move around and enjoy the new city freely. A map with directions would be an added plus.
Mother's Helper
If your guests will be arriving with small children in tow, why not greet their parents with a little post-travel relief? Prepare a kid's activity pack with age-specific games and activities to keep the little ones busy while their parents take a well-earned rest. Be sure to include any batteries, pens, and paper that might be required and avoid anything particularly noisy or messy. You might also want to steer clear of any toy guns or weapons, unless you know in advance that the parents would approve. Those extra large boxes of crayons are generally a safe bet, and travel versions of board games work well if there will be several children within the same age group. If you haven't the foggiest idea about your five-year-old niece's idea of fun, check with your local toy store. Odd are, the salesclerks can point you in the right direction.
You could also organise a trip to the local zoo or museum to keep the kids entertained for a few hours. The parents would really bless the couple then!
Etc.'s: The Finishing Touches
Having settled your guests in with minimum fuss, there are still small things that might crop up. You also need to enquire about any special needs they may have and make sure those are taken care of. (E.g.: A non-AC room, Internet connections, and special needs of pregnant women or new mothers.) The best thing to do is assign someone to act as a troubleshooter for out of town guests. Guests may also require assistance in handling airline ticket changes, reservations and train tickets.
Another option is hiring professionals to take care of your guests if your budget allows for it. Guest hospitality specialists in addition to the above-mentioned services, also provide services like arranging for baby sitters and entertainment for children. All this ensures that your guests have a good time and are completely at ease during the entire wedding celebrations.
All the above can be planned in detail much before you actually reach the city or country where the wedding is to take place. This will not only make your guests comfortable but you too will be at ease and will be able to devote all your attention to enjoying the ceremonies.
