Out-of-Town Guests
E Komo Mai!

Christa Vagnozzi
TheKnot.com

Whether you have always lived in the area or are just popping in for a long week to say “I do,” a wedding in Hawaii means one thing: plenty of out-of-town guests (30 to 40 percent of your guest list to be exact). And not only will they be coming for the weekend—since this is the Aloha State, many will want to plan their annual vacation around your wedding. Here’s our eight-step plan to show your appreciation and welcome them in style.

Step 1: Reserve Rooms

While it may be your guests’ responsibility to book—and pay for—their accommodations, there are some things you can do to ease the process. First, do some research. Find at least three hotels in a wide price range that are near to your reception site. Second, negotiate. Secure a block of rooms at a discounted rate at these hotels as soon as possible. Hotels usually guarantee the price three days prior to and three days after the wedding date, for anyone who wants to extend their trip. 

Step 2: Get the Word Out

To guarantee a strong showing at your wedding, notify guests of your date as soon as possible via save-the-date cards sent at least six months in advance—eight months if your wedding falls on a holiday weekend such as Presidents’ or Memorial Day. On the save-the-date, make sure you inform guests of the events surrounding the wedding so they can decide for how long they should book their trip. You’ll also want to include airport information and hotel specifics (for example, certain places might have two-night minimums). If you have a wedding website, include links to the hotels on the site so guests can just click and reserve.

Step 3: Prepare for Arrivals

Since many out-of-towners will be traveling by air, transportation to the wedding locale may be an issue. You are not required to provide transportation, but, it’s definitely a nice gesture to rent a minibus or stretch limo if it fits in your budget. Or, designate a close friend or family member to pick up important guests. The bride and groom shouldn’t worry about running around to greet everyone individually—that’s what the rehearsal dinner and welcome party are for!

Step 4: Welcome Them

Comfort the jet-lagged and travel-weary with a little surprise in their hotel rooms: a welcome bag. Do something that is uniquely Hawaii. This could include filling up beach pails with coconut and pineapple candies, bottles of water, sunscreen, and disposable cameras. Also remember to include logistical information about the wedding weekend such as a detailed schedule, map of the area with driving directions, local brochures, emergency numbers, and menus.

Step 5: Help Them Plan

It’s no secret that Hawaii is a playland for adults and children alike. But recommendations from the bride and groom are always helpful, should your guests find themselves with a few hours of free time during the weekend. After they’ve accepted your invite, mail guests a separate packet with a cover note and tons of information about sightseeing attractions, restaurant reviews, and more. Consider making two versions of the packet: one for couples with children, and one for those without.

Step 6: Host a Meet-and-Greet

Traditionally, out-of-town guests are invited to the rehearsal dinner, but since you will most likely have more than the norm (anywhere from 30 to 100 people), you need to think big. Find a venue that has a private room or a smaller restaurant you can reserve for the night. Or, see if the hotel where the majority of your guests are staying has a space. If you would rather keep your dinner on the smaller side, host a rehearsal party—an emerging trend in Hawaii. This can be a dessert or cocktail party that follows the rehearsal dinner, and runs from about 8–11 p.m.

Step 7: Give Them an Outing

Another option is to organize specific group activities for guests like volcano visits, golf, surfing lessons, or shopping and sightseeing excursions. Though it’s more work for you, your guests will be grateful for your attention to detail. Include specifics in your mailing like phone numbers for booking, costs, and timing. You could also talk to your wedding planner or hotel concierge about arranging day trips and a shuttle to transport your guests. And don’t forget the bigger attractions, such as the USS Arizona, Dole Plantation, Pearl Harbor, and the Haleakala Crater, depending on the location of your wedding. Remember: your guests may want to stay a few extra days after the event. You want to give them options, but you don’t want to give them too much to do. After all, you don’t want them to be too tired for your wedding day!

Step 8: Bid Adieu at Brunch

Rather than immediately dashing off for your honeymoon, stick around for a day or two so you can say good-bye properly. A postwedding brunch provides a meal for guests before they have to board the plane, and gives you time to relive the wedding details with your nearest and dearest. You can plan a brunch in the hotel where everyone is staying or at your parents’ house if they’re local. If this all seems like too much to throw together in one weekend, don’t be afraid to delegate or ask for help. A lot of times people will want to do something special for you, so let them. You’ll have the chance to relax and spend more time with out-of-towners.