Weddings are complex events to plan and hosting an out-of-state wedding reception adds another layer of complexity, requiring attention to detail. Whether you’re traveling to a destination wedding location or just celebrating away from home, careful planning will help ensure that your event is memorable, stress-free and organized. This guide will cover everything you need to keep in mind while planning an out-of-state wedding reception.
Choose the Perfect Location
Choosing your venue is the very first step to building your wedding reception. Consider these factors:
Location: Make sure the location is accessible for the majority of your guests Closeness to airports, highways and public transportation can also be a big factor.
Accommodations: Choose venues that are close to hotels or lodging for out-of-town guests.
Local Appeal: Pick a venue that means something to you and your partner, from a beach, vineyard, mountain lodge or an urban venue.
Read online reviews and ask for virtual tours, and, if you can, visit the site and grounds before making a final decision.
Hire a Local Wedding Planner
A local wedding planner can be your best friend for a wedding reception away from home. They’ll have insider knowledge of the location, as well as relationships with vendors, which can save you time and energy. Be sure that you’re on the same page as the planner regarding your vision and your budget — and that they’re available for regular check-ins.
Plan Your Budget Carefully
- Budgeting for an out-of-state reception means preparing for unique expenses, like:
- Travelling expenses for you, your partner, and necessary family members.
- Shipping charges for decor, favors, or other items.
- Lodging for bridal party and close family.
- Adding a buffer for unexpected costs to your budget out-of-state events can sometimes involve surprises.
Keep Guests Informed Early and Often
But since an out-of-state wedding reception entails travel, give guests plenty of notice. Include travel and accommodation information with your save-the-dates or on your wedding website. Simplify RSVP-ing and conveying important details to guests with:
- Recommending nearby hotels with group rates.
- Listing transportation options including shuttles or rideshare suggestions.
- Providing a list of events so guests can plan their trip around it.
Leverage Local Vendors
Local vendor cooperation reduces transportation cost and simplifies logistics. Local florists, caterers, and photographers will be familiar with the area and your venue already. Your wedding planner can recommend reliable vendors, or you could look them up via online reviews or social media.
When hiring vendors, for example, request photos of their past work at the venue to see if their style matches your vision.
Organize Travel Logistics
Attending an out-of-state wedding means you need to work out careful coordination. Some tips include:
Plan Your Arrival: Arrive at least three to four days in advance to take care of final details and acclimate after traveling.
Travel Insurance: Protect yourself financially by ensuring a good travel insurance coverage.
Ship Early: If you have non-perishable decor or wedding favors, consider shipping them directly to the venue or to a trusted local contact to lighten your travel load.
Personalize the Reception
A wedding out of state presents the perfect chance to highlight the local style and appeal of the place where you are getting married. Consider incorporating:
Regional Food: Cover local dishes, drinks, and desserts.
Cultural Touches: Incorporate regional elements such as traditional music, decor or favors.
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Prepare for the Unexpected
Planning an out-of-state wedding reception means flexibility. Unplanned complications, such as last-minute changes in weather or vendor cancellations, are possible. To mitigate issues:
Ensure your wedding to prepare for unforeseen expenses.
Have a fallback plan for outdoor activities, such as tents or an indoor alternative.
Designate a colleague or trusted family member as the person who’ll help troubleshoot on the day of the event.
Schedule a After-Reception Gathering
Because guests are traveling for your wedding, they may want to see more of you. Organize a casual post-reception brunch or send-off event to express appreciation to all for attending. It adds a welcome warmth to your celebration and lets for more casual interaction.
Focus on You and Your Partner
Amid the logistical demands of planning a wedding reception away from home, don’t forget what matters most: celebrating your love. Take time to:
- Have fun planning together.
- Have your planner or trusted helpers take things off your plate.
- Get time away from wedding to-do lists together every now and then to bond.
Final Thoughts
But planning an out of state wedding reception doesn’t have to be an intimidating undertaking; with a little bit of planning, clear communication, and a strong support team, you can host a fun and memorable celebration. By paying attention to the little things and incorporating the uniqueness of your desired destination, you’ll create a moment the two of you (and your guests) will never forget.
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