Should you have a Welcome Party?
Planning a wedding comes with no shortage of decisions, and one question couples often ask is, “Should we have a welcome party?” If you’re hosting guests from out of town or planning a full weekend, it can sound like a great way to kick things off. However, it can also feel like one more thing to plan.
To help break it down, we asked a handful of wedding pros to share their honest thoughts on welcome parties. Here’s what they recommend when it comes to deciding if one makes sense for you.
You’ll Get More Time With Your People
One of the biggest perks of hosting a welcome party is simple: more time. Wedding days tend to fly by in a blur, which can make it tough to connect with everyone you love. A welcome party gives you the chance to slow things down and be present with your guests.
Ariana Straznicky-Packer, Founder of Ariana Strings, shares, “A welcome party gives you actual quality time with your favorite people, like especially the out-of-towners who traveled to celebrate you. Wedding days move at warp speed, and it’s almost impossible to get real one-on-one time with everyone. A welcome event allows families to mingle, wedding parties to bond, and you to add personal touches you might not have space for on the big day.”
Instead of quick hugs on the dance floor, you can catch up and enjoy being together before the wedding day begins. This makes everyone feel more connected from the start.
But It Will Add To Your Budget
As lovely as a welcome party can be, it’s important to be honest about the financial side. Adding another event usually means extra costs. Those numbers can add up quickly, especially if your guest list is large.
“It is still another event to plan, pay for, and show up to, so if your schedule or budget is already stretched, it can start to feel like ‘one more thing’ instead of something fun,” admits Craig Peterman, Photographer at Craig Peterman Photography.
That doesn’t mean it has to break the bank. Many couples opt for something more casual, like drinks at a favorite local bar or light bites instead of a full meal. The key is deciding early if it fits within your overall budget so it feels like a bonus instead of a stressful expense.
Give It A Personal Twist
A welcome party is the perfect place to lean into where you’re getting married. Since this event is often more relaxed than the wedding itself, it gives you room to experiment with local flavor and let the destination (or hometown) shine in a way that feels natural.
Amos Gott, Owner & Chief Event Architect at AmosEvents, suggests, “Make it unique by pulling in something from the town you are in. Serve a food item the city is known for or highlight a local spirit. You could set up a fun station or two based on regional flavors, whether it is a bourbon tasting in Kentucky or hot chicken sliders in Nashville.”
Incorporating regional food, drinks, or experiences makes the evening feel thoughtful and intentional. It also doubles as a mini introduction to the area, giving out-of-town guests something to talk about before the weekend really begins.
Set An End Time
Remember: Welcome parties are meant to warm things up, not wear everyone out. Giving the event a defined window helps manage expectations and keeps energy levels in check.
“Your welcome party should not be another long event that leaves everyone exhausted from your wedding weekend; keep it casual and/or relatively short,” recommends Lisa Davis, Vendor Relations & Partnership Manager at Wedding Venue Map. “A couple of hours will let everyone mix and mingle, and for you to chat with those you may not get to spend much time with the following day.”
An end time will allow you to head out early if you want to rest or spend some quiet time with your partner. Ending on a high note ensures everyone shows up the next day feeling ready to celebrate!
Incorporate Your Personalities
Your welcome party is a great chance to show guests who you are beyond the formality of the wedding day. Love playing games? Set up lawn games or trivia. Want to go bold with your colors? Feel free to get creative.
Nicole Back, Photographer & Videographer at nicole&photo, emphasizes, “Welcome parties are also a time to really express yourself! Did you try on a dress you loved for your wedding, but it wasn't the right length, or didn't have sleeves, or had a pop of color so you didn't choose it in the end?! The welcome party is a great place to embrace it! You can also incorporate fun details like pops of color, special cuisine, or even handwritten letters for each guest at your welcome party.”
Together, these personal choices turn your welcome party into a meaningful extension of your story.
Irene Katzias, Wedding Planner at Irene + Co Events, adds, “Consider where you went on your first date, how you chose to pass the time together, or your favorite trip. It is more memorable when your story inspires the welcome party than when you follow a trend.”
These personal touches help guests feel like they’re getting a glimpse into your world. And when you let your personalities lead the way, the welcome party feels more fun for everyone there.
Think About Your Guest List
Not every welcome party has to include everyone invited to the wedding, and that’s okay. Some couples keep it limited to out-of-town guests, immediate family, or those arriving early. The important thing is being clear about who it’s for.
“It's important to consider whether you will host just a welcome party, just a rehearsal dinner, or both; and if you plan on doing both a welcome party and a rehearsal dinner, will the guest lists be different? Will they take place on the same day or on separate days? These details (including specific guest lists for each event) should be determined prior to invitations going out, because out-of-town guests will need to know what day they should come into town based on the events they have been invited to,” highlights Elena Markwood, Owner and Lead Planner at Adoration Weddings & Events.
Once you define the guest list, decisions around location, food, and budget become much easier. Guests will appreciate knowing what to expect, and you’ll avoid stretching yourself too thin trying to accommodate everyone.
Make It Interactive
If you want to encourage mingling, adding a simple interactive element can go a long way. Think signature cocktails, a build-your-own snack station, or a casual activity that gets people talking.
Eleonora Gobbo, Wedding Planner at Peach Perfect Weddings, says, “Additionally, interactive activities are a great idea. Flower arranging, painting, or simple craft stations give guests a chance to bond while creating items that can be incorporated into the wedding, either as decor or as personalized take-home souvenirs that make the wedding even more meaningful.”
Interactive moments break the ice, especially for guests who may not know each other yet. By the time the wedding day arrives, many guests will already have something in common, which creates a warmer atmosphere overall.
A welcome party is ultimately about setting the tone for your wedding weekend. When it aligns with your vision and budget, it can be a fantastic way to gather loved ones and create meaningful moments before the big day. Like every part of wedding planning, the best approach is choosing what feels most authentic to you as a couple!
Meghan Ely is the owner of wedding PR and marketing firm OFD Consulting and the founder of OFD Collective, a membership community for wedding pros looking to elevate their visibility. She’s a sought-after speaker and a self-professed royal wedding enthusiast.
- Wedding PR: OFD Consulting