{THE BRIDAL CIRCLE}:  DO ALL WEDDING GUESTS RECEIVE A PACKAGE/GIFT, EVEN IF THEY ARE NOT STAYING AT THE HOST HOTEL?

{AIMEE MONIHAN-GREENING}:  An actual gift bag is an optional service and clearly depends on each client’s budget.  However, we supply all our clients with a welcome letter to have them personalize their welcome bag with a nice note. Then depending whichever area they have chosen to marry in we have a list of activities in the area, to restaurants, nightlife hot spots, shopping advice and other fun facts that help guests plan their stay. As well as basic tourist advice, banking, currency exchange and even a little Spanish lesson should they need it. We supply each and every one of our clients with these letters and they make a huge difference. Specifically, we create a very basic welcome letter that we can customize for the client, or, they can collaborate on it with their stationer.

We believe that along with the bride and groom, as their wedding planners we are also hosting the wedding guests and having an effective welcome letter and mini guide book goes a long way.

HOW DO YOU KEEP TRACK OF WHERE ALL THE WEDDING GUESTS ARE STAYING? (in order to get them the gifts later)

This is by far the hardest detail to manage as it is first up to the guest to tell the bride and groom. You would be surprised at how many guests never give this information, which is stressful for the bride and groom and even more so for the Type A wedding planners we are! We help all our clients create a wedding website, where guests can go to help plan their travel and it has all the needed FAQ’s, planning tips and travel logistics each guest needs for the trip. But, the wedding website also tracks the guest’s accommodations and arrival dates, functioning as a virtual travel agent. When the wedding week is upon us, the there is much less hassle in chasing missing guests, changes in hotels and arrival time frames.  Having this information really ensures the distribution of welcome bags is that much easier.

DO YOU MAKE DIFFERENT VERSIONS OF THE WELCOME LETTERS TO GET THE RIGHT INFORMATION OR LOGISTICS TO THE WEDDING PARTY, IMMEDIATE FAMILY AND REHEARSAL DINNER ATTENDEES? OR ARE THEY ALL THE SAME?

Oh absolutely! Each and every wedding gets a custom-designed welcome letter specific to the wedding information as well as the destination. But we then add the schedule of events for each event and any specific information, like if there are children attending we put a local pediatrician’s phone number, we may create a different version for bridal party to give them information on where they need to be for photos, etc.

WHAT’S THE MAIN GOAL WHEN PUTTING TOGETHER WELCOME GIFTS?

People have typically traveled a long way to be there for this special time and you want to show your appreciation, as well as get them super excited about being there to share the celebration with you! Welcome gifts are a clever and fun way to share what the bride and groom have in store for their guests, entertain their friends and personalize the experience. The second part is getting that letter to them that really helps to inform them where to be and when so all events go off without a hitch!

WHEN SHOULD A BRIDE AND GROOM START PLANNING THEIR WELCOME GIFTS? FOR BUDGET AND CONCEPT?

In our initial meetings with the client we ask what priorities they have in the planning, and if they rank welcome gifts high we dive into it early in the planning stages as you want to account for it as part of budget. If it is not a high ranking element, we revisit the welcome gift concept closer to the end of planning and evaluate if something is needed beyond the welcome letter.  

WHAT’S YOUR BIGGEST PET PEEVE ABOUT WELCOME GIFTS?

The logistics involved in making sure people have given correct lodging information! It’s the simplist thing but the most important! We have had numerous occasions when you get to a hotel to deliver the gift and the guest is no longer staying there. After we call all over the area, trying to locate them blindly at all the area hotels, the gift is delivered long after the rest of the group’s. That can be frustrating for everyone. That’s why having clear directives in your save the date, invitation package and confirmations is key to communicating.

Another big pet peeve is depending on hotels, from the top right down to the front deck and house management. Again, it’s about clear communication. It’s important to communicate over and over again with the various departments to make sure that once the welcome gifts have been passed into their hands they are delivered as you arranged. Easier said than done. Having to call, call back to double check, remind and at times, escort bags already left at hotels but were forgotten or delayed in truly frustrating.   

RATHER THAN A WELCOME GIFT, WHAT’S AN ALTERNATIVE WAY TO TAKE CARE OF DESTINATION WEDDING GUESTS WITH A TOKEN GIFT OR EVENT KEEPSAKE?

We love parting gifts! Saying “thank you” as guests depart the reception or the hotel can be memorable and extremely thoughtful. Even a “goodnight gift” waiting for wedding guests in their hotel room, or on their actual pillows, on the night they return from the wedding makes a lasting impression. One of our favorite “thank you gifts” we orchestrated was Breakfast in Bed. Guests were gifted with a fun note that offered a delicious complimentary breakfast delivered the next day. Each tray was delivered with a personalized note from the bride and groom. These types of added services and gestures will blow guests away and leave a lasting impression of gracious entertaining.

BASKETS, CARDBOARD, BAGS OR TOTES?

Baskets we try and avoid as who can fit a basket in their luggage to go home? Something eco-friendly and branded makes for a smart, recyclable choice that folds down into a suitcase. What seems to be the most popular for the locale are burlap sacks or bags as they convey the inherent coffee-culture Costa Rica is known for. Cute canvas beach totes are also theme-appropriate to the Costa Rican vibe and are useful gifts that guests relish taking home. 

PUTTING LOGISTIC TIPS ASIDE FOR A MINUTE, WHAT’S THE WEIRDEST OR MOST OUTRAGEOUS THING YOU WERE EVER ASKED TO INCLUDE IN A WELCOME GIFT PACKAGE?

Frankly, nothing really surprises us anymore. We’ve seen all kinds of things and find most clients keep their welcome gifts thoughtful and location-centric. However, we did have one couple who wanted us to include a Black Dot sticker and a note that said it was “to cover the annoying light that came from the air-conditioning units in the hotel rooms,” but that’s it. You just never know what people will find useful to their guests!

THANK YOU AGAIN AIMEE FOR ANSWERING OUR QUESTIONS ON WELCOME BAGS FOR WEDDINGS!