Planning a destination wedding is a dream come true for many couples, with visions of sun-drenched beaches, breathtaking mountain views, or charming villages serving as the perfect backdrop for their big day. But while the wedding itself may be the main event, the celebration begins the moment your guests arrive.

Photo by Colton Simmons Photography

As Jen Avey of Destination Weddings Travel Group notes, “Welcome parties allow the wedding weekend to start off on the right foot and get everyone together in high spirits, making for a wonderful spark to what’s sure to be an unforgettable next few days filled with love, laughter, and joyous memories.”

And just like planning for a rainy-day backup plan, putting thought into your welcome party ensures your guests feel appreciated and ready to enjoy the destination wedding experience you’ve worked so hard to create.

From incorporating local flair to keeping things simple, we’ve gathered expert advice to help you plan the perfect welcome party that leaves your guests feeling relaxed and excited for the celebrations to come.

Photo by Nicole Henshaw Photography

Create a laid-back atmosphere

It’s likely your guests have traveled far and wide to celebrate with you. After hours of flights and possibly changing time zones, they’re ready to unwind and ease into the festivities.

• Have a casual dress code: Encourage guests to wear comfortable clothes. They’ll appreciate being able to relax without the pressure of dressing up.
• Keep it social: “Save the plated dinners for rehearsal dinner and wedding reception,” recommends Gina Jokilehto of Shi Shi Events. “Welcome parties are for mixing and mingling. Think interactive stations, heavy-passed apps, and inventive cocktails to set a loose, celebratory vibe.”

Photo by Dmitri and Sandra Photography

• Provide comfortable seating areas: Mix and match lounge-style seating and traditional tables to create cozy spots where guests can relax and chat.
• Encourage a casual, welcoming vibe: Lisa Radlovacki of Lisa London Weddings & Events says, “Create an ‘easy’ atmosphere. Remember, many of your guests have just gotten off a flight; all they want to do is kick back and have a few drinks. I would avoid a large sit-down dinner. This is a great time for food stations and casual attire, especially if you are on the beach.”

An easygoing environment is key to making your guests feel comfortable from the second they arrive.

Photo by Niki Marie Photography

Infuse local flavor into the celebration

Showcase your destination’s unique character by incorporating local touches your guests will remember and rave about.

• Bring the destination to life: “Give it some local flair,” recommends Craig Peterman of Craig Peterman Photography & Videography. “Regional dishes, local music, or a signature cocktail inspired by the location. Weaving in details from the destination makes the party feel more special and unique.”
• Use local decor elements: Think beyond flowers—incorporate regional textiles, pottery, or artwork to create a sense of place.
• Create a welcome playlist: Curate a mix of popular local songs or hire a DJ familiar with the destination’s music scene to keep the vibe authentic.
• Offer local experiences as party activities: Consider organizing a mini cultural workshop, like a dance lesson or craft demonstration, to give guests a memorable experience.

Adding regional details to your welcome party will make the celebration feel both personal and unforgettable.

Photo by Weddings by Katherine Marchand

Decide on the vibe you want

Your welcome party can be completely different from your wedding day. It’s an opportunity to switch things up and do something different!

• Mix it up: Elena Markwood of Adoration Weddings & Events notes, “Don’t feel like the vibe of the welcome party has to match the vibe of the wedding. If there is a different aesthetic you would like to go for, do it – this is your opportunity to plan something more casual and fun and to give your guests a variety of different experiences throughout the course of the wedding weekend.”
• Keep it true to your personality: Make the party feel like you by adding personal touches that reflect your style as a couple.
• Incorporate fun activities: Whether it’s games, live music, or a themed photo booth, make sure there’s something for everyone to enjoy.

Having a clear vision for your welcome party will help you create a fun celebration for everyone (even that cranky aunt or uncle!).

Photo by Ildefonso Gutierrez

Create a thoughtful guest list

Deciding who to invite to your welcome party can shape the entire vibe of the event. Whether you want a small, cozy gathering or a big, all-inclusive bash, tailoring your guest list will help you create the experience you want.

• Consider the size of your wedding: Hosting a smaller wedding? It might feel natural to include everyone at your welcome party. For larger events, you may want to keep the guest list limited to immediate family and close friends.
• Think about the atmosphere you’re going for: If you envision a relaxed and intimate setting, a smaller guest list might work best. However, if you want to kick off the weekend with high energy, inviting everyone could be the way to go.
• Tailor the invite list to your vision: “You may opt for an intimate gathering for your welcome party or invite all your wedding guests,” shares Zhaun Frias of Zhaun Frias Photography. “This can be a perfect time for all your guests to feel welcomed, or a select few that you want to provide a special experience.”

Photo by The Fourniers

Stay within your budget

Creating a fun welcome party doesn’t have to break the bank. With a few smart choices, you can keep costs down without sacrificing the experience.

• Consider a casual venue: Host your welcome party at a beach bar, local brewery, or casual restaurant to lower costs.
• Keep it low-pressure: Alex McClard of Vision in White Events says, “It doesn’t need to be anything extravagant! Just some heavy hors d’oeuvres and drinks are sufficient. If you can’t front the full open bar for the whole event, you can ask about doing a ticket-type thing where each guest gets a ticket for their first drink.”
• Skip the fancy extras: Forgo elaborate floral arrangements and high-end rentals in favor of a minimalistic setup.

By setting clear expectations and offering thoughtful options, you can keep your budget in check while still creating a memorable night.

Photo by Corbin Gurkin

Welcome your guests with thoughtful touches

Making your guests feel appreciated starts with the little details that show you care. A few thoughtful touches can go a long way. 

• Offer welcome bags: “We always suggest providing welcome bags at your destination wedding, which can be handed out at the welcome party, especially if the party is in a separate venue or if you have guests spread among different hotels,” shares Svetlana Krasnova of Best Indian Weddings Italy. “It’s a lovely idea that will be appreciated by your guests, making them feel loved and welcomed to your destination wedding.”
• Make it personal: Write a heartfelt welcome note or include a small, meaningful gift that reflects your relationship or the destination itself.
• Offer helpful amenities: Make sure essentials like bottled water, travel-sized toiletries, or refreshing face wipes are available for guests who may need them.

These small gestures are a fantastic way to set the tone for the entire weekend.

Photo by Jacqui Cole

Keep logistics in mind

Getting the details right can make a big difference in ensuring your welcome party goes off without a hitch.

• Choose the right timing: “Usually, the welcome party takes place the night after guests arrive. This ensures everyone can attend while accounting for travel delays and allowing guests to rest, especially if they have flown into a new time zone,” says Lanette Miles of Contessa Catering.
• Share clear directions ahead of time: Make sure guests know exactly where to go and how to get there, especially if the venue is off the beaten path.
• Think ahead: “Plan for transportation,” reminds Nicole Chan of Nicole Chan Photo & Video. “If your welcome party falls on a Friday, keep in mind that weekday traffic could impact everyone’s transportation.”

Careful planning will allow you to focus on hanging out with your guests and creating amazing memories.

Photo by Fox & Fig Photography

Remind yourself of what’s to come

A fun night shouldn’t leave guests feeling less than their best the next day. You want everyone to wake up feeling refreshed and ready to party, not recovering from the night before!

• Promote balance and well-being: “Welcome receptions can be an exciting way to kick off the celebration, but bear in mind that too much alcohol or heavy food can leave you feeling less than your best on your wedding day,” reminds Carin Hunt of Coconut Palm Inn. “Make a pact with your partner to keep the indulgence light; after all, you’ll be in it together for the long haul now!”
• Offer refreshing snacks: Provide fresh fruit, light bites, or even popsicles if it’s a warm destination, to keep things feeling easy and fun.
• Provide non-alcoholic options: This way, you can keep everyone hydrated and feeling great for the big day.

Your welcome party is all about setting the tone for what’s to come. Make it personal, and most importantly, make it fun.

Whether you’re planning a laid-back beachside hangout or a chic cocktail party, just remember: It’s your weekend, your rules. So, take a deep breath, grab a drink, and enjoy every minute of celebrating with the people you love most!

Featured image by Weddings by Katherine Marchand