Wedding Weekend Itinerary: What to Include for Guests
A wedding weekend itinerary gives guests one clear place to find the events, times, locations and transportation details that apply to them.
Keep it simple. Most guests only need to know where to be, when to arrive, what to wear and how they are getting there.
What to include
- Event names, dates and start times
- Venue names and complete addresses
- Who is invited to each event
- Dress codes
- Transportation and parking details
- A contact for urgent wedding-weekend questions
Start with the events your guests need
You do not need to publish every appointment or behind-the-scenes task. Your guest itinerary should only include events guests are expected or invited to attend.
Welcome party
Include the start time, location, dress code and whether food or drinks will be served.
Rehearsal dinner
Share this only with invited guests and clarify whether transportation is provided.
Wedding ceremony
List the ceremony time and the recommended guest arrival time.
Reception
Explain whether the reception is at the same location or requires additional travel.
Farewell brunch
Include the time, location and whether guests need to RSVP separately.
A simple wedding weekend itinerary example
Friday
6:30 PM
Welcome Drinks
The Garden Room, 125 Main Street
Dress code: Dressy casual
Saturday
4:00 PM
Wedding Ceremony
The Estate, 400 Lake Avenue
Please arrive by 3:30 PM. Formal attire.
4:30 PM
Cocktail Hour and Reception
The Estate, 400 Lake Avenue
The reception will immediately follow the ceremony.
Sunday
10:30 AM
Farewell Brunch
The Example Hotel, 22 State Street
Casual attire. Please respond through the wedding website.
Include the details guests will actually use
Arrival time
If the ceremony starts at 4:00 PM, tell guests when the doors open or when they should be seated.
Full address
Include the venue name and street address. Add a map link when the entrance or parking area is difficult to find.
Dress code
Use a recognizable dress-code term. Add a short note about outdoor surfaces or expected weather when helpful.
Transportation
List shuttle departure times, pickup locations, parking instructions and the final return trip.
Attendance
Make it clear when an event is limited to the wedding party, family or specifically invited guests.
Hotel and transportation information
Place travel details near the itinerary so guests do not have to search across several pages.
- Hotel name, address and booking link
- Room-block deadline and booking code
- Shuttle pickup location
- Shuttle departure and return times
- Venue parking or valet instructions
- Airport or train information for traveling guests
Make shuttle times specific
Replace “transportation will be provided” with the exact pickup location and departure time. Tell guests whether the shuttle can wait for late arrivals.
What to leave off the guest itinerary
The guest version does not need to include your entire wedding-day production schedule.
- Hair and makeup appointments
- Vendor arrival times
- Photography shot lists
- Wedding-party transportation unless relevant to the recipient
- Private family events
- Setup, delivery or cleanup instructions
Keep the detailed vendor and wedding-party timelines separate. Each person should receive the version that applies to their responsibilities.
Before you send the itinerary
-
Confirm every time
Check the schedule against the latest venue, vendor and transportation agreements.
-
Test every address
Open the map links and make sure they lead to the correct entrance.
-
Check who can see each event
Do not display private events to guests who are not invited.
-
Review it on a phone
Guests should be able to find the next event quickly without zooming or reading long paragraphs.
-
Share one final version
Update the wedding website and avoid circulating several conflicting itinerary files.
Wedding weekend itinerary questions
When should we send the wedding weekend itinerary?
Add the basic schedule to your wedding website before invitations go out. Send a final reminder one to two weeks before the wedding after confirming the details.
Should the itinerary be included with the invitation?
It can be included as a separate details card, but a wedding website is easier to update. The invitation can direct guests to the website for the current schedule.
Do all guests receive the same itinerary?
Not always. Guests should only see the events they are invited to attend. The wedding party and vendors may need separate, more detailed schedules.
Should we include an end time for the reception?
Yes, especially when guests need to plan transportation. Include the final shuttle departure time when applicable.
Who should guests contact during the wedding weekend?
Choose a planner, coordinator or trusted person who has agreed to answer urgent questions. Avoid directing every guest to the couple on the wedding day.
Keep the weekend schedule in one shared plan.
Organize wedding events, vendors, guests, appointments and timelines with LaBelle Bridal.
Download LaBelle Bridal