Can I leave my car overnight
On a Thursday, reception takes calls from guests of Saturday's wedding. One asks whether they can leave their car overnight. Another asks what time carriages are. A third wants to know whether there is a cloakroom, and a fourth whether the ceremony is outside because her mother uses a wheelchair. Reception knows the venue but not this couple's timings, so some answers are guesses and some are, I'll ask the coordinator.
The coordinator gets a list of questions to answer on the busiest day of her week, and some guests ring the couple instead. The couple, two days before their wedding, is now explaining your car park.
Guests ask the venue what the couple knows
Wedding invitations cover the date and time. Guests' practical questions are about your venue: parking, access, taxis, rooms, cloakroom, phone signal. The answers depend partly on your venue and partly on the couple's plans. Neither party has put them together for guests.
- Venue information for guests is scattered on your website.
- Couples' wedding websites often have little venue detail.
- Reception does not know each couple's timings.
- Access and step-free details are hard for guests to find.
- Taxi firms and local accommodation are recommended by word of mouth.
Interruptions that add up
Each call is small, but reception and the coordinator handle many of them for every wedding. Guests who cannot find answers are anxious, and inaccurate answers cause problems on the day: cars left where they should not be, guests arriving at the wrong entrance, taxis booked for the wrong time.
How we build a wedding guest information page
- We create a template from your venue's standing information: address, entrances, parking and overnight rules, step-free routes, cloakroom, Wi-Fi, local taxi firms and nearby accommodation.
- For each wedding, the page is filled in with the couple's details from their planning record: ceremony location, running order highlights, carriages time, dress code if they want it, rooms held for guests.
- The couple reviews and approves the page, and can add personal notes.
- The couple shares the link on their wedding website or invitations. It is private to that wedding.
- If the plan changes, such as the wet weather ceremony, the page updates and can show a notice.
- Reception has the same page open when a guest calls, so answers match what guests have seen.
| Guest question | Answered from |
|---|---|
| Where do I park and can the car stay? | Venue standing information |
| What time are carriages? | Couple's running order |
| Is the ceremony step-free? | Venue access details and ceremony location |
| Are there rooms left? | Wedding guest booking page, if you offer rooms |
| Which taxi firms do you recommend? | Venue standing information |
The week of the wedding
Guests find answers on a page the couple shared. Reception has the same page open for the calls that still come. The coordinator stops relaying practical questions and couples stop acting as the venue's information desk. When something changes, everyone sees the same update.
The template is written once and reused for every wedding, so the effort per couple is small: the coordinator checks the wedding-specific details, the couple approves, and the link goes out with the invitations or on their wedding website. Questions that keep coming up anyway show you what to add to the template next.
Is this happening at your venue?
- Reception takes regular calls from wedding guests.
- Guests ask about parking, taxis and access every week.
- Reception does not know each couple's timings.
- Couples pass guest questions on to you.
- Guest information on your website is hard to find.