Make your wedding guests feel welcome

A thoughtful menu and a little information help people settle in and enjoy the celebration.

Kate PaulleyCo-founder, PrivateEvents.co

Kate co-founded PrivateEvents.co and works with wedding and event venues. Her writing draws on that work and on her own experience as a bride and guest.

October 22, 2026

Guests raising glasses at a candlelit long table in a private dining room — A wedding toast at Guilford Hall.

Let people know you’re glad they came

At one wedding, I was sitting at the back of the church when the bride spotted me on her way down the aisle. We hadn’t seen each other for a long time. She smiled, and in that moment I felt how pleased she was that I was there. I still remember it.

You won’t have time for a long conversation with everyone as you arrive. If you’re planning a chance to greet guests after the ceremony or during the reception, tell them when it will happen. They can relax and enjoy the other moments instead of wondering whether they’ll get to say hello.

Give everyone a choice from the same menu

One wedding had a sushi station with traditional varieties alongside meat, vegetarian, and vegan rolls. It was a rainbow display over ice, with gluten-free and lactose-free choices, too. Everyone picked from the same spread according to their own tastes.

That idea works with familiar dishes, too. Build the vegetarian meal around a complete dish, such as lasagna or moussaka. If you’re adapting an egg-based dish, ask the chef whether tofu could work in its place.

For an appetizer reception, build vegetarian and vegan dishes into the main selection. Ask the caterer how guests will identify the choices that suit them. At the tasting, try those dishes alongside the rest of the menu.

Friends making a toast at a long table inside Aracely Lounge — Guests making a toast in the dining room at Aracely Lounge.

Tell guests when and how much they’ll eat

“Cocktails and light bites” sets a different expectation from “dinner and dancing.” Put the meal in the invitation or wedding information so people can plan around it. If there’s a long gap between the ceremony and dinner, tell them that as well.

I once went to a wedding that started at 4 p.m. We had the ceremony, cocktail hour, dinner, speeches, and dessert. Then a late-night taco bar appeared. It was a wonderful surprise, but by then many of us were too full to enjoy it properly.

You can keep the menu a surprise and still say that more food is coming. “Save a little room for late-night food” gives guests enough notice to enjoy what you’ve arranged.

Give people a loose outline of the day

A short rundown in the invitation, a ceremony program, or a few announcements can cover the important moments. Guests will know when you’re greeting everyone, when dinner is served, and when to gather for a first dance or another planned activity.

You can leave room for things to happen naturally. Tell the person making announcements which moments need everyone’s attention and which guests can enjoy at their own pace.