A guide to an all time favorite topic, welcome bags! From whether or not you need one, to which guests receive them, how much to budget, what contents to purchase, how to assemble the final gifts and tips for staying organized on delivery day. It’s everything you need to know on building the perfect welcome bag. Let’s jump in!
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To Do or Not To Do
The first thing to note, is that it’s absolutely not necessary or expected to distribute welcome bags. Guests that choose to stay overnight are looking forward to joining in your celebration, and not anticipating any kind of gifting experience in return.
The primary reason that past clients have opted to distribute welcome bags, is due to the number of out of town guests that require overnight accommodations prior to the event day. If guests are staying more than one night, some clients will also opt for turndown gifts in guest rooms.
Welcome and turndown gifts usually coincide with hotel blocks and villa rentals. So, if we’re arranging overnight accommodations for anywhere from 15-20% of out of town guests, they are usually given welcome gifts. They are almost inevitable for destination events, when the majority of guests travel domestically or internationally for a celebration.
How Much Does it Cost?
Depending on the number of guests receiving welcome bags, the cost of contents can accumulate quickly. Budget restraints are perhaps the most common reason why some clients decide to nix them altogether. Generally speaking, welcome gifts can average between $15 – $100+ per bag, for the vessel and the contents.
The variance in price is contingent on a number of factors:
– Cost to hire a company to curate contents, assemble and distribute bags (there are some AMAZING companies out there, but this service doesn’t come cheap!).
– Fees imposed by the hotel to hold and distribute bags (typically $1 per bag, but some properties will charge more).
– Range, type and quantity of contents.
– Paperie enclosures (think: welcome notes, itineraries, maps, suggested activities / restaurants to try during down time).
Welcome note, water, mints
|Fresh baked||Apparel, or accessories like sunglasses|
|Warm Weather Essentials: |
Sunscreen, insect repellent, chapstick
|Seasonal||Games / Activities:|
Think: golf balls or a deck of cards
|Travel Goodies: |
Aspirin, antihistamines, mini toiletries
|Locally made||Mini bottle of bubbly|
Think about little luxuries that guests can use in the event environment. Solemates are always well received by guests that wear heels to outdoor weddings or events. These heel protectors are designed to prevent heels from sinking into grass or cobblestone and inevitably getting ruined.
|Keep it Authentic||Don’t Go Overboard|
|Stay true to the location||Nice to have vs. need to have|
|Locally crafted or inspired bag / box |
(think: pretty & functional)
|Quality > quantity|
|Contents that speak to the destination or represent the host |
(add a touch of personalization here!)
|Ask yourself, “Would I use this?”|
Track the quantity of guests slated to receive welcome gifts within a separate column in your guest list spreadsheet.
The general rule of thumb is one bag per room. Although, some clients will purchase two of certain items, particularly water bottles or apparel / accessory items, such as baseball caps or luggage tags. Paper goods can definitely be limited to one per bag.
Pick a spacious room in your home to spread out all of the contents and take Inventory. Once everything is accounted for, remove any wrapping, stickers, or tags from the items. Form an assembly line, placing all of the bags in the beginning, then organize the contents in piles, followed by paper goods, and final touches like ribbon at the end. One by one, complete the bags by following the assembly line.
Pro-Tip: It can be tedious process to assemble bags all in one day. Spread out the workload over the course of a few days to make sure each bag is assembled correctly, without any stickers left unturned or contents left out.
If you’re planning a destination event, it’s not advisable to pre-assemble welcome bags and ship them to the destination (cost being the number one factor, plus items can shift in the delivery process). Work with the event manager to ensure they will accept and store deliveries of the items at the destination, shipped directly from the source. Ask the hotel to confirm receipt and label boxes on your behalf.
Plan to arrive to the destination at least a full day in advance to unbox, unwrap, and prepare the bags. Trust me – this process takes a lot more time than one might anticipate, and the more time to prep, the better. It’s ideal to reserve a conference room for assembly, as there’s typically not enough space in guest rooms for a project of this size!
Getting Gifts to Guests
This phase is best left to an event planner, especially for weddings. If you don’t have a planner, delegate this task to a trusted relative or reliable member of the bridal party. It’s not the kind of task you want to do the day before an event!
Request the reservation list from hotels with room blocks arrangements, and triple confirm the number of guest rooms coincide with the quantity of welcome gifts for each location. Work with the group sales manager to identify which rooms will receive gifts. Confirm if they charge a holding or distribution fee, and inquire if guests will need to mention the hotel block to receive their gift upon check in, or if gifts will be placed in guest rooms prior to their arrival.
If you know of certain guests that are staying at rental properties, reach out to confirm where they’re staying and when they’re checking in. Create an itinerary of your drop off route to save time, along with addresses and whom to contact upon arrival.
If a welcome party is hosted prior to the event, it can often be easiest to distribute the gifts as guests depart that initial celebration, especially if guests are spread across various lodging facilities.
Then, celebrate the completion of a massive undertaking – You’ve earned it after this process!