Written by: Cara Tirona
January 21, 2026
When planning an event—whether a corporate gathering, wedding, or milestone celebration—there’s one important group you can’t overlook: your out-of-town guests. These attendees have made the effort to travel, so ensuring their comfort and convenience is not just thoughtful but essential. This guide will walk you through everything you need to know about accommodating out-of-town guests, from transport and lodging to enhancing their overall experience.
Choosing the Right Event Location for Out-of-Town Guests
Selecting the perfect location is the first step in ensuring your out-of-town guests feel welcome and valued. Here are some key considerations to keep in mind:
Proximity to Transportation Hubs
The ease with which guests can travel to your event venue is crucial. When assessing venue options, consider factors such as the availability of public transportation, shuttle services, and ride-sharing options. Choose a location that is conveniently accessible from major airports, train stations, or highways. Providing detailed directions and transportation options in advance can make the journey smoother.
Availability of Accommodation
Ensure there are ample accommodation options nearby to suit various budgets. Collaborate with local hotels to reserve room blocks at a discounted rate. This not only guarantees that guests have a place to stay but also affords them a sense of community with other attendees staying at the same facility. Consider a range of lodging options, from luxury hotels and boutique inns to budget-friendly motels and even vacation rentals like Airbnb. Providing guests with a list of these choices, including price ranges and amenities, will help them select the best option to suit their needs.
Local Attractions and Activities
Consider a location that allows guests to explore the local area when not attending the event. Proximity to cultural sites, parks, shopping, and dining can enhance their trip, making it a more memorable experience. Providing a curated list of recommended activities can be a thoughtful touch.
Safe and Central Neighbourhoods
Consider neighbourhoods that are not only central but also well-lit and safe, particularly for evening events. Suburbs with good reputations can help reassure guests unfamiliar with the area. Provide guests with maps or guides highlighting the safest routes and areas in the vicinity. Include information on local amenities such as pharmacies, grocery stores, and medical facilities. Offering a list of emergency contacts and local services can be reassuring for those unfamiliar with the region.
Event Guest Accommodation Options
Selecting the right accommodations for your out-of-town guests can significantly impact their overall experience. Different events will have varied needs, whether you're hosting a wedding, corporate gathering, or family reunion. Offering versatile lodging options ensures that each guest finds something to suit their preferences and budget. Here's how you can effectively accommodate your event attendees:
Hotel Blocks and Group Discounts
Securing hotel blocks is a strategic way to ensure your out-of-town guests have a comfortable place to stay. Partner with nearby hotels to reserve a set number of rooms at a discounted rate specifically for your event attendees. This not only provides financial savings but also guarantees availability in a convenient location. Inform guests about the booking details and any deadlines for signing up within these special rates. Highlight the benefits, such as included breakfasts or shuttle services to the venue, to make these options more appealing.
Alternative Lodging Options
For guests who prefer non-traditional accommodations, provide information on alternative lodging options like vacation rentals, hostels, or bed-and-breakfasts. Airbnb and other rental platforms offer the chance for guests to stay in unique neighbourhoods or homes, providing a more personalised experience. Compile a list of vetted options and share this with your guests, including details about amenities and proximity to the event venue.
Provide a Range of Price Points
Not everyone has the same budget. Offer 2–3 suggestions that cater to varying levels of comfort, from premium to budget-friendly, so every guest feels accommodated. For a premium experience, showcase luxury hotels or boutique stays that offer exceptional amenities and services. For more budget-conscious travellers, highlight affordable yet comfortable hotels, motels, or hostels that may not have frills but provide the essentials. This approach will ensure that all your guests, regardless of their budget, can find accommodation that suits their financial means and comfort preferences.
Transportation Arrangements
Transportation between accommodations and your event venue is a crucial aspect of guest comfort. Consider arranging shuttle services or providing vouchers for ride-sharing apps like Uber. A well-organised transportation plan ensures guests arrive on time without the hassle of navigating an unfamiliar city. Additionally, sharing public transportation schedules or local transit maps can be incredibly helpful for those who prefer more sustainable or budget-friendly travel options. Be sure to include information on the nearest stops or stations relative to both lodging and the event venue. Providing details about operating hours, fare costs, and any pertinent safety tips will further assist your guests in making informed decisions.
Creating a Welcoming Experience for Non-Local Guests
A warm welcome sets the tone for your out-of-town guests and ensures they feel appreciated and comfortable during their visit. A thoughtful approach in catering to their needs and planning engaging activities will create a memorable experience and show your gratitude for their attendance. Here's how you can make your non-local guests feel truly at home and enhance their overall experience at your event.
Friendly Welcome Kits
To make your out-of-town guests feel extra special, consider preparing welcome kits. These can include practical items such as local maps, event itineraries, and schedules, as well as thoughtful touches like snacks, bottled water, and perhaps a small token or souvenir that represents the local culture or theme of your event. Personalise these kits with a welcome letter expressing your gratitude and excitement for their attendance.
Local Dining and Entertainment Guides
Many out-of-town guests will appreciate a curated guide to local dining and entertainment options. Compile a list of must-visit restaurants, cafes, and bars, including those that accommodate various dietary preferences. Highlight local attractions or activities that guests can enjoy during their free time. This enhances their stay and allows them to experience the culture and flavour of the area, making their trip more memorable.
Host a Pre-Event Gathering
To foster a sense of community and ease, consider hosting a casual pre-event gathering. This can be a small meet-and-greet or welcome cocktail party where guests can relax and get to know each other in an informal environment. It sets a positive tone, especially for those who are attending alone or who may feel anxious about the event. Engaging icebreaker activities can significantly enhance this experience, helping guests overcome any initial awkwardness. Activities like simple games, group introductions, or themed trivia related to the event or locale can facilitate interactions and laughter, paving the way for future connections during the main event.
Coordinating Transportation for Event Guests
To ensure your out-of-town guests experience minimal stress and maximum convenience, organising transportation logistics can make a significant difference. Here’s how to effectively coordinate transportation for your event attendees:
Arrange Airport Transfers
Facilitating easy airport transfers removes a major concern for your guests. Consider arranging shuttle services or private transportation from the airport to their accommodations. You could partner with local transportation companies to provide discounted rates or include this as part of the event package. Communicating clear instructions on meeting points and schedules will smooth the arrival process.
Provide Event Shuttle Services
Scheduling shuttle buses or shared rides to and from the event venue can alleviate worries about navigation and parking. Especially if the venue is located in a busy or unfamiliar area, providing this service will enhance comfort and ease for your guests. Ensure to schedule these at convenient intervals to accommodate various arrival and departure timings, and communicate these effectively to your guests ahead of the event.
Provide Clear Directions and Parking Info
Whether your guests are driving themselves or using ride-share apps, ensuring they receive clear and concise directions, parking information, and venue access details in advance is essential for a smooth experience. Start by supplying detailed driving directions from major highways or landmarks, highlighting any potential congestion areas or road works to avoid. Include maps with icons marking entrance points and drop-off zones to eliminate any last-minute confusion.
Communication is Key: Keeping Guests Informed
Effective communication is at the heart of a successful event, especially when accommodating out-of-town guests. By keeping your guests informed, you not only ease their travel experience but also enhance their overall event engagement. Here are some strategies to ensure seamless communication before, during, and after your event.
Utilise Digital Communication Channels
In today’s digital age, leveraging technology can greatly enhance the guest experience. Consider setting up a dedicated event app or website where you can share all the necessary travel and event information. Include features such as real-time updates, digital maps, and interactive schedules that guests can access on the go. Sending regular email updates with reminders about the event logistics will ensure that your guests are well-prepared as the event date approaches.
Create a Comprehensive FAQ Section
An FAQ section dedicated to out-of-town guests can be invaluable for addressing common questions about the event and the surrounding area. Topics should include travel tips, accommodation suggestions, local attractions, and emergency contact information. Having all this information in one readily accessible location means guests will likely feel less anxious and more in control of their experience.
Centralise All Information
Use a digital event page, PDF, or email thread that contains all vital information in one place—dates, times, accommodation, transport, dress code, emergency contacts, and RSVP instructions. Make sure this central information hub is easily accessible to guests by providing them with a direct link or a downloadable file that they can refer to anytime. Consider creating a user-friendly interface for ease of navigation, with the most important details prominently highlighted.
Send Regular Updates
Send friendly reminders or updates closer to the event date. Keep communication open and accessible, especially for guests unfamiliar with the city or region. Consider sharing a countdown checklist that guides guests through last-minute preparations, such as confirming their travel plans, packing essentials, and checking the weather forecast for the event location. For added convenience, you might also want to provide a downloadable calendar invite or integrate reminders with popular calendar apps so guests can automatically receive notifications about significant event milestones or updates.
Designate a Contact Person
Nominate a team member or family liaison who can answer guest queries before and during the event. This avoids confusion and provides peace of mind for travellers. Having a designated contact person offers out-of-town guests a reliable resource for assistance, making their experience more pleasant and stress-free. This individual should be well-versed in all aspects of the event and local information and prepared to handle various inquiries, from logistical questions to emergency situations. They should be accessible via multiple communication channels, such as phone, email, or messaging apps, to accommodate different preferences and ensure that help is readily available.
Conclusion: Make It Memorable for Everyone
Accommodating out-of-town guests isn't just about logistics—it’s about hospitality. The more seamless and enjoyable their experience, the more likely they are to remember your event fondly.
From thoughtful accommodation options to transportation support and welcome experiences, these small touches can make a big impact.
Ready to find the perfect venue for your next event? Visit VenueNow and take the stress out of planning. Let us help you create an event that impresses both local and travelling guests alike.
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