Did you know that a staggering 75% of couples prioritise their guest’s experience while planning their wedding? According to The Knot’s 2023 Real Weddings Study, creating memorable guest experiences is more important than ever before, especially among those inviting 100 or more of their loved ones to be a part of their special day.
At Rochford Wines, we understand that celebrating your love with your friends and family is just as precious as celebrating with each other, and we can certainly appreciate the large investment that comes with having them be a part of your wedding day, which is why we promise to create an incredible, unforgettable experience for every single one of your guests.
With over 25 years of experience collectively in hosting weddings, we specialise in creating experiences that exceed every expectation. Our wedding coordinators prioritise making you both feel incredibly special and relaxed throughout your entire day, whilst simultaneously ensuring each of your guests are cared for and are having the most enjoyable, memorable time possible!
If you’re dreaming of a wedding that leaves both you and your guests reminiscing for years to come, we’ve put together a list of our top 10 tips of things for you as a couple to consider to enhance your guest’s experience whilst planning your wedding.
How to elevate your guest’s experience at your wedding
You’ve finalised your guest list, now it’s time to ensure each one of them has a truly unforgettable day and night, through personalised touches and thoughtful planning.
1. A welcome to remember
Creating an unforgettable wedding starts the moment your guests arrive. At Rochford Wines, we understand the importance of a warm welcome, which is why your guests will each be greeted with a smile upon arrival along with stunning views of the Yarra Valley, and will be given clear directions towards your ceremony. Your guests will also have plenty of parking space at our venue to choose from. Here is where you consider your welcome signs, drinks on arrival, disability access and other personalised signage and decor ensure a smooth, warming start to a memorable day.
2. Comfort is key
To make your loved ones feel right at home, there are many details throughout the day and night to be well thought out. Things like thoughtfully placed seating arrangements, accessible amenities, unobstructed views for speeches and dances and climate-control throughout your ceremony and reception. Every space in our winery venue caters perfectly to your guest list size, avoiding overcrowding or excessive space, offering a cosy, yet spacious environment and ensuring every seat offers a great view.
As well as the venue, it’s also important to consider the characteristics and vibes you get when choosing your vendors – your photographer, MC, videographer, wedding coordinator who will be interacting with your guests throughout your wedding – and selecting people who match your vibes, are approachable and have warm, bubbly personalities that your guests will feel comfortable around.
3. Excellent service that stands out
Great service – including attentive waiters ensuring any dietary requirements are adhered to, friendly bar staff ensuring your drinks are always topped up, accommodating venue managers responding efficiently to any requests and dedicated wedding coordinators going above and beyond – can elevate the guest experience from ordinary to extraordinary. Be sure to read reviews, ask lots of questions and book yourselves a lunch or dinner at your prospective venue before booking. At Rochford Wines, we pride ourselves on our renowned hospitality, and careful service that’s always met with a smile to make sure each guest feels equally valued and enhancing the joyful atmosphere of your special day.
“All of our guests had the absolute best day and night and were giving us so many compliments on the venue, atmosphere, service and everything in between! They were not only impressed by the stunning surroundings but also by the outstanding quality of the food and, of course, the delightful wine selection. Rochford’s commitment to excellence was evident in every aspect of our event.” ~ C & L
4. Engaging and unique entertainment
Keep the energy high and the celebration fun with entertainment options that resonate with you as a couple and are sure to keep everyone engaged, laughing and up dancing with you. Consider a live guitarist serenading the crowd throughout cocktail hour, and a DJ keeping the dance floor alive during your reception, who you can request to facilitate fun games and of course, play your guest’s most requested songs. When choosing your venue, ensure the dance floor is the perfect size for the number of guests!
Interactive set ups such as photo booths, lawn games, audio guest books, and exciting extras including gelato carts and a prosecco tower are also great ideas to keep everyone engaged throughout your night.
5. The element of surprise
Above and beyond your entertainment, think about how you can really ‘wow’ your guests. It might be a grand choreographed entrance, traditional or cultural dances, creative and personalised table settings, a smokey dancefloor or indoor fireworks, a live performer or a sketch artist, a surprise dance routine with guests involved in a flash mob, or fun reception games for all to be involved in.
5. Exceptional catering to rave about
Delight your guests with delicious food, a diverse menu and a variety of beverages to suit everyone’s preferences and cater to each of their dietary requirements. At Rochford Wines, our dishes are crafted with the finest fresh, local ingredients, and are paired with renowned award winning wines of the Yarra Valley, ensuring their dining experience is one of the highlights of your wedding night. We encourage you to again read online reviews about the food and do a menu tasting when choosing your venue.
6. A seamless flow from start to finish
A carefully planned timeline is crucial for maintaining a smooth flow without rushing or long breaks between formalities throughout the day and night, avoiding any lulls that might lower the vibes, since it can be a long day for many people. Keep to the ‘short and sweet’ principle for your speeches, ceremony, dances and only choose traditions that are of high importance to you.
Also take into account the location and distance between your ceremony & reception (bonus points if they’re at the same venue!), to factor in the logistics for everyone and timing into your schedule.
7. Personal touches that tell your story
Personalisation is what will make your wedding stand out – no matter how big or small you choose to incorporate these personal touches into your day. Integrate elements that showcase your styles and personalities, reflect your love story and resonate deeply with your guests. Think personalised gifts such as custom scented candles, quirky place cards or a meaningful poem that reminds you of each guest at their table setting, creative seating charts, photo walls that tell a story, honouring loved ones, customised decorations, guest books, getting your guests to request their favourite song, and much more. These thoughtful details not only make your loved ones feel extra special, but remind them how you have been a part of their journey.
8. Thoughtful conveniences
For guests travelling from afar, consider organising buses from different meeting points, or pre booking Ubers/Taxis to and from your venue, make a list of recommended nearby accommodation and even map out the easiest route for public transport. At Rochford Wines, we suggest our couples do this for their guests and notify them we have plenty of parking for those driving. We also have lots of lovely nearby local Airbnbs and Hotels we can recommend for those wishing to stay out in the Yarra Valley.
9. Meaningful connections & personal interactions
Connecting with each of your guests is so important for both parties, so try to have at least one interaction with everyone throughout the day and night. Go beyond just thanking them for coming – take a photo with them, have a laugh, reminisce on a special moment or enjoy a fun time on the dance floor together. Get around to as many as possible during cocktail hour and try to visit each table during the reception. Our wedding coordinators are great at keeping you on track throughout the night, sticking to your schedule and reminding you to spread yourself around to everyone.
10. Take home gifts as a token of appreciation
Send your guests home with a personal token of appreciation and something to remind them of the wonderful time they had at your wedding. These can be thoughtful keepsakes such as a handwritten letter, photo, customised engraved cookie, glass or spirit bottle, or a thoughtful necessity such as a hangover survival gift bag or a midnight feast for the drive home or bed time treat so they don’t need to do a McDonald’s run.
Are you ready to bring to life your dream wedding day filled with memorable moments your guests will talk about for years to come? Follow these tips and you’re guaranteed a seamless, unforgettable celebration for all!
At Rochford Wines, we promise that from the moment your guests arrive, through to the last dance and your special farewell, they’ll experience an atmosphere that feels both welcoming and exciting and will leave with cherished memories.
Schedule a site inspection and meet with Nicola or Kaitlyn, our dedicated wedding coordinators, to see how we can make your special day truly unforgettable—for you and everyone you love.
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