WEDDING GUEST INFORMATION & FAQ TEMPLATE How to use this template - Core sections apply to any wedding. Sections marked OPTIONAL TRAVEL are for destination weddings or guests staying away from home. - Replace every [BRACKETED PROMPT]. - Delete every question that does not apply. - Keep private or invitation-specific information behind a private link or login. - Add a direct action, deadline, contact, and fallback wherever relevant. - Recheck every link, price, schedule, and contact before sharing. WEDDING [COUPLE NAMES] [WEDDING LOCATION OR DESTINATION] [WEDDING DATES] Live source of truth: [WEBSITE OR GUEST-GUIDE LINK] Last updated: [DATE, TIME, AND TIME ZONE] Urgent changes will be sent by: [EMAIL / SMS / WHATSAPP / OTHER] Scheduled email reminder plan: [HOST-ONLY LINK OR SECTION 13 BELOW] Wedding-weekend logistics contact: [NAME, ROLE, PHONE, MESSAGING APP] Backup logistics contact: [NAME, ROLE, PHONE] For an emergency, call: [LOCAL EMERGENCY NUMBER] 1. START HERE What do I need to do now? 1. [ACTION — e.g. RSVP for each invited event by DATE] 2. [ACTION — e.g. book accommodation with LINK/CODE by DATE, if applicable] 3. [ACTION — e.g. submit travel details by DATE, if applicable] 4. [ACTION — e.g. report dietary or accessibility needs privately by DATE] 5. [ACTION — e.g. save the offline guide before the wedding] What should I book before [DATE]? [EVENT RSVP / ACCOMMODATION / TRAVEL / TRANSFER / CHILDCARE / OTHER—DELETE WHAT DOES NOT APPLY] What information is still provisional? [LIST ANY UNCONFIRMED ITEM AND WHEN THE FINAL ANSWER IS EXPECTED] 2. YOUR INVITED EVENTS Important: Show each guest only the events to which they are invited. A displayed event should never require the guest to guess whether it is an invitation. EVENT: [EVENT NAME] Invitation: [WHO IS INVITED, INCLUDING PLUS-ONES AND CHILDREN] Date: [DAY, DATE, YEAR] Guest arrival time: [TIME AND TIME ZONE] Start time: [TIME AND TIME ZONE] Expected finish: [TIME AND TIME ZONE] Venue: [FULL NAME] Address: [FULL ADDRESS] Map pin: [DIRECT MAP LINK] Transport: [PICKUP PLACE, BOARDING WINDOW, RETURN OPTIONS, CONTACT] Dress code: [STANDARD LEVEL + EXAMPLES + TERRAIN/WEATHER/CULTURAL NOTES] Food and drink: [WHAT IS SERVED AND WHEN] RSVP: [DIRECT LINK AND DEADLINE] What to bring: [ONLY IF NEEDED] Accessibility: [VERIFIED ROUTE, FACILITIES, AND PRIVATE SUPPORT CONTACT] Updates: [WHERE EVENT-SPECIFIC CHANGES WILL BE SENT] [REPEAT THIS EVENT BLOCK FOR EVERY EVENT THIS AUDIENCE MAY ATTEND] Frequently asked questions: invitations and schedule Q: Which events am I invited to? A: [NAME EACH INCLUDED EVENT. DO NOT LINK TO A PUBLIC MASTER SCHEDULE THAT INCLUDES PRIVATE EVENTS.] Q: Is my partner or plus-one invited? A: [EXPLAIN THAT THE NAMES ON THE INVITATION/RSVP ARE AUTHORITATIVE AND GIVE A CONTACT FOR CORRECTIONS.] Q: Are my children invited to every event? A: [NAME THE INCLUDED CHILDREN AND EVENTS OR EXPLAIN HOW TO CHECK PRIVATELY.] Q: Do I RSVP separately for each event? A: [DIRECT RSVP LINK, EVENT LIST, AND DEADLINE.] Q: Which activities are hosted by the couple? A: [DISTINGUISH HOSTED EVENTS FROM OPTIONAL, SELF-FUNDED ACTIVITIES.] Q: When should I arrive for the wedding? A: [EARLIEST INVITED EVENT, GUEST ARRIVAL TIME, AND—IF TRAVELLING—RECOMMENDED TRAVEL WINDOW AND WHAT HAPPENS AFTER A DELAY.] Q: When can I safely leave? A: [FINAL INVITED EVENT, EXPECTED END, TRANSFER TIME, AND RECOMMENDED DEPARTURE WINDOW.] Q: What should I do if I can no longer attend? A: [CONTACT, RSVP-CHANGE METHOD, AND DEADLINE IF ONE EXISTS.] 3. OPTIONAL TRAVEL: FLIGHTS, ENTRY, AND ARRIVAL Delete this section for guests who do not need travel guidance. Preferred airport or station: [NAME AND CODE] Practical alternatives: [NAME, CODE, EXTRA TRANSFER TIME/COST] Recommended arrival window: [DATE/TIME RANGE] Recommended departure window: [DATE/TIME RANGE] Arrival-details form: [DIRECT LINK AND DEADLINE] Q: Which airport should I use? A: [PREFERRED AIRPORT, WHY, AND DIRECT LINK TO OFFICIAL AIRPORT INFORMATION.] Q: Are alternate airports reasonable? A: [TRADE-OFFS: DISTANCE, FERRY, BORDER, TRANSFER, NIGHT ARRIVAL, OR COST.] Q: Do I book my own flights? A: [YES/NO, TRAVEL-AGENT DETAILS IF APPLICABLE, AND WHO PAYS.] Q: Where should I verify passport, visa, transit, vaccination, or entry rules? A: [LINK TO CURRENT GOVERNMENT, EMBASSY, AIRLINE, AND HEALTH-AUTHORITY SOURCES. STATE THAT RULES DEPEND ON NATIONALITY AND CAN CHANGE.] Q: Should I buy travel insurance? A: [STATE WHAT THE COUPLE REQUIRES, IF ANY. DIRECT GUESTS TO QUALIFIED ADVICE FOR MEDICAL, CANCELLATION, EVACUATION, AND ACTIVITY COVER.] Q: Are any medicines restricted? A: [LINK TO OFFICIAL DESTINATION GUIDANCE. DO NOT GIVE MEDICAL OR LEGAL ADVICE.] Q: What arrival information do you need from me? A: [FLIGHT NUMBER, ARRIVAL DATE/TIME, TERMINAL, DELAY CONTACT, AND PRIVACY-SAFE SUBMISSION METHOD.] 4. OPTIONAL: ACCOMMODATION Recommended property or room block: [NAME] Booking link: [DIRECT LINK] Booking code: [CODE] Booking deadline: [DATE AND WEDDING'S LOCAL TIME ZONE] Covered nights: [DATES] Minimum stay: [NIGHTS OR NONE] Deposit and cancellation terms: [CONFIRMED SUMMARY + DIRECT POLICY LINK] Rate last checked: [DATE] Booking help: [HOTEL/TRAVEL-AGENT CONTACT] Fallback accommodation: [NAME/LINK/TRANSPORT CONSEQUENCE] Q: Where should I stay? A: [PRIMARY OPTION, WHY, AND ALTERNATIVES FOR BUDGET, FAMILY, ACCESSIBILITY, OR SOLO TRAVEL.] Q: Must I use the room block? A: [YES/NO AND THE TRANSPORT OR EVENT-ACCESS CONSEQUENCES OF STAYING ELSEWHERE.] Q: What does the rate include? A: [MEALS, DRINKS, TAXES, FEES, TRANSFERS, ACTIVITIES, WI-FI, OR OTHER VERIFIED INCLUSIONS AND EXCLUSIONS.] Q: What if the code fails or the block is sold out? A: [BOOKING OWNER, CONTACT, SCREENSHOT/ERROR INFORMATION TO SEND, AND APPROVED FALLBACK.] Q: Can I stay off-property? A: [YES/NO, DAY-PASS OR EXTERNAL-GUEST FEES, SECURITY ACCESS, AND TRANSPORT IMPLICATIONS.] Q: Are accessible or family rooms available? A: [ROOM FEATURES THAT HAVE BEEN VERIFIED, BOOKING PROCESS, AND DEADLINE.] 5. TRANSPORT GETTING TO THE VENUE Driving directions: [DIRECT LINK + IMPORTANT ROUTE NOTES] Parking: [ADDRESS, ENTRANCE, CAPACITY, COST, ACCESSIBLE SPACES, OVERFLOW] Drop-off and pickup: [EXACT LOCATION + MAP PIN + OPERATING LIMITS] Public transport: [ROUTE, STOP, WALKING DISTANCE, LAST SERVICE, FALLBACK] Rideshare or taxi: [PICKUP ZONE, AVAILABILITY, EXPECTED LIMITS, FALLBACK] OPTIONAL TRAVEL: AIRPORT OR STATION ARRIVAL Transfer method: [SHUTTLE / PREBOOKED DRIVER / TAXI / TRAIN / RENTAL CAR] Reservation link or contact: [DIRECT LINK/CONTACT] Meeting point: [PLAIN-LANGUAGE DIRECTIONS + MAP/PIN] Operating window: [TIMES] Delay procedure: [WHO TO CONTACT, HOW LONG THE DRIVER WAITS, FALLBACK] Cost and payment: [AMOUNT/CURRENCY/METHOD OR HOSTED] EVENT TRANSPORT [REPEAT FOR EVERY EVENT, INCLUDING WELCOME EVENTS, EXCURSIONS, AFTER-PARTIES, AND BRUNCHES] Event: [NAME] Pickup location: [EXACT PLACE + MAP PIN] Boarding window: [START–CLOSE] Departure time: [TIME AND TIME ZONE] Accessible vehicle details: [VERIFIED DETAILS] Child-seat details: [VERIFIED DETAILS] Return options: [ALL TIMES] Last return: [TIME] Missed-shuttle fallback: [TAXI/RIDESHARE/DRIVER CONTACT + EXPECTED LIMITATIONS] Transport lead: [NAME AND CONTACT] Q: Do I need a rental car? A: [YES/NO, PARKING, ROAD CONDITIONS, LICENSING, AND SOBER RETURN PLAN.] Q: Is rideshare or public transport reliable? A: [SERVICE AREA AND HOURS VERIFIED FOR THE RELEVANT TIMES; INCLUDE A FALLBACK.] Q: Is transport provided for every event? A: [LIST EACH EVENT WITH YES/NO. NEVER SAY ONLY “TRANSPORT IS PROVIDED.”] Q: Where exactly do I board? A: [LANDMARK, ENTRANCE, PHOTO IF USEFUL, MAP PIN, BOARDING DEADLINE.] Q: What if I am delayed or miss a shuttle? A: [CONTACT, FALLBACK, EXPECTED COST, AND WHAT NOT TO DO.] Q: Can transport carry a wheelchair, walker, luggage, stroller, or child seat? A: [ONLY VERIFIED CAPACITY AND HOW TO RESERVE IT.] 6. DRESS CODES AND CULTURAL CONTEXT [REPEAT FOR EACH EVENT] Event: [NAME] Standard formality level: [E.G. COCKTAIL / FORMAL / BLACK TIE] Plain-language examples: [2–4 OPTIONS ACROSS GENDERS] Weather: [EXPECTED CONDITIONS + EVENING CHANGE] Terrain: [SAND / GRASS / COBBLES / STAIRS / STEEP PATH / INDOORS] Footwear guidance: [SPECIFIC] Cultural or religious expectations: [SHOULDERS / HEAD / SHOES / COLOURS / OTHER] Cultural dress: [WELCOME / OPTIONAL / PROVIDED / NOT EXPECTED] Inspiration link: [OPTIONAL AND CLEARLY LABELLED AS INSPIRATION] What guests do not need to buy: [HELP REDUCE UNNECESSARY COST] Q: What does “[DRESS CODE]” actually mean? A: [STANDARD LABEL FIRST, THEN EXAMPLES. DO NOT MAKE A MOOD-BOARD PHRASE THE ONLY INSTRUCTION.] Q: What should I wear for the weather and ground? A: [LAYERS, SUN, RAIN, HUMIDITY, INSECTS, WALKING, AND FOOTWEAR.] Q: May I wear cultural dress? A: [WHAT IS WELCOME, WHERE TO FIND/RENT IT IF DESIRED, AND WHAT IS NOT REQUIRED.] Q: Are any colours or garments reserved or discouraged? A: [SPECIFIC EXPECTATION AND CULTURAL/FAMILY REVIEW.] Q: What customs will I see or join? A: [SHORT EXPLANATION, EXPECTED PARTICIPATION, AND WHETHER PHOTOGRAPHY OR SHOES ARE RESTRICTED.] 7. FOOD, DRINK, AND DIETARY NEEDS Meals by event: [EVENT + SERVICE TIME + TYPE] Drinks: [HOSTED/CASH/NON-ALCOHOLIC OPTIONS/WATER] Dietary form: [PRIVATE DIRECT LINK] Submission deadline: [DATE] Confirmation owner: [CATERER/VENUE/PLANNER CONTACT OR HOST PROCESS] Q: Which events include food and drinks? A: [EVENT-BY-EVENT ANSWER AND APPROXIMATE SERVICE TIMES.] Q: How do I report an allergy, coeliac disease, medical diet, or religious diet? A: [PRIVATE FORM/CONTACT, DEADLINE, AND CONFIRMATION PROCESS.] Q: What can the caterer safely accommodate? A: [ONLY WHAT THE CATERER HAS CONFIRMED. DESCRIBE CROSS-CONTACT LIMITS.] Q: Is any meal buffet or shared-style? A: [EVENTS AND RELEVANT CROSS-CONTACT INFORMATION.] Q: May I bring safe food or necessary medication? A: [VENUE RULES, STORAGE, REFRIGERATION, AND SECURITY PROCESS.] Q: Are children’s meals available? A: [AGE/RANGE, OPTIONS, REQUEST METHOD, AND DEADLINE.] Q: Is drinking water available and is tap water suitable for visitors? A: [VERIFIED LOCAL AND VENUE INFORMATION.] 8. ACCESSIBILITY AND SUPPORT Private support contact: [NAME/ROLE + PRIVATE CONTACT] Request deadline: [DATE] Information verified on: [DATE] Verification owner: [VENUE/PLANNER/TRANSPORT PROVIDER] Describe the full route, not merely “accessible”: - Vehicle and luggage transfer: [DETAILS] - Accessible parking/drop-off: [DETAILS] - Route to each event space: [SURFACE, SLOPE, DISTANCE, STEPS, COVER] - Entrance and lift: [DETAILS] - Toilet: [LOCATION AND VERIFIED FEATURES] - Seating and rest area: [DETAILS] - Accessible transport: [DETAILS] - Weather backup: [DETAILS] - Hearing/visual/communication support: [DETAILS] - Quiet space or sensory support: [DETAILS] - Service animals, carers, medication, refrigeration, or power: [PROCESS] Q: Can I reach every invited event using a step-free route? A: [DESCRIBE EACH LINK FROM PICKUP TO SEAT, INCLUDING BACKUP VENUE.] Q: What accessibility features are confirmed? A: [DESCRIPTIVE FACTS, NOT A YES/NO LABEL.] Q: How do I request an adjustment privately? A: [CONTACT, DEADLINE, INFORMATION NEEDED, AND WHO CONFIRMS.] Q: Can you support mobility aids, service animals, carers, hearing needs, or medical equipment? A: [VERIFIED OPTIONS AND ARRANGEMENT PROCESS.] 9. CHILDREN AND PLUS-ONES Q: How do I confirm who is named on my invitation? A: [PRIVATE LOOKUP/RSVP LINK. THE INVITATION RECORD OVERRIDES A GENERIC FAQ.] Q: May children come on the trip or attend other wedding activities if one event is child-free? A: [CLEAR DISTINCTION BETWEEN TRAVEL, EACH EVENT'S INVITATION, AND CHILDCARE.] Q: Which events may my children attend? A: [CHILD NAME/AGE RULE + EVENT-SPECIFIC ANSWER.] Q: Is childcare available? A: [PROVIDER, VETTING OWNER, LOCATION, AGES, HOURS, COST, CAPACITY, BOOKING LINK, DEADLINE, PARENT-PROXIMITY RULE, MEALS, NAPPIES, MEDICATION, AND EMERGENCY CONTACT PROCESS.] Q: Are cots, high chairs, family rooms, car seats, or children’s meals available? A: [VERIFIED DETAILS AND RESERVATION PROCESS.] Q: May I request a plus-one or change my invited companion? A: [WHO CAN REQUEST, HOW, DEADLINE, AND THAT APPROVAL IS NOT AUTOMATIC.] 10. LOCAL AREA AND OPTIONAL TRAVEL INFORMATION Official local or travel advice, if relevant: [GOVERNMENT LINK] Official entry information, if relevant: [EMBASSY/IMMIGRATION LINK] Weather source: [OFFICIAL/RELIABLE LINK] Currency and cards: [CONFIRMED PRACTICAL INFORMATION] ATM/cash access: [LOCATIONS/LIMITATIONS] Tipping: [LOCAL GUIDANCE] Language: [LANGUAGES + USEFUL HELP] Plug and voltage: [TYPE/VOLTAGE] Mobile data and Wi-Fi: [PRACTICAL OPTIONS] Water: [VERIFIED GUIDANCE] Local customs/laws: [ONLY IMPORTANT, VERIFIED ITEMS] Nearby groceries/pharmacies: [NAMES, HOURS, MAP LINKS, LAST CHECKED] Nearby restaurants: [OPTIONS + BOOKING/CLOSURE CAVEAT] Optional activities: [CLEARLY SELF-FUNDED/INDEPENDENT OR HOSTED] Free time: [HONESTLY SAY WHEN GUESTS HAVE IT] Q: What cash and cards should I bring? A: [CURRENCY, CARD ACCEPTANCE, ATM LIMITS, AND WHOSE GUIDANCE THIS IS.] Q: What phone, plug, voltage, and Wi-Fi setup should I expect? A: [SPECIFIC FACTS AND LINKS.] Q: What local customs or laws do visitors often overlook? A: [BRIEF, REVIEWED GUIDANCE + OFFICIAL SOURCE.] Q: Are the recommended activities hosted? A: [HOSTED / OPTIONAL / SELF-FUNDED, BOOKING OWNER, AND TRANSPORT.] Q: Are gifts expected, and is there a registry? A: [REGISTRY LINK, SHIPPING GUIDANCE, CULTURAL CONTEXT, OR A CLEAR NOTE THAT YOUR PRESENCE IS THE GIFT / FOR DESTINATION WEDDINGS, TRAVEL IS THE GIFT.] Q: May guests take or share photos? A: [UNPLUGGED MOMENTS, SOCIAL-MEDIA RULES, HASHTAG, AND HOW OFFICIAL PHOTOS WILL BE SHARED.] Q: What should I pack besides event outfits? A: [WEATHER, TERRAIN, SWIM/ACTIVITY ITEMS, MEDICATION, ADAPTERS, AND ANYTHING THAT IS DIFFICULT TO BUY LOCALLY.] 11. HELP AND EMERGENCIES Wedding logistics contact: [NAME, ROLE, PHONE, MESSAGING APP, HOURS] Backup contact: [NAME, ROLE, PHONE] Accommodation contact, if relevant: [DETAILS] Transport contact: [DETAILS] Travel-agent contact, if relevant: [DETAILS] Local emergency-services number: [NUMBER] Nearest suitable clinic/hospital: [NAME, ADDRESS, PHONE, MAP] 24-hour pharmacy: [NAME, ADDRESS, PHONE, MAP] Official embassy/consulate directory, if relevant: [LINK] Travel-insurer assistance, if relevant: [GUEST SHOULD CARRY THEIR OWN DETAILS] Offline copy stored: [PDF LINK / PRINT LOCATION] Q: Who should I contact instead of the couple? A: [LOGISTICS CONTACT, BACKUP, HOURS, AND TYPES OF QUESTION.] Q: What should I do in an emergency? A: [CALL LOCAL EMERGENCY SERVICES FIRST. THEN FOLLOW INSURER/EMBASSY/FAMILY PROCEDURES AS APPROPRIATE.] Q: What if I lose something essential, such as my phone, medication, luggage, or passport while travelling? A: [OFFICIAL CONTACT PATHS AND PRACTICAL LOCAL SUPPORT.] Q: Where can I get medical help? A: [PRE-RESEARCHED OPTIONS, WHILE MAKING CLEAR THAT EMERGENCY SERVICES AND QUALIFIED CLINICIANS DECIDE APPROPRIATE CARE.] 12. CHANGES AND VERSION CONTROL Live source of truth: [LINK] Last updated: [DATE, TIME, TIME ZONE] Information owner: [NAME/ROLE] Urgent alert channel: [EMAIL/SMS/WHATSAPP/OTHER] Backup alert channel: [CHANNEL] Change log: [DATE — WHAT CHANGED — WHO IS AFFECTED] Q: How will schedule, venue, transport, or weather changes be announced? A: [PUSH CHANNEL + LINK TO UPDATED SECTION.] Q: What if the website, PDF, invitation, and message disagree? A: [THE LATEST DATED ALERT WINS FOR URGENT CHANGES; THE LIVE SOURCE HOLDS THE CURRENT FULL DETAIL. GIVE A CONTACT FOR CONFIRMATION.] Q: Should I keep checking the website? A: [NO FOR URGENT CHANGES—EXPLAIN THE PUSH CHANNEL. YES AS THE MAINTAINED REFERENCE.] 13. PROACTIVE EMAIL REMINDER PLAN Keep this section host-only. Each reminder should answer a predictable question at the moment the guest is most likely to need it. REMINDER: [SHORT NAME] Audience: [GUEST IDS / EVENT ATTENDEES / GUEST GROUP / ROLE / RSVP STATUS] Question this prevents: [WHAT GUESTS WOULD OTHERWISE ASK] Send time: [DATE, TIME, TIME ZONE OR OFFSET FROM EVENT] Confirmed source: [CURRENT GUEST GUIDE / EVENT / HOTEL / SUPPLIER / OTHER] Email subject: [PLAIN, ACTION-ORIENTED SUBJECT] Essential answer: [CONFIRMED FACTS ONLY] Guest action: [WHAT TO DO + DIRECT LINK + DEADLINE] Fallback or contact: [WHAT TO DO IF THE PLAN FAILS] Personalization needed: [NAME / INVITED EVENT / HOTEL / OTHER] Host approval status: [DRAFT / REVIEWED / CONFIRMED & SCHEDULED] [REPEAT FOR EACH REMINDER] Example reminder sequence: [ ] Before the room-block deadline: booking link, code, covered dates, fallback. [ ] Before the RSVP deadline: invited events, named party, direct RSVP link. [ ] Before international travel, if applicable: official entry links, travel-detail request, insurance reminder. [ ] Before packing: event-by-event dress, terrain, weather, cultural context. [ ] Before arrival: parking/drop-off or traveller pickup, delay procedure, and accommodation check-in if relevant. [ ] Before each event: invitation, arrival time, map, shuttle, dress, food. [ ] After a material change: corrected fact, affected audience, new action. FINAL HOST CHECK Before publishing, confirm: [ ] Every event shown is an invitation for that audience. [ ] Every date and time includes the wedding's local time zone. [ ] Every venue has a full address and map pin. [ ] Every event has an outbound and return transport answer. [ ] Every booking instruction has a direct link, deadline, owner, and fallback. [ ] Dress codes use standard labels, examples, terrain, weather, and cultural context. [ ] Allergy language matches what the caterer has actually confirmed. [ ] Accessibility covers the complete route, transport, toilets, seating, and backup space. [ ] Child and plus-one answers match each named invitation. [ ] The couple is not the only wedding-weekend contact. [ ] Emergency numbers and facilities were checked locally. [ ] Where applicable, entry, health, legal, price, and availability claims link to current authorities. [ ] No passport, medical, room, access-code, or private itinerary data appears publicly. [ ] The PDF contains real text and headings, not screenshot-only pages. [ ] The live source and PDF show a last-updated date. [ ] The urgent-change channel reaches every guest. [ ] Predictable questions have a targeted reminder scheduled before the relevant deadline or event. [ ] Every AI-drafted email has confirmed facts, the correct audience, and host approval. [ ] An uninvolved guest tested the guide on a phone without asking the couple for help.