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Wedding Website FAQ Template: Complete Guest Guide

Jon ·
wedding website FAQ template wedding FAQ questions wedding guest information destination wedding website FAQ

The easiest route is to have aiDo create a private FAQ draft from the wedding details you have already saved, then share your approved answers as Guest Guides and schedule them to reach guests before they ask. The complete 63-question template below is also available for manual use or as a PDF backup.

Whether guests are driving across town or flying across an ocean, they need the same basic answers: what they are invited to, when to arrive, what to wear, how to get there, what they need to do, and where to look when plans change.

A useful wedding website FAQ supports that full journey. It should tell each guest exactly which events they are invited to, what they need to book, how they will get there and back, where to report a need, who can help, and which version to trust when plans change. Destination weddings and weddings with out-of-town guests add another layer: flights, accommodation, entry requirements, airport transfers, and unfamiliar local information.

The easiest way to make your wedding FAQ

If you are already planning in aiDo, do not start with a blank document. The planning agent already has the wedding information you have built with it—events, guests, locations, schedules, tasks, documents, and decisions. Ask it to turn that actual plan into the first FAQ draft:

Review the confirmed wedding details in aiDo and create the questions guests are most likely to ask. Separate whole-wedding information from event-specific information, respect each event's invitation list, and flag anything missing or conflicting instead of guessing. Save the result in Notes & Guest Guides as a private draft. Do not share it with guests until I approve the wording.

That is easier than working through a generic list one question at a time. aiDo can start with the facts already attached to your wedding, notice where an answer is missing, save a focused private draft in Notes & Guest Guides, and prepare it for sharing on the guest dashboard or the relevant event page. Nothing becomes guest-visible until you approve it in AI Actions.

Once the guide is approved, aiDo can use the same wedding context to answer follow-up questions and prepare targeted email reminders before a deadline or event. The manual template below is still useful as a coverage check, a route for people not yet using aiDo, and the source for an offline PDF.

Hosts regularly describe receiving questions that were already answered on the wedding website. One host reported a flood of repeat questions only weeks before the wedding; another kept answering dress-code questions even though the dress code appeared in two places. The lesson is not simply that guests refuse to read. An answer may exist but still be buried, vague, out of date, not visible to that guest, or hard to retrieve on a phone at the moment they need it. (Reddit: repeat destination-wedding questions, Reddit: wedding website FAQ questions)

This guide fixes all three parts of the problem:

  • Coverage: the template includes the questions wedding guests actually need answered, plus optional travel questions for destination and out-of-town guests.
  • Retrieval: the answer has one maintained home, clear ownership, and a dated offline copy.
  • Delivery: predictable answers arrive before the relevant RSVP, booking deadline, journey, shuttle, or event makes the question urgent.

Correct information also needs visible ownership and current sources. At my own wedding, guests sometimes asked me to confirm an answer even after aiDo had answered it correctly. That trust problem is separate from whether the answer exists, and the template accounts for it by naming the information owner, source, and update date.

What should a wedding website FAQ include?

At minimum, guests need these ten groups of information:

Information What the guest is trying to do
Invitation and schedule Understand exactly which events they may attend and when to arrive
Travel and entry, if relevant Choose an airport or station, book sensible dates, and verify current travel requirements
Accommodation, if relevant Reserve the right property, rate, dates, and room before the deadline
Transport Find the venue, park or get dropped off, use event shuttles, and—when relevant—connect from an airport, station, or hotel
Dress and culture Pack suitable clothes for the formality, weather, terrain, and customs
Food and drink Know when meals happen and how confirmed dietary needs will be handled
Accessibility Understand the full route and request support privately
Children and plus-ones Know exactly who is invited to each event and what care is available
Local and emergency information Use money, phones, power, healthcare, and local services when needed
Changes Know which source is current and how urgent updates will reach them

Do not treat this as a mandate to publish every detail to everybody. A complete guide also protects invitation boundaries and private information.

Use three visibility layers:

  1. Whole-wedding information: venue basics, general transport, emergency contacts, and the change channel; add airports, accommodation, and destination basics when relevant.
  2. Event-specific information: invitation status, schedule, venue, arrival time, shuttle, dress, food, and cultural context for one event.
  3. Private or personalized information: named invitations, flight records, room information, dietary or accessibility needs, access codes, and anything that reveals an event to somebody who is not invited.

A public master itinerary is not a substitute for an invitation.

Give the information three jobs

One document cannot do every communication job well.

1. aiDo Guest Guides as the maintained source of truth

This is the best home for the current answer because the guides stay with the wedding information the planning agent already uses. They can hold full details, direct booking links, maps, event pages, and a visible “last updated” line. aiDo can place a whole-wedding guide on the guest dashboard or an event-specific guide on the relevant event page. Nothing becomes guest-visible until the host approves it. If you are not using aiDo, make a maintained wedding website serve the same source-of-truth role.

2. Scheduled emails that bring answers to guests

A website or PDF waits for a guest to remember it exists. A scheduled email can arrive just before the answer becomes useful: RSVP instructions before the deadline, parking or shuttle directions before an event, room-block instructions before booking closes, or airport pickup instructions before a travelling guest lands.

aiDo can turn those predictable questions into targeted reminders. It can prepare an email for a specific guest, an event audience, a guest group, a role, or an RSVP status, personalize it for each recipient, and schedule it at a fixed time or relative to an event. The host still reviews the recipients and rendered content in Notifications and chooses Confirm & schedule before anything is queued.

3. A dated PDF for backup and offline use

Give guests a copy they can save before the wedding or print for a relative who does not want to depend on phone signal, battery life, roaming, hotel Wi-Fi, or a remembered password. Put the version date and live-source link on every page. A PDF is useful offline insurance, but it is passive: it cannot decide who needs which answer, deliver it at the useful moment, update itself, or answer the next question.

Use email, SMS, WhatsApp, or another channel every guest actually receives for urgent changes too. Send the change directly, with a link to the exact updated section.

Editing a shuttle time on the website is not the same as telling the people waiting for the shuttle. At my own four-event destination wedding in Mauritius, a same-day start-time change went into the planning system and WhatsApp. That redundancy was useful. Guests should not have to refresh a website to discover an urgent change.

How to find the wedding FAQ questions your guests will ask

The template below is deliberately broad. Before copying it, discover the questions created by your particular guests and plans.

  1. Walk the guest journey: decide, RSVP, book, pack, arrive, check in, attend each event, handle a disruption, and depart.
  2. Run the journey for different people: a local guest driving to the venue, a first-time international traveller, an older guest, a wheelchair user, a Deaf or hard-of-hearing guest, somebody with a severe allergy, a parent, a solo guest, an off-property guest, and somebody unfamiliar with the culture.
  3. Inspect every handoff: home or accommodation to the venue, parking or drop-off to the entrance, event to event, and the journey home. Add airport or station transfers when guests are travelling. Missing work often hides between two named places.
  4. Write the action and fallback: do not stop at “transport is provided.” Give the pickup point, boarding window, return options, contact, and missed-shuttle plan.
  5. Test the draft with an uninvolved guest: ask them to book a hypothetical trip on a phone without your help. Record every hesitation.
  6. Keep a question log: every real guest question is evidence that an answer is absent, ambiguous, buried, stale, inaccessible, or not trusted.
  7. Fix the cause: rewriting the answer, moving it beside the event, sending it at the right time, or naming a human contact may work better than adding another FAQ item.

This is the same discovery problem described in Why a Wedding Checklist Is Not Enough: the useful questions appear when a standard task meets the specific facts of your wedding.

Wedding schedule, invitation, and RSVP questions

A wedding schedule does two jobs that should not be confused:

  • it tells a guest what is happening; and
  • it tells a guest what they are invited to.

Showing an event does not always make the second answer clear. Forum discussions include hosts trying to show different schedules to travelling and local guests, hosts worrying that family-only events would confuse everybody else, and a destination guest who travelled without realizing they were excluded from the ceremony and reception. (Different schedules on a wedding website, private family events, unclear destination-wedding invitation scope)

For every event a guest can see, state:

  • whether this is an invitation for them;
  • whether their named partner, plus-one, or children are included;
  • whether a separate RSVP is required;
  • the day, date, year, event's local time zone, and guest arrival time;
  • the full venue address and map pin;
  • food timing, especially when there is a long gap;
  • the dress code and environmental context;
  • outbound and return transport; and
  • whether it is hosted, optional, or self-funded.

Guests travelling for the wedding also need the first event they may attend and the last event they may attend. “Wedding weekend: 12–15 June” is not enough to choose a flight or train if the welcome dinner begins at noon on the 12th or the only airport transfer leaves after brunch on the 15th.

Destination wedding FAQ: flights, accommodation, and transport

Every wedding needs clear venue directions and arrival information. The flight, entry, hotel, and airport-transfer guidance below is essential for destination weddings and useful for out-of-town guests. For a local wedding, keep the parking, drop-off, public-transport, rideshare, and event-shuttle information and delete the parts that do not apply.

Optional: flights and entry requirements

Tell guests which airport or station is most practical, not merely which one is closest on a map. Explain what an alternative changes: an extra ferry, a difficult night transfer, a border crossing, or no connection to the group shuttle.

Publish recommended arrival and departure windows, but let guests verify changing passport, visa, transit, vaccination, medication, and entry rules against official sources for their own nationality. The Australian Government’s overseas travel checklist is a useful model: it tells travellers to check destination advice, local laws, passport and visa rules, insurance, health needs, medication legality, cultural expectations, paper backups, and emergency contacts. Your guide should point guests to the relevant authorities rather than freeze fast-changing rules into your own prose.

If you collect flight details for transfers, ask for the arrival flight number, destination arrival date and time, terminal, and a delay contact. Multi-leg itineraries cross time zones and date lines. Ask guests to confirm the final landing information against their ticket rather than approving a tidy summary from memory.

Optional: accommodation

A room-block answer needs more than a hotel name. Hosts report guests asking what to do when the confirmation code fails, while destination forums surface confusion about what “all-inclusive” includes and whether guests must book through the group. (Room-block troubleshooting questions, destination accommodation FAQ discussion)

Include:

  • direct booking link and code;
  • booking deadline and destination time zone;
  • covered nights and room types;
  • minimum stay;
  • deposit, payment, and cancellation terms;
  • taxes, resort fees, and verified inclusions;
  • the person who fixes a failed code;
  • what happens if the block sells out;
  • accessible, family, budget, and solo options; and
  • the consequence of staying elsewhere.

That last answer matters at resorts. Off-property guests may need a day pass, face an event-access fee, or lose access to the group shuttle. Tell them before they book.

Date any quoted rate or availability. A guest guide should never make an old price look current.

Getting to and from each event

Audit the complete door-to-door journey for every hosted event:

  • home or accommodation to the venue;
  • parking, drop-off, public transport, or rideshare to the entrance;
  • event to another event, if applicable;
  • the safe journey home or back to accommodation; and
  • airport or station transfers when applicable.

One destination guest described a welcome dinner that was left out of the shuttle plan. Other hosts worry about guests navigating an unfamiliar city in formal clothes, older relatives, parking, traffic, and the final ride home. (Destination transport gap, guest transport planning discussion)

For each movement, give the exact pickup point, map pin, boarding window, departure time, all return times, last ride, accessibility, child-seat arrangements, luggage limits, contact, and missed-connection fallback.

Do not write “shuttles will be provided.” Write “the ceremony shuttle boards outside the north lobby from 3:40–3:55 pm and leaves at 4:00 pm; call Priya at [number] if you cannot find it.”

Wedding dress code and cultural FAQ questions

Dress questions survive even when the phrase “dress code” is present. The missing information is usually what the phrase means in this place, for this event.

Use this order:

  1. Standard formality: cocktail, formal, black tie, or another recognizable level.
  2. Concrete examples: two or three useful options across genders.
  3. Environment: heat, evening cold, humidity, rain, sun, insects, sand, grass, cobbles, stairs, or long walks.
  4. Cultural or religious context: shoulders, head coverings, shoes, reserved colours, photography, alcohol, or conduct.
  5. Cost boundary: what is welcome versus what guests are expected to buy.

A creative label such as “coastal garden formal” can create more questions than it answers. Guests may already be paying for travel, accommodation, gifts, or childcare; aesthetic inspiration should not silently become an expensive uniform. Forum discussions also show that cross-cultural etiquette advice differs across families and countries. Explain your families’ actual expectations and ask a cultural insider to review sensitive wording rather than presenting one custom as universal. (Destination dress-code frustration, cross-cultural wedding advice)

At our Hindu wedding, most international guests had never heard words such as “sherwani” or “Sangeet.” Event-by-event packing lists and outfit images reduced the anxiety because guests could see what the terms meant. Plain language first; cultural context second; inspiration images third.

Food, accessibility, children, and plus-one questions

Meals, allergies, and dietary needs

Tell guests which events include meals, approximately when food will be served, whether drinks are hosted, and how to submit meal choices or dietary needs privately.

For allergies, coeliac disease, medical diets, and religious diets:

  • collect the information by a clear deadline;
  • name who will confirm the arrangement;
  • describe only what the caterer has actually confirmed;
  • disclose buffet or shared-service cross-contact limitations;
  • explain whether safe food or medication can be brought or stored; and
  • give the emergency process.

Food Standards Australia New Zealand advises people with difficult-to-manage allergies to speak with a venue in advance and specifically flags buffet cross-contamination. Do not promise an “allergy-safe meal” because a form collected an allergy.

Accessibility

“Accessible venue: yes” is not a useful answer. A guest needs to know whether the entire chain works:

  • vehicle and luggage transfer;
  • accessible shuttle or parking;
  • drop-off to entrance;
  • route surface, slope, distance, steps, lighting, and weather cover;
  • lifts, toilets, seating, and rest space;
  • ceremony and reception layouts;
  • backup venue;
  • hearing, visual, language, or sensory support; and
  • medication, power, service-animal, or carer arrangements.

The Australian Human Rights Commission’s accessible-events guidance likewise treats access as a chain across transport, venue, communication, layout, toilets, catering, and requests for adjustment.

Describe verified facts and give guests a private contact for support requests. Do not ask them to publish medical information in a shared FAQ.

Children

A child-free event does not always mean children can be left at home, especially when a household is travelling. One host described travel without children as impossible for some guests. That is why “Are children invited? No” is incomplete. (Destination-wedding childcare discussion)

Answer separately:

  • May children travel with the household?
  • Which named children may attend each event?
  • Is childcare provided or only suggested?
  • Who provides it and who verified them?
  • What ages, hours, location, cost, capacity, and booking deadline apply?
  • Must a parent remain nearby?
  • Who handles meals, nappies, allergies, medication, and emergencies?
  • Are cots, high chairs, family rooms, and car seats available?

Plus-ones

The names attached to the invitation should be authoritative. State whether a companion is included, whether that companion is invited to every displayed event, and how to request a correction or name change. Do not let a generic FAQ promise a plus-one that the invitation record does not include.

Local information, emergency contacts, and last-minute changes

Local information

Prioritize what a guest navigating an unfamiliar area needs over decorative local copy:

  • currency, cash, cards, ATMs, and tipping;
  • plugs, voltage, roaming, eSIM/SIM, and Wi-Fi;
  • language and useful support;
  • weather and seasonal hazards;
  • local laws, religious customs, photography, and alcohol rules;
  • drinking water;
  • nearby groceries, pharmacies, restaurants, and low-effort activities; and
  • which recommendations are hosted versus independently booked and paid for.

When relevant, link changing travel, health, weather, and legal information to current official sources. Add “checked on [date]” to local opening hours, prices, and availability.

Emergency and weekend contacts

Do not make the couple the only help desk.

Publish a wedding-weekend logistics contact and backup, transport contact, local emergency-services number, nearby appropriate medical facilities, and a 24-hour pharmacy. Add an accommodation contact when guests are staying away from home. For international or destination weddings, also provide an official embassy/consulate directory and tell guests to carry their own insurer and airline information.

The CDC’s guidance on getting healthcare during travel recommends planning where to obtain care and considering medical evacuation coverage before travel. Its Pack Smart guidance includes lodging details, emergency contacts, insurance documents, clinics or hospitals, and embassy information.

Keep an offline copy. A useful emergency plan cannot depend on the lost phone or failed roaming connection that created the emergency.

Schedule and venue changes

Every guide needs:

  • one live source of truth;
  • a visible last-updated date, time, and time zone;
  • one information owner;
  • a push channel that reaches every guest;
  • a backup channel;
  • a short change log; and
  • a rule for resolving conflicting versions.

A practical rule is: the latest dated alert controls the urgent change; the maintained website or guest guide holds the full current detail. A stale PDF should be visibly stale, not quietly plausible.

Copy-ready wedding website structure

The best setup is to ask aiDo to create these as focused Guest Guides using the wedding information it already has. That keeps the answers connected to the live plan and lets aiDo use them for guest questions and proactive reminders. If you are working manually, use the same order for your wedding website and PDF:

  1. Start here: the five actions and deadlines that matter now.
  2. Your invited events: invitation-specific itinerary and RSVP.
  3. Before you book, if travel applies: arrival/departure windows, entry links, and costs guests should understand.
  4. Travel and arrival, if needed: airports or stations, travel-detail submission, and delay process.
  5. Accommodation, if needed: block, alternatives, deadline, inclusions, troubleshooting, and off-property consequences.
  6. Transport: venue directions, parking, drop-off, public transport, shuttles, and optional airport transfers.
  7. Event guides: schedule, venue, dress, food, accessibility, and return transport together.
  8. Food and support: dietary, allergy, accessibility, children, and plus-one processes.
  9. Local essentials: money, connectivity, power, customs, weather, and practical nearby services.
  10. Help and emergencies: logistics contacts, emergency services, and healthcare, plus hotel, embassy, airline, and insurer paths where relevant.
  11. Changes: source of truth, last updated, alert channel, and change log.
  12. Full FAQ: searchable questions using the same language guests use.
  13. Host-only reminder plan: audience, question, confirmed source, send time, action, fallback, and approval status for each proactive email.

Copy-ready wedding website FAQ template

If you use aiDo, give the planning agent the instruction near the start of this guide and use this question bank as a coverage check; aiDo can draft the answers from your current wedding instead of making you fill every blank. If you prefer to work manually, open the plain-text template, copy it into your own document, and delete anything that does not apply. The full template is also included below.

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.

How to turn your wedding FAQ into a useful PDF backup

A PDF is worth making because phone signal fails, batteries die, accessibility needs vary, and some guests prefer paper. Travellers may also lose roaming or hotel Wi-Fi. It is still an offline copy—not the communication system. It cannot put an RSVP link in somebody’s inbox before the deadline, give only Sangeet guests the correct dress guidance, or deliver airport pickup instructions only to the guests who need them.

  1. Copy the template into Google Docs, Word, Pages, or your preferred document editor.
  2. Delete irrelevant questions before filling the rest. A shorter guide with complete answers beats a comprehensive-looking guide full of “TBC.”
  3. Put the guest’s actions and deadlines on page one.
  4. Use real headings, selectable text, descriptive links, and alt text. Do not export screenshot-only pages.
  5. Include full addresses and written pickup directions as well as map links.
  6. Put the live-source link, version date, logistics contact, and urgent-change channel in the header or footer.
  7. Export the PDF, open it on a phone, and test every link.
  8. Ask an uninvolved guest to find an event, get there, choose an outfit, and handle a missed shuttle using only the PDF. Add a hotel-booking test when accommodation applies.
  9. Send the PDF before guests need it—and before travel when applicable—and keep the old version visibly dated when you replace it.
  10. Push urgent changes directly. Do not expect guests to rediscover them in a revised attachment.

Do not put passport details, named medical information, room numbers, private access codes, or complete personal itineraries in a broadly shared PDF.

Let aiDo build and deliver your wedding FAQ

The best way to use this guide is to let aiDo do more than store the finished copy. Because its planning agent already works with the events, guests, locations, tasks, documents, and decisions you have saved, it can draft the FAQ from those facts, flag missing or conflicting answers, save focused private drafts in Notes & Guest Guides, and prepare them for sharing. Nothing becomes guest-visible until you approve it in AI Actions.

That is more useful than a static PDF. The PDF can hold the right answer and still sit unopened. aiDo can keep the answer connected to the current wedding, show it where guests can find it, schedule it to arrive before a predictable question, and use the same context when somebody asks a follow-up.

In current aiDo, source files live under Documents, while copy written for guests belongs in Notes & Guest Guides. A guest guide can be for guests only or for both aiDo and guests. It can appear in Key Information on the guest dashboard or in Guides on one event page.

A practical Guest Guide setup is:

  • Before You Book — whole-wedding guide on the dashboard.
  • Travel, Accommodation and Arrival — optional whole-wedding guide for destination and out-of-town guests.
  • Local Essentials and Emergency Contacts — whole-wedding guide.
  • [Event Name]: Schedule, Transport, Dress and Food — one guide on each event page.
  • Accessibility and Support Requests — public process only; keep individual needs private.
  • Changes and Latest Updates — dated whole-wedding guide plus the actual alert channel.

Choose aiDo and guests when the same note should help aiDo and appear to guests. Choose guests only when it should be visible but should not inform aiDo by default. Use specific titles and one-sentence summaries so both people and aiDo can recognize the guide’s job.

Schedule the questions before they happen

Once the guides contain confirmed answers, tell aiDo which answer should arrive, who needs it, and when. For example:

Draft an email for everyone invited to the Sangeet. Schedule it for three days before the event. Include only the confirmed arrival time, hotel-lobby shuttle pickup, last return time, dress examples, footwear guidance, and the event-guide link. Personalize the greeting. If any source conflicts, show me the conflict instead of scheduling it.

aiDo resolves the audience and prepares the personalized emails, but it does not quietly send them. The drafts appear in Notifications with their recipients, content, and timing. The host reviews them and chooses Confirm & schedule.

An example sequence might be:

When Question to answer before it is asked
Before the room-block deadline Where should I stay, what is the code, and what if it fails?
Before the RSVP deadline Which events am I invited to, and who is included with me?
Before guests travel, if applicable What do I pack, what should I verify, and what travel details do you need?
Before arrival Where do I park or get dropped off? For travellers, where is the pickup and what happens after a delay?
Before each event When do I arrive, where is the shuttle, and what do I wear?

If a confirmed fact changes after a reminder was scheduled, review or cancel the old scheduled request and issue the correction to the affected audience. Do not assume a previously rendered email rewrites itself.

When wedding decisions change, aiDo can check whether published guest pages may be stale and draft possible updates. Those drafts wait for host review; nothing guests see changes until the host approves it. The approval step matters because a polished update is not proof that a supplier, venue, or transport provider confirmed the new fact.

This does not guarantee that nobody will text you. It reduces the number of questions by bringing common answers to guests before they ask, then gives the couple, planner, wedding party, and aiDo one maintained answer for the questions that remain.

The PDF still has a job when a guest is offline. aiDo handles the jobs a static file cannot: selecting the relevant audience, delivering information at the useful moment, staying connected to the current plan, and answering the next question conversationally.

For the wider planning method that keeps guest communication connected to decisions, tasks, suppliers, and schedule changes, read How to Plan a Wedding With AI. To see the guest side, try the live aiDo demo.

Wedding website FAQ accuracy and privacy checklist

Before publishing:

  • test the site and PDF on a phone;
  • verify every event’s invitation visibility;
  • compare dates, times, addresses, transport, meal, and dress details with the current plan;
  • ask the venue, caterer, transport lead, and accommodation owner, if relevant, to confirm the sections they own;
  • check that any entry, travel, health, legal, emergency, price, and availability information links to current authorities;
  • remove private guest data;
  • nominate somebody other than the couple as the first logistics contact;
  • add the last-updated date and alert channel; and
  • review every scheduled email’s audience, confirmed facts, timing, and approval status; and
  • have one uninvolved guest complete the booking-and-attendance journey without help.

Then keep the question log open. If somebody asks something already covered, do not merely reply “it’s on the website.” Ask why they could not find or trust it, then fix that part of the system.

I'm Jon. I built aiDo after using it to plan my own four-event destination wedding in Mauritius; the largest event had 400 guests. The guest-information system was one of the parts we tested with real travellers, real schedule changes, and real messages to the couple.