I grew up in New York. I now live in Philadelphia where I met my fiance. My fiance grew up in just outside of Boston. Most of our families stayed close to where we grew up, though more and more are relocating. My fiance and I thought long and hard about where to host the wedding. Philadelphia would have been the most convenient for us, but then everyone would have to travel. We chose New York because it will benefit the greatest number of people and out-of-town guests on my side will be able to stay with family instead of paying for a hotel room. That being said, about 70% of our guests will be coming in from out-of-town, the distance ranges from a 2-hour drive from Connecticut to one guest who will be flying in from China.
We feel honored that our guests want to attend our wedding even though it means a good deal of travel and expenses and would like to be the best hosts possible. So far, we've located a great hotel that is near all of the events and they gave us a significantly reduced rate ($150/night) in my area, that is inexpensive. FI's parents have offered to pay for the hotel costs of everyone in their immediate family and the bridal party, which will help so much for those who are already spending a fair amount in connection to the wedding. I plan on making welcome bags for each hotel room that is part of the room block with 2 bottles of water, some granola bars, microwave popcorn and pain relievers. We plan on having a rehearsal dinner and inviting all of the out of town guests staying at a hotel (the ones who are staying with family can be hosted for dinner by the family they are staying with). This puts our rehearsal dinner at about 80 people, so we couldn't really invite more than the ones we plan on. We are also having an after party at my parents house that will continue with food (simple hamburgers and hot dogs and a few kegs of beer) after the wedding.
What we have decided not to do is have a shuttle from the hotel to the venue. It is a morning wedding with a brunch reception, so even though there is an open wine/beer bar with breakfast cocktails; we doubt there will be too much drinking going on. We also figure that almost everyone will be driving, so will have access to a car and we can set up carpools for the few who do not.
My question is: what if anything else can we do to make sure we are good and gracious hosts to our guests, who are coming so far to be a part of our wedding?