The Ultimate Wedding Party Guide: What to Communicate to Bridesmaids & Groomsmen
Planning a wedding involves juggling countless details, and keeping your wedding party in the loop is a crucial part of the process. Your bridesmaids and groomsmen will be by your side, but they need to know what, where, and when to make everything run smoothly.
One of the best ways to communicate with your wedding party is by creating a shared Google Doc or spreadsheet with all the essential details. This ensures everyone has access to the same information at all times—no more answering the same questions a dozen times!
So, what should you include in your wedding party document? Let’s break it down.
1. Wedding Weekend Schedule: The Must-Know Details
Your wedding party will appreciate a clear timeline for the weekend. Include:
🔹 Rehearsal & Rehearsal Dinner
- Date & Time: When and where they need to be
- Location: Address and parking details
- Dress Code: What they should wear (casual, cocktail, etc.)
- Plus-Ones: Whether their partners are invited
🔹 Wedding Day Details
- Arrival Time & Location: Where they need to be and by when
- Getting Ready Plan: Salon appointments or DIY? When and where?
- Dress Code: Bridesmaids’ dresses, shoes, accessories; groomsmen’s suits, ties, shoes
- Ceremony Start Time: So they know when things officially kick off
- Transportation: If you're providing shuttles or if they need to arrange their own rides
- Food & Drinks: Will breakfast/lunch be provided before the ceremony? Should they bring snacks?
🔹 Post-Wedding Events
- Brunch / Farewell Event: If you’re hosting a post-wedding brunch, include the time, location, and dress code
- After-Party: If there’s an informal after-party, share the details
2. Wedding Party Expectations: What They Need to Do
Make sure your bridesmaids and groomsmen know what’s expected of them—before, during, and after the wedding.
🔹 Pre-Wedding Responsibilities
- Dress fittings & alterations deadlines
- Attending pre-wedding events (bachelorette/bachelor party, bridal shower, etc.)
- Helping with DIY projects (if applicable)
🔹 Wedding Day Duties
- Being on time (stress this!)
- Walking down the aisle in the correct order
- Helping with last-minute details (fluffing the dress, fixing ties, holding bouquets, etc.)
- Encouraging guests to dance and keeping the energy up
3. Travel & Accommodation: Where to Stay & How to Get There
Since many wedding parties include out-of-town members, logistics are key. Your Google Doc should include:
- Recommended Hotels & Airbnbs (with distance from the venue)
- Room Block Information (if you reserved discounted rooms)
- Transportation Options (rental cars, ride-sharing, shuttles)
- Airport & Local Travel Tips
This will save you from answering endless “Where should we stay?” texts!
4. Contact Information: Who to Reach Out to
You don’t want to be bombarded with questions on your wedding day, so designate a point person for different concerns. Include:
- Wedding Planner / Coordinator (if applicable)
- Best Man & Maid of Honor (for any last-minute wedding party questions)
- Transportation Contact (shuttle driver, rideshare details, etc.)
- Emergency Contacts (venue manager, hotel concierge, etc.)
5. Extra Tips for a Stress-Free Wedding Party
💡 Encourage early RSVPs for pre-wedding events (bachelor/bachelorette party, bridal shower) so plans can be made accordingly.
💡 Set clear financial expectations—if they need to pay for attire, travel, or anything else, make it known ASAP.
💡 Keep it short & sweet—too much information can be overwhelming, so use bullet points and bolded text for key details.
💡 Consider a Group Chat for quick updates and reminders leading up to the big day.
Final Thoughts
Your wedding party is there to support you, but they need the right information to do it smoothly. A well-organized Google Doc or spreadsheet can keep everyone informed, reduce stress, and ensure your big day runs perfectly.
Want a ready-made template for your wedding party spreadsheet? Check out the Wedding Budget & Planning Spreadsheet to keep all your wedding details in one place!
