The “Know Before You Go” Email Guide
One of the most overlooked—but incredibly impactful—touchpoints in the guest experience is the “Know Before You Go” email.
Sent about 1–2 weeks before your event, this email ensures your guests arrive feeling confident, prepared, and excited—without needing to text you for last-minute details.
At Finn Events, we always recommend this as a final layer of communication to create a seamless, elevated guest experience.
What to Include
Clear Timing
+Guest arrival time
+Ceremony start time
Parking Instructions
+Valet vs. Self-Parking
+Costs if applicable
+Any tricky details (limited parking, street parking, etc.)
Event Program Highlights
Just Key Moments
+Ceremony
+Cocktail Hour
+Reception Start
+Event End
Venue Information
+Full address
+Map or Google map link
Dress Code
+Dress code information
+Pinterest board with sample options if applicable
Accessibility Notes
+ADA access if relevant
+Terrain (grass, gravel, stairs)
+Other accessibility notes to consider are language translation apps, if many of the guests don’t speak similar languages.
Sample Know Before you Go Email
Transportation Details
+Shuttle schedules and pick-up locations
+Rideshare recommendations if needed
Weather
+Let guests know if portions of the event will be outdoors.
+Suggest layers, sunscreen, sunglasses, bug spray, appropriate shoes, etc.
Unplugged
+Let guests know if there is any portion of the event you prefer to be unplugged, no photos or videos, etc.
After Party Information
+Location and Address
+Timing
+Cash Bar vs. Hosted Bar
+Transportation
+End Time
Hi Everyone! / Dear Friends & Family
We are so excited to celebrate our wedding with you on [DAY, DATE]!!
Here are a few helpful details to guide you through the day:
📍 Location
The ceremony and reception will take place at [NAME OF VENUE]
[ADDRESS OF VENUE]
🕓 Timing
Please arrive by [GUEST ARRIVAL TIME]
Ceremony begins promptly at [CEREMONY TIME]
🚗 Parking
On-site parking is available. Please follow signage when you arrive, and attendants will help guide you.
🚌 Transportation
A shuttle will be available from the hotel to the venue. Pickup times will begin at [SHUTTLE SCHEDULE] and run every 20 minutes. The last shuttle departs for the venue at [LAST SCHEDULED DEPARTURE]. '
👗 Dress Code
Garden cocktail attire
The ceremony will take place outdoors, so we recommend comfortable shoes for walking on grass.
🌿 Weather Note
Evenings by the water can get chilly—feel free to bring a light jacket or wrap.
📸 Unplugged Ceremony
We kindly ask that you keep phones and cameras away during the ceremony so everyone can be fully present with us.
♿ Accessibility
Please note that some areas of the venue include uneven ground and gravel paths. Let us know if you have any questions or need assistance.
⏱️ What to Expect
Ceremony → Cocktail Hour → Dinner & Dancing to follow
📞 Questions on the Day Of
If you need anything on the wedding day, please reach out to our coordinator:
[Coordinator Name] – [Phone Number]
We truly can’t wait to celebrate with you and are so grateful you’ll be there.
With love,
[Your Names]