Creating a Warm Welcome: Why Ushers and Hosts Make Every Wedding Shine
- juliajenneman
- Oct 5
- 3 min read
When couples think about their wedding team, they often envision their wedding coordinator — the person making sure everything runs smoothly behind the scenes. But there’s another group of people who can make your guests feel extra welcome: ushers, party hosts, and greeters.
For many years, I led a 75-person team of greeters and info kiosk volunteers. These were the most amazing people I have ever worked with. As part of my team, they welcomed and answered questions for both new visitors and church members. It was their job to bring the joy, the light, and a welcoming vibe that would set the tone for the entire event or service experience. And, it gave comfort and direction to people in unfamiliar circumstances.
For my wedding, we invited my close friends Wendy and Ray, who are very friendly, can strike up a conversation with anyone, and can direct a crowd. It's true, I've seen them do it on numerous occasions! So, they were the perfect party hosts to greet our guests, hand out tissues for happy tears, make sure everyone received their personalized drink tags, and knew where to hang up coats.
What They Do
Party hosts and Ushers are all about hospitality and guest experience. They’re the friendly faces who greet guests, answer simple questions, and help everyone feel comfortable.
Tasks might include:
Welcoming guests as they arrive.
Directing people to their seats or tables.
Handing out programs or escort cards.
Reminding guests to sign the guest book and take home some party favors.
Answering general questions (“Where’s the bar?” “Where do we put gifts?”).
Directing any larger issues to the wedding coordinator.
While your coordinator manages logistics and vendor details, these helpers focus on guests — making sure everyone feels cared for and knows where to go.
Why They Matter
Having dedicated greeters or hosts makes a big difference. Your guests feel guided and relaxed, and your coordinator can stay focused on timing, setup, and communication with vendors. Together, they create a smooth, polished experience that guests truly notice.
Who Makes a Great Usher or Host
Ushers and hosts are often family or friends who love connecting with people and are naturally calm and helpful. They don’t need formal experience — just kindness, confidence, and a welcoming attitude.
How Many Do We Need?
For Ceremony Ushers: Plan for at least two ushers per 100 guests to help welcome and seat attendees efficiently. Choose individuals who are not already part of your ceremony procession — such as parents or grandparents — so they can focus fully on assisting guests. Responsible teens can also fill this role beautifully if they’re comfortable giving direction and have a confident, friendly presence.
Your ushers should be available for the entire ceremony, helping guests find their seats, handing out programs, and assisting with a smooth and organized dismissal once the ceremony concludes.
For Party Hosts: Plan for at least two hosts to welcome guests at your reception. Some couples enjoy taking on this role together, while others invite family members or friends who share a connection or common interests — it makes the experience more enjoyable for them, too. Party hosts are typically needed only for a short time before dinner begins, and can join their seats before the Grand Entrance.
If your reception space is separate from your social hour, your hosts can mingle with guests during cocktails, then move to the reception area ahead of the crowd to continue greeting and guiding guests. Here's a unique idea: As a newly married couple, you could choose to skip the Grand Entrance and instead WELCOME your guests into your reception space!
A Quick Tip
Before your wedding day, share a few key details with your ushers or hosts — like ceremony time, seating notes, or who to contact for questions. A quick chat or rehearsal run-through helps them feel confident and part of the team.
Consider the vibe and overall feeling you want for your wedding. The difference between having Party Hosts and not is the difference between dining at a fine restaurant with white table linens, a plated dinner, and a host/hostess to greet and guide you, or eating at the neighborhood pub where you seat yourself, grab a basket of peanuts, get cozy and comfortable with a beer or pop, and watch the game on a big screen. Both options (and other options in between) are all completely acceptable! Be consistent with the overall vibe and feeling of your day. If your invitations, your decor, and the cloth linens all say fine dining, let's show your guests a few extra minutes of love.