What to include on a wedding guest information card
When you sit down to write your wedding invitations, it quickly becomes clear that there is a lot of information to include. Venue address, ceremony time, reception details, dress code, parking, accommodation, dietary requirements — and that is before you even think about the gift list.
Trying to fit all of this onto a single invitation card makes it look cluttered and can feel overwhelming for guests. This is where a guest information card comes in.
What Is a Wedding Guest Information Card?
A guest information card — sometimes called a details card, an insert card or an information sheet — is a small separate card included with your wedding invitation. Its job is to carry all the practical details that do not belong on the invitation itself.
Think of it this way: your invitation sets the tone and tells guests the essential who, what and when. Your guest information card answers the follow-up questions they will inevitably have — where do I park, where should I stay, what should I wear.
Including a separate card keeps your invitation looking clean and elegant, while making sure guests have everything they need in one place.
Do You Need One?
Not every wedding requires a guest information card, but most benefit from one. If any of the following apply to your wedding, a guest information card is worth including:
• Your venue is in an unfamiliar location or difficult to find
• You have a specific dress code you want to communicate clearly
• Parking arrangements need to be explained
• You are expecting guests to travel and want to suggest nearby accommodation
• You have a wedding website with further details
• You need to collect dietary requirements
• You have a policy about children or plus ones that needs to be communicated sensitively
If your wedding is straightforward — local venue, no dress code, easy parking — you may be able to include a brief line or two on the invitation itself. But for most couples, a separate card is the neater and more practical option.
What to Include on Your Guest Information Card
There is no fixed format for a guest information card — you include what is relevant to your wedding. The sections below cover the most common elements, with wording examples for each.
Venue & Directions
Even if your venue name and address appears on the invitation, it is helpful to include directions or a note about how to find it — particularly if the venue is rural, the postcode takes people to the wrong entrance, or there are multiple buildings on site.
"The ceremony will take place in the Chapel, which is accessed via the main gate on Mill Lane. Please note that sat nav postcodes may direct you to the rear entrance — follow signs for The Old Hall."
Parking
One of the most common things guests want to know. If there is a car park, say so. If parking is limited, explain the alternatives. If guests should not park in a particular place, it is far better to say so in advance than to deal with it on the day.
"Free parking is available on site for up to 80 cars. Overflow parking is available in the field adjacent to the main car park."
"There is no parking at the venue. We recommend the NCP car park on Bridge Street (approximately 5 minutes' walk) or a short taxi from the town centre."
Dress Code
If you have a dress code, your guest information card is the right place to explain it. Avoid being vague — guests genuinely want to know what to wear and will feel anxious if the wording is unclear.
"Dress code: Black tie"
"Dress code: Smart casual. We would love to see colour — the brighter the better!"
"We would love for guests to wear shades of blue and green to complement our colour theme - though this is entirely optional."
Accommodation
If you have reserved a room block at a nearby hotel, include the details and booking code. If not, a list of two or three nearby options with approximate distances is a helpful touch - particularly for guests travelling from further afield.
"We have reserved a block of rooms at The Crown Hotel for the night of the wedding. To book, please call 01234 567890 and quote 'Owen-Jones Wedding'. Rooms are available on a first come, first served basis and must be booked by [date]."
"For guests who would like to stay nearby, we recommend The Crown Hotel (0.5 miles), The White Hart (1 mile) and Elm House B&B (2 miles). Details of each can be found on our wedding website."
Wedding Website
If you have a wedding website, include the URL on your guest information card. This is a good place to direct guests for information that may change (such as accommodation availability or the day's schedule) without needing to reprint stationery.
"For full details including accommodation, travel and our gift list, please visit: www.yourdomain.com/wedding" Alternatively provide a QR code for guests to scan.
Dietary Requirements
If you need to collect dietary information from guests, include a line on the RSVP card rather than the guest information card - that way it is returned to you with the response. However, if you want to reassure guests that dietary requirements will be catered for, a brief note on the information card is appropriate.
"Please note any dietary requirements on your RSVP card. We are happy to accommodate vegetarian, vegan, gluten-free and allergy requirements - just let us know."
Children
If your wedding is adults only, or if you are only inviting children from certain families, this needs to be communicated carefully. The guest information card is the right place to do this - not the main invitation - and the wording should be warm and apologetic rather than blunt.
"We love your little ones, but we have made the difficult decision to keep our wedding day adult only. We hope you are able to join us and completely understand if arrangements make this tricky."
"Due to venue restrictions we are unable to accommodate children under 12 at the ceremony and reception. We hope you understand and can still join us to celebrate."
Evening Reception Details
If your day and evening receptions are at different venues, or if evening guests are arriving at a different time, include those details here.
"Evening guests are warmly invited to join us from 7:00pm at [venue name and address]. Please use the main entrance on [street name]."
Photography & Phones
An increasing number of couples are choosing unplugged ceremonies — asking guests to put their phones away during the ceremony itself. If this applies to you, a polite note goes a long way.
"We are having an unplugged ceremony and kindly ask that phones and cameras are put away while we exchange our vows. Our photographer will capture everything - copies will be shared with you after the wedding."
What to Leave Off Your Guest Information Card
A guest information card should be easy to read at a glance. Avoid the temptation to include everything - if it runs to more than one side of a card, consider whether some details would be better placed on your wedding website instead.
Information that does not belong on a guest information card includes detailed directions (link to your website or Google Maps instead), the full wedding day schedule (save this for the order of service), and your gift list (this traditionally goes on a separate card or website link).
How It Fits Into Your Invitation Suite
A guest information card works best as part of a coordinated invitation suite. Choosing a design that matches your invitations, save the dates and on-the-day stationery creates a beautifully cohesive feel and shows the care and thought you have put into every detail.
At Dotty About Paper, our personalised wedding guest information cards are available in designs that coordinate with our full wedding stationery range. All can be personalised online, and our team is happy to help with wording if you are unsure what to include.
If you would like to see the quality before you order, we offer free wedding stationery samples.
Looking for more planning advice? Visit our Wedding Help & Advice page for guides covering every stage of your wedding stationery, from save the dates to thank you cards.
