Welcome Bag, Welcome Water Bottle

Drink & Be Married with These Bottled-Up Welcome Bags

Fact: We had a destination wedding in the Florida Keys.

Fact: It’s sunny, hot, and makes one thirsty.

The Need: Welcome bags that will include something functional for all guests, and be of use during and beyond the week of the wedding.

 

Tradition says: If you have a destination wedding, you MUST have a welcome bag.

These are often paper gift bags filled with treats, a schedule of events, and more treats.

Welcome Bags Search PinterestSS

The “bag” part of welcome bags bothered me. It just gets thrown out! And even if it’s a tote bag, it’s just another tote bag to add to your pile at home.

We put ourselves in our guests’ shoes and thought about the goals behind this slice of wedding etiquette. How do we remove wastefulness, make it useful, and make it celebration-worthy?

 

-ANSWER-
Reusable water bottles filled with
Make-Your-Own-Margarita supplies!

 

Instructions for use:

 

Step 1: Arrive at wedding venue. Wipe sweat from brow.

Step 2: Receive awesome welcome water bottle filled with tequila, agave, lime and event schedule.

Step 3: Make said libation and find bride, groom, and friends. Promptly sip, relax, and reuse when in need of other forms of hydration.

Welcome Bags = Welcome Water Bottles,
Photos by Sandra Costello

 

How we did it:

(with the help of the scientific method)

Hypothesis: Guests will enjoy a reusable drinking vessel that is filled with margarita ingredients, a schedule, and other useful things. They will also actually reuse the vessel during their stay.

We will know this is true when: All assumed ingredients (supplies) fit in said vessel, and the grand total is under $400.

We will know this is false when: Nothing fits, things break inside the vessel (or the vessel breaks), or it’s over $400.

 

Next Step:
Build a prototype to test your hypothesis

1) Find a couple of promotional product companies online and order a few samples (we used 4imprint.com and DiscountMugs.com). These are usually cheaper than buying from Target or Amazon (embrace the math: we had 70 guests, you might have 120!), and for a small additional cost you can personalize each item with your wedding logo.

2) Pick up any and all supplies you think you might want to tuck inside the water bottle. Our prototype included a sheet of paper cut to fit (sample schedule), a nip of tequila, a small tube of lotion to represent sunscreen (it wasn’t available yet because it was February in Boston), a powdered drink mix packet, one honey packet (representing agave nectar), and one pouch of Advil (hangover helper).

3) Put said supplies in said water bottle samples. Consider what looks best, will ship/travel safest, and the quality of the water bottle: Does the top screw on tight? Does it feel durable? If you want people to actually use the water bottle, use it yourself. Pour water in it, take a sip and see what happens. Experience the idea as if you were a guest.

 

Order supplies and make guest-ready
Welcome Water Bottles

1) Triple check your math regarding number of guests vs how many items comes in a shipment, box, or case. Note that you might be buying in bulk and may need to purchase one more box to meet your guest number needs. This was the case for a few of our supplies, including the Margaritaville drink mix packets (yes, those actually exist!). One box of drink mix = 6 packets. 70 guests/6 = 11.6 boxes. Buy 12.

2) Ask how long it will take to get your custom water bottles in-hand. THIS IS VERY IMPORTANT! Our bottles took about 3.5 weeks to arrive with custom logo printing and shipping. We wanted to have them in our apartment for a sanity check and then ship down to the venue one week before the wedding. Moral of the story: Look at the calendar and work backwards from your wedding date. Also, always include some buffer time just in case anything goes wrong – Murphy’s Law is alive and well, even for the Big Day.

3) Don’t spend too much time on the bargain hunt. We did tons of price comparisons, but refused to let that research encroach upon our sanity. Once we looked at four or five companies, we sussed out the best price for the best shipping rate in the shortest turnaround time.

4) Print the schedule cards yourself. We saved some cash by making these with a standard inkjet printer. The information was pretty much the same on the invitation and the website, so should it get lost or splashed on, no worries. At the end of the day, people just need to know where to go and how to find you. Don’t stress out about it! Use the same fonts and colors from your invitation and it’s already halfway to completion.

5) Final Step: Stuff those water bottles! All we had to do was drop the supplies into each vessel and screw the lid on. No extra effort required. (This was a relief after making all those paper flowers!)

 

 

Field Notes

Prep Time Required:
2 weeks for research and prototyping
1 week for price comparisons and placing order of supplies
4 weeks to get every item in-hand (including the printing and cutting of schedules)

Time Required to Put Together Water Bottles:
1 day for 70 bottles

Cost Breakdown:

Water Bottles: $2.47 each x 70 guests + $50 for printing logo = $222.90
Nips of Tequila: $2 each ($140)
Paper for Schedules: $5 (we used 10 sheets of scrapbooking paper)
Agave Nectar Packets: $18 for a 3-pack (35 packets per box)
Drink Mix Packets: $2.35 each for 6-count box (70 guests = order 12 boxes ($28.20))
Sunscreen: $22 for a 24-pack (70 guests = order 3 packs ($66))
Advil Packets: $14 for a 50-count box (70 guests = order 2 boxes ($28))

————————————

Total for all supplies = $508.10
Total per water bottle filled with goodies = $7.26 each

Goal: $400.00    Overage: 27%

Honest Bride Cost Commentary: It’s easy to get lost in the math of each individual item when things are not priced the same way, or one of the most expensive items gets added last (the nips of tequila in our case).

Fun Fact: Guests have reported they use their water bottles currently, three months later. Qualitative goal ACHIEVED!

 

 

Leave a Reply

Your email address will not be published. Required fields are marked *