The Guest Email Template for a Rovaniemi Wedding

A wedding in Rovaniemi is not like a wedding in the south of France. Your guests are travelling to the Arctic Circle — temperatures drop to minus 20 degrees Celsius between November and March, daylight in December lasts barely two hours, and roads between venues are carved through snowbound forest. Most guests have never packed for this. Many will not know what kaamos means, or why wool base layers matter. The pre-wedding email you send is not a courtesy; it is a genuine act of care.

This page gives you the word-for-word template used by Rovaniemi Weddings — refined over many winters watching guests arrive underprepared, then transformed over three days into people who weep at their first glimpse of revontulet over a frozen lake. Edit names, dates, and venue details, then send it eight to twelve weeks before the wedding.

The most practical route from anywhere in Europe is via Helsinki. Finnair operates up to eight non-stop flights daily from Helsinki Vantaa (HEL) to Rovaniemi (RVN), flight time approximately 1 hour 25 minutes. Budget airlines occasionally serve Rovaniemi directly from London and Amsterdam during peak winter season.

For guests who enjoy the journey, the overnight train from Helsinki departs each evening, arriving the following morning after around 12 hours. Private cabins are comfortable and bookable. Book flights and trains at least six to eight weeks in advance; December and January prices can double closer to the date.

Peak-season accommodation sells out months ahead. Glass-igloo resorts such as Apukka Resort (15 km from the city centre) are typically fully booked by September for December stays. Minimum stays of two nights are standard, rising to three over Christmas and New Year. Book as soon as guests confirm attendance, ideally three to four months ahead.

The single most important concept is the three-layer system. Arctic cold is manageable with the right clothing. Cotton is banned — it holds moisture and loses insulating properties when damp. Wool and synthetic technical fabrics are essential.

Full arctic outerwear hire is available in Rovaniemi for around 20 to 40 euros per day from hotels and activity providers. We can arrange group hire through our planning service.

In Rovaniemi, December daylight lasts between two hours and three hours 45 minutes. This is kaamos, the Finnish polar night — for an hour or two each day, the snow-covered landscape glows in rose, amber, and deep blue. Our candles and lighting design is built entirely around this quality of natural light.

The revontulet — northern lights — are visible on roughly every second clear night during winter. February and March are the most reliable months, though December and January produce vivid displays on clear evenings. The aurora typically appears between 21:00 and 01:00. The Finnish Meteorological Institute provides free short-range forecasts.

In Finland, the sauna is not a spa amenity. It is a fundamental social ritual — a place of equality, quiet conversation, and restoration. With roughly 3.3 million saunas in a country of 5.5 million people, the practice appears on the UNESCO Intangible Cultural Heritage register. For most Rovaniemi wedding celebrations, the shared evening sauna is part of the programme.

The atmosphere is calm and quiet — not like a gym steam room. Nudity is traditional in gender-separated settings, but swimwear is entirely acceptable in mixed groups. Shower before entering. Accept the loyly — steam from ladling water onto hot stones — graciously. After the sauna, you may be invited to roll in snow or plunge in the river: optional, wonderful, unforgettable.

Avoid heavy meals or alcohol beforehand. Stay hydrated. Step outside to cool down whenever needed — this is expected, not rude. Most guests emerge warm, relaxed, and converted.

Below is the full email template, ready to copy into your mail client. Replace bracketed placeholders with your own details. Send it eight to twelve weeks before the wedding, then a shorter reminder two weeks ahead. Our planning team is always happy to review your version or tailor it to your specific venue and schedule.

Dear [Guest Name], We are so glad you are joining us in Rovaniemi, Finnish Lapland, on [Date]. Please read this before booking. Getting here: fly Helsinki Vantaa (HEL) to Rovaniemi (RVN) with Finnair, approximately 1 hour 25 minutes, up to eight flights daily. The overnight train is also comfortable — book a private cabin. Book at least six to eight weeks ahead. Accommodation: arrive [date], depart [date]. Glass igloos sell out fast — book immediately. Block rooms at [hotel]; contact [details]. Clothing: temperatures from minus 5 to minus 25 degrees Celsius. Bring merino base layers (no cotton), fleece mid layer, minus 20 degree parka, waterproof ski trousers, insulated waterproof boots one size up, hat, neck gaiter, mittens, and a power bank. Hire available locally for around 20 to 40 euros per day. Northern lights: visible many clear nights between 21:00 and 01:00; check the Finnish Meteorological Institute forecast app. Evening sauna [date]: swimwear is fine, shower first, keep it quiet, stay hydrated. Practicalities: euro, cards accepted, emergency number 112, EET time zone, English widely spoken. With love, [Names]

For a printed guest guide or help coordinating arrivals and transfers, see our portfolio and get in touch.

Two weeks before the wedding, send a short follow-up. Guests have their flights sorted — keep this brief. Cover: ceremony time and venue address with GPS or what3words for rural locations; transfer details with pickup times and driver contact; the indoor dress code; any final dietary confirmation; and the nearest pharmacy and medical centre.

Our planning service at Rovaniemi Weddings can handle all guest communications and logistics — so you can focus on being present for the people who have travelled to celebrate with you.