Our wedding is on Monday and all of our guests will be arriving Friday or Saturday. We are also staying at an AI and with our wedding package there was a Free dinner included. Well, we are having a cocktail party for our reception so we are using the dinner as our Welcome Dinner. The Welcome Dinner will be on the Saturday at 8pm.. I know everyone will be there by then. Everyone who has RSVP'd or booked their flights/rooms with our TA will be receiving a letter that let's them know when and where the Welcome Dinner is. I have already reserved the time and restaurant.. I just e-mailed our WC and let her know what the plan was. I bought fun beach paper from Office Depot and printed out our Welcome letter on there. Also, I just went to our resort website and d/l'd a map and printed those out and hightlighted the restaurant, so it would be easy to find for everyone!
After our Welcome Dinner we are going out for our bach parties since neither of us got to do that either Plus, half of my wedding party is in Ontario and I'm in Alberta.
Anyways, that's the plan for the Welcome Dinner!! Hope this helps.