I'm having guests come to the US from overseas...we've let them know the best time to book to get good deals. We booked a block of rooms in two hotels (two price ranges) so that they have options of where to stay. We are making sure that they have modes of transportation available to them.
For their rooms - we'll have a bag with the following items:
1. Water bottles for each person
2. A map of the area if they want to explore
3. A list of churches in the area (in case anyone wants to go - my wedding is during Easter weekend).
4. A list of restaurants & snack places for those meals we're not covering
5. Directions to every event that is taking place
6. A list of important numbers (like my mobile, family numbers, reception number, etc)
7. A bunch of little snack stuff - pretzels, sweets, etc.
Hope that helps!