Wedding Planner's Invite: Should You Send One?

Wedding planning is a stressful but rewarding endeavour. From the invitations to the food, there are many things to consider. One question that may arise is whether or not to send a wedding invitation to your wedding planner. While it is not necessary to send an invitation to your wedding planner, as they are a vendor and not a guest, it can be a nice gesture if you have built a good relationship with them. Ultimately, the decision is up to the couple and should be based on their personal preference and relationship with their planner.

Inviting your wedding planner: Yes or No?

Wedding planning can be a stressful process, and there are many details to consider, big and small. One such detail is whether or not to send a wedding invitation to your wedding planner. While it is not mandatory to send an invitation to your wedding planner, there are a few things to consider when making this decision.

Firstly, it is essential to understand the role of a wedding planner. They are hired professionals responsible for coordinating and organising the various aspects of your wedding, from vendors to logistics. Wedding planners are typically not considered guests at the wedding but rather part of the wedding staff or employees. With this in mind, it is generally not necessary to send them a formal invitation.

However, if you have developed a close relationship with your wedding planner and consider them a friend, you may want to send them an invitation as a thoughtful gesture. In such cases, it is a good idea to discuss meal preferences and seating arrangements with them beforehand. Some couples choose to set up a separate table for their wedding planner and other vendors, while others may prefer to seat them with the guests. It is worth noting that some wedding planners may prefer to work throughout the event and grab meals whenever they get a chance, rather than being seated with the guests.

Another option is to send your wedding planner a "save the date" card, especially if your wedding is a destination wedding or if they are providing a service such as photography, where having prior knowledge of the location and setting could be beneficial to their work. This can be a nice way to include them in the excitement of your upcoming nuptials without sending a formal invitation.

Ultimately, the decision to invite your wedding planner comes down to personal preference and your relationship with them. If you do choose to send an invitation, it can be a lovely way to show your appreciation and include them in your special day. However, if you prefer to keep your guest list limited to close friends and family, that is perfectly acceptable as well.

Do wedding planners expect an invite?

Wedding planners do not expect an invite to the weddings they are working on. They are hired help and are not considered guests. However, if you have a personal relationship with your wedding planner, you may want to send them an invite. In this case, it is a good idea to discuss meal preferences and seating arrangements with them closer to the date.

Some couples choose to send invites to all their vendors, including the wedding planner, just for fun. Others may want to send an invite to their wedding planner so that they can include the invite in their corkboard or photo album.

If you are unsure whether to send an invite to your wedding planner, you can discuss it with them directly.

What about the photographer?

When it comes to wedding photographers, opinions vary on whether or not to send them a wedding invitation. Some people argue that photographers are vendors and employees, and therefore do not need to be sent an invitation. This view is supported by the fact that they are contracted to be at the wedding and know when and where the event will take place.

However, others suggest that it is a nice gesture to send an invitation to vendors with whom you have a close relationship and would have invited regardless of their professional services. This is especially true if you want to give them a seat at a table with your guests or if you want them to stay and enjoy the reception after the ceremony. In this case, it is important to specify whether or not they are allowed to bring a plus one.

Additionally, some photographers have mentioned that they appreciate receiving an invitation to take photos of, as it can be used in some of the more artistic shots of decor, rings, or other details. It is also a good idea to have an extra invitation on hand for the photographer to incorporate into your wedding album or prints.

Ultimately, the decision of whether or not to send a wedding invitation to your photographer is a personal one and depends on your relationship with them and your preferences.

What about other vendors?

When it comes to other vendors, opinions vary. Some sources suggest that you don't need to send invitations to any other vendors besides the officiant. This is because they are contracted to be there and are not guests. However, if you have extra invitations, it might be a nice gesture to send them to vendors you have a good relationship with or who are doing you a favour.

If you have a personal connection with any of your vendors, such as the photographer, DJ, or officiant, it might be appropriate to send them an invitation. This is especially true if you would have invited them to your wedding even if they weren't providing a service. In these cases, you can offer them a seat at the reception and let them know they are welcome to celebrate with you after their wedding tasks are complete.

Some couples also choose to send invitations to their vendors if they want them to capture the "feel" of the event. For example, sending an invitation to your photographer can give them an idea of your wedding aesthetic, which can be helpful for detail shots or artsy photographs.

Additionally, consider sending an invitation to your vendors if you want them to have a physical reminder of the date, time, and location of your wedding. This can be useful for vendors who need to confirm these details in advance. However, most vendors will have already been hired and will know these details, so it is not necessary.

Finally, keep in mind that sending invitations to vendors can cause confusion, especially if they are expected to work during the event. It is important to communicate your expectations clearly and let them know whether they are invited as guests or simply working the event.

When should you send the invites?

When it comes to wedding planning, timing is everything—especially when it comes to sending out invitations. So, when is the best time to send out your wedding invites?

Save-the-Dates

Before we get into wedding invitations, let's talk about save-the-dates. Save-the-dates are a fun way to give your guests a heads-up and get them excited about your upcoming nuptials. They are especially helpful when many of your guests have to make travel arrangements or if accommodations near your wedding venue are limited.

The recommended timeline for sending out save-the-dates is four to six months before the wedding. However, if you're planning a destination wedding that may require more extensive travel arrangements, it's a good idea to send them out even earlier, around eight to ten months in advance, or even a year if possible. This will give your guests enough time to plan their vacations, request time off from work, and make the necessary arrangements.

Wedding Invitations

Now, let's get to the main event—the wedding invitations. The general consensus is that wedding invitations should be sent out six to eight weeks (about two months) before the wedding. This gives your guests enough time to clear their schedules and make any necessary arrangements without reducing the sense of urgency to RSVP. Sending the invitations out at this time also allows you to request RSVPs sooner, making it easier to finalize your headcount, create seating charts, and invite guests from your B-list if needed.

However, there are a few factors to consider that may adjust this timeline:

• Destination weddings: For destination weddings, it is not uncommon to send invitations earlier, typically six to ten months before the wedding. This is to account for any extra time needed to gather visas, passports, or other travel documents.
• Holidays: If your wedding is around a major holiday, such as Christmas, it is recommended to send out invitations earlier—around three months in advance. This is because people tend to have busier schedules and need more time to plan during the holiday season.
• Overseas guests: If you have a significant number of guests coming from overseas, it is advisable to send their invitations a little earlier—around nine to twelve weeks in advance. This accounts for extended shipping and delivery times and gives your international guests more time to plan their travels.
• Short engagement: If you have a shorter engagement period, the timeline for sending out invitations changes. In this case, aim to send them out four to six months before the wedding.

Day-of Stationery

Lastly, don't forget about the day-of stationery, such as menus, programs, and place cards. These should be ordered at least five weeks before the wedding to ensure they arrive on time and match the rest of your wedding stationery.

In conclusion, the key to successful wedding planning is timing. Sending out your save-the-dates and invitations at the right time will ensure your guests have all the information they need to attend your big day and will help make the planning process a little less stressful.

Frequently asked questions