Evening Guests And Wedding Invites: Who, What, And When?

Wedding planning can be a stressful process, especially when it comes to deciding on the guest list and sending out invitations. It is common to invite guests to the evening reception only, and the question arises as to when these invitations should be sent. While there are no hard and fast rules, sending out invitations to evening guests 4-6 weeks before the wedding is generally considered appropriate. This gives guests enough time to plan, while also allowing for some flexibility in the evening guest list, which is likely to be more subject to change than the day guest list. Sending out invitations to evening guests at the same time as day guests is also an option, especially if the day invitations are sent out 8 months or less before the wedding.

When to send invites to evening guests

Evening wedding invitations are for guests who will be joining you for your evening party only. You don't need to send them to guests who will be attending your wedding all day.

There are no hard and fast rules about when to send evening wedding invitations, but here are some recommendations and considerations to help you decide.

Sending Invites at the Same Time as Day Invites

Many couples choose to send their evening invitations at the same time as their day invitations. This can be anywhere from four to eight months before the wedding. Sending invites earlier gives your guests more time to plan, especially if they need to book time off work, accommodation, etc. It also ensures you have ample time to receive replies and confirm final numbers with your venue and caterers.

Sending Invites Closer to the Wedding

Evening invitations can be sent closer to the wedding, around six to eight weeks before, as evening guests may not need as much notice. This is especially true if your evening guest list is more subject to change, as it allows you to upgrade guests who were initially only invited to the evening. Sending invites closer to the wedding also means you can delay confirming numbers with your venue and caterers.

Other Considerations

If your wedding is a destination wedding or your guests have to travel, it is recommended to send invitations earlier, around 12 months in advance, to allow guests ample time to plan their trip.

If you are sending save-the-date cards, it is generally recommended to only send them to guests invited to the whole wedding day. Sending them to evening-only guests can cause confusion, but it can be done if worded correctly. Save-the-date cards for evening guests should be sent at the same time as those for day guests, which is typically four months in advance for local weddings.

Regardless of when you send your evening wedding invitations, it is important to allow enough time to receive replies and finalise numbers with your venue and caterers.

Who gets an evening invite

Evening wedding invitations are for those guests who will be joining you for your evening party only. These guests will already be at the wedding ceremony and reception, so they do not need an evening invitation as well.

Evening invitations are usually sent to additional guests, such as colleagues and more distant connections. It is also common to invite children only to the evening reception, especially if they are below a certain age.

Evening invitations can be sent at the same time as the main invites, or closer to the date. This can be useful if you want to upgrade some guests to all-day attendees if there are declines from your original day guests. It also gives you the opportunity to finalise numbers for your venue and caterers.

There is no set rule about when to send evening invitations, but it is recommended that they are sent no later than 8-12 weeks before the wedding. This will ensure that you have enough time to get your replies back and confirm final numbers.

How many invites are needed

When it comes to wedding invites, the general rule is one invite per couple or household, not per guest. So, for example, if you have 90 additional guests for the evening, you'll probably need 50 to 60 evening reception invitations. It's also a good idea to include a few spares, as evening numbers tend to be more flexible and you may find yourself making some last-minute additions to the guest list.

The number of invites you need will depend on several factors, including your wedding budget, venue capacity, and the number of guests who will need to travel. It's worth noting that, on average, around 60% to 85% of invited guests will RSVP "yes" to a wedding, so you can use this as a guide when deciding how many invites to send out.

When creating your guest list, it's a good idea to separate invitees into multiple lists, with a "must invite" A-list and a "nice to have" B-list. This will help you manage your numbers and ensure you don't exceed your venue's capacity.

Evening reception invites are typically sent out at the same time as the main ceremony invites, or a little later. It's completely up to you, but keep in mind that evening guests may need less time to plan and book time off work.

Should you include an RSVP

When it comes to wedding planning, there are no hard and fast rules – it's all about what works for you and your celebration. That said, there are some general guidelines and considerations to keep in mind when deciding whether to include an RSVP for your evening guests.

The Importance of an RSVP

Including an RSVP with your evening wedding invitations is essential. It gives you an accurate idea of the guest count, which is crucial for catering and venue arrangements. It's also an opportunity to gather information about dietary restrictions and allergies, ensuring an inclusive and enjoyable experience for all your guests.

Timing is Key

The timing of your invitations and RSVP deadline play a significant role in the success of your event. It's recommended to send invitations at least eight weeks before the wedding, allowing guests ample time to plan and respond. The ideal deadline for guests to RSVP is about four weeks before the ceremony. This timeframe gives you the ability to confirm numbers with caterers and vendors, finalise seating arrangements, and make any necessary adjustments.

Flexibility for Evening Guests

Evening guests often have more flexibility than day guests when it comes to planning. They may not need to book time off work or accommodation, so sending their invitations closer to the wedding date is an option. However, providing them with sufficient notice is still essential to ensure they can attend.

Simplify the Process

Evening wedding invitations can be more straightforward and concise than day invitations. A simple flat card with the date, time, venue, and RSVP details is often sufficient. You can include additional information, such as transportation options or accommodation suggestions, on a separate card if desired.

In summary, including an RSVP with your evening wedding invitations is crucial for effective planning. It ensures you have an accurate guest count and helps you cater to your guests' needs. Sending invitations and setting an RSVP deadline within a reasonable timeframe is essential for a well-organised event. Finally, keeping the invitation design simple and providing relevant details will make it easier for your evening guests to respond promptly.

What information to include

Evening wedding invitations are for guests who will be joining you for your evening party only. They are different from your 'main' or wedding day invitations.

Date and Time of Ceremony

It is important to include the date and time of your wedding ceremony on your invitations. This will allow your guests to plan their schedules and arrive on time. Be sure to include the hour and time of day (a.m. vs. p.m.) to avoid any confusion.

Ceremony and Reception Location

Provide the name and address of the ceremony and reception locations. If they are in the same spot, you can include a line like "Reception to Follow" or "Dinner and Dancing to Follow." If the reception is at a different location, include a separate card with the address and start time.

RSVP Information

Always include a way for your guests to RSVP, such as a reply card with a deadline and a place for guests to write their names. Alternatively, you can direct guests to RSVP on your wedding website. This will help you confirm a final headcount for catering and venue arrangements.

Extra Information about the Venue

If your wedding venue is unique or unfamiliar to your guests, include extra information such as parking instructions or a custom map. This will be especially helpful for guests who have never been to the venue before.

Wedding Website Address

Your wedding website is a great resource for guests, as it can include important details such as accommodation options, travel information, and registry info. Be sure to include the website address on your invitations or on a separate card.

Dress Code

Including the dress code on your invitations is optional, but it can be helpful for your guests. You can indicate the dress code expectation, such as "Casual Attire," "Semi-Formal Attire," or "Black Tie."

Transportation and Accommodation Suggestions

If you are providing any transportation for your guests or recommending local taxi companies, be sure to include this information. Additionally, if you have guests coming in from out of town, consider providing hotel recommendations or accommodation options.

Frequently asked questions