Save The Date" For An International Wedding: How Early Is Too Early

Planning a wedding is a complex affair, especially when it comes to sending out invitations and save-the-dates. For international weddings, it's crucial to give your guests ample notice to arrange their travel plans. So, how early should you send out those all-important dates?

The general consensus is that save-the-dates should be sent out early, giving your guests plenty of time to prepare. We're talking six to twelve months in advance, with some sources suggesting up to eight months before the big day. This is especially important if your guests need to book flights, sort out accommodations, and request time off work. Sending out save-the-dates early also helps you gauge who's interested in travelling for your special day.

As for the formal invitations, opinions vary. Some sources suggest sending them out three to four months before the wedding, while others recommend eight to twelve weeks in advance. It's essential to give your guests all the information they need to plan their travels and accommodations.

So, if you're planning an international wedding, don't delay. Send out those save-the-dates nice and early, and follow up with the formal invitations a few months later. This will ensure your guests have plenty of time to prepare for your big day.

Send save-the-dates 6-12 months in advance

Sending out save-the-dates for your wedding 6-12 months in advance is a great way to give your guests a heads-up, especially if your wedding is a destination wedding or if you have many international guests attending. This will allow your guests to compare flight options, book hotels, and plan an extended trip before or after your wedding. It also gives them ample time to arrange time off from work and sort out any childcare or pet-sitting needs.

If you are planning a destination wedding, it is advisable to send out your save-the-dates even earlier—up to 12 months in advance. This is because destination weddings require more planning for your guests, including purchasing plane tickets, arranging for babysitters, and requesting extra time off work. Sending out your save-the-dates early will also help you gauge who is interested in attending your wedding and give your guests plenty of time to renew their passports.

If you are concerned about the cost of sending out physical save-the-dates, you can opt for digital save-the-dates instead. You can send gorgeous affordable e-vites through sites like Paperless Post or design your own on a free design site like Canva. Emailing or even WhatsApp messaging your guests is a cost-effective and eco-conscious choice.

However, if you want to set the tone for your wedding, sending a physical save-the-date is a great option. You can include a goofy candid photo, a magnet, or a photo collage postcard. You can also include important details such as the location of your wedding, the venue, and the URL of your wedding website.

Remember, once your venue and wedding date are confirmed, there's no reason to delay sending out those save-the-dates!

Send invitations 3-4 months before the wedding

Sending out wedding invitations is a crucial step in the wedding planning process. While it can be a daunting task, especially for international weddings, giving your guests ample notice will help ensure their attendance at your special day. Here are some instructive guidelines and tips to help you navigate this task with ease:

3-4 Months Before the Wedding:

• This is the ideal time frame to send out your wedding invitations, especially for international weddings. Sending them earlier may cause procrastination among your guests, while sending them later may not give your guests enough time to make the necessary travel arrangements.
• By this time, your guests should already be aware of your upcoming destination wedding through your website or save-the-date notices. The invitation serves as a reminder that the wedding is fast approaching and that they need to finalise their travel plans.
• Include all the necessary information in your invitations, such as travel and accommodation details. You may also want to provide tips on places to visit and the expected weather conditions to help your guests prepare appropriately.
• If you have various events planned around the wedding, such as a rehearsal dinner or a post-wedding brunch, be sure to include these details in your invitation or on a separate information card.
• It is also considerate to include a polite note relieving your guests of the obligation to send wedding gifts, acknowledging the extra expense they are incurring by travelling to your wedding.

9-12 Months Before the Wedding:

• Send out your save-the-date notices during this time frame. For international weddings, it is advisable to provide even more advance notice, up to 12 months ahead of time.
• The save-the-date can be in the form of a simple postcard or a more detailed information packet. Include essential details such as the wedding date, location, venue, and your wedding website URL.
• If possible, secure a room block at your chosen hotel and include this information in your save-the-date, allowing your guests to make their reservations accordingly.

6-8 Weeks Before the Wedding:

This is the typical timeframe for sending out wedding invitations for a non-destination wedding. However, for international weddings, it is advisable to send them earlier, as mentioned above.

Remember, timely communication is key to ensuring your guests have a positive experience leading up to your big day. By sending out your save-the-dates and invitations within these suggested timeframes, you'll increase the likelihood of your guests being able to join you on your special day.

Include travel and accommodation details

When it comes to international weddings, it's important to give your guests ample time to make travel plans. Here are some tips and suggestions for including travel and accommodation details in your wedding invitations:

Timing is Key

Send your save-the-dates at least six months in advance, and ideally eight months before the big day. This will give your guests enough time to compare flight options, book accommodations, and plan any necessary visas or vaccinations. For the official invitations, send them out no later than 12 weeks before the wedding. If you're inviting overseas guests, it's a good idea to give them a heads-up by calling or emailing them with the details, including information on booking accommodations.

Provide a Comprehensive Information Packet

Instead of a simple postcard, consider sending a packet with additional information. This can include a timeline of the weekend's events, from welcome parties to any group activities you've planned. Be sure to include lodging details, such as a reserved room block at a hotel or a list of recommended accommodations at different price points. The more information you can provide, the easier it will be for your guests to plan their trip.

Utilize Your Wedding Website

If you're pressed for space on your invitations, make sure to include your wedding website URL, where guests can find all the travel and accommodation details. This is also a great place to include information on transportation, local activities, and any other helpful tips for guests travelling internationally.

Be Clear About Guest Lodging

While etiquette doesn't require you to cover the cost of accommodations, it's thoughtful to provide recommendations that cater to a range of budgets. You can set up room blocks at a hotel to negotiate a lower price and consolidate your guests in one vicinity. Just be sure to finalize these details before setting your wedding date, so you know there's room for everyone.

Make It Easy for Your Guests

Consider enlisting the help of a travel agent to take care of group reservations and score the best deals for your guests. You can also start a Facebook group or group chat to share flight deals and travel plans. Providing a detailed wedding itinerary will keep everyone informed and on schedule.

Provide a wedding website with all the information

A wedding website is a great way to ensure your guests have all the information they need for your big day, especially if you have a lot of international guests. Here are some tips for creating a helpful and informative wedding website:

The Basics

Make sure you cover the who, what, where, and when. It's a good idea to put these details front and centre so that your guests can easily refer back to them. Include the names of the couple getting married, the wedding date and time, and the venue location.

Location, Location, Location

Give some extra details about the venue location, especially if it's a little off the beaten track or hard to find. Include a virtual pin on a map, or written directions if it's remote. If you have a lot of international guests or it's a destination wedding, go into more depth with this section. Include recommendations for accommodation, local restaurants, and things to do in the area.

Schedule of Events

Provide a rough schedule of the day, so guests know what to expect. You don't need to include every tiny detail, but outline the key moments, like the ceremony, drinks reception, dinner, first dance, etc. If you have organised transport for guests, include these details, too, with the meeting spot and times.

Practical Information

Include any practical information that will help your guests prepare, like the dress code, parking spots, and food service details. If there are any unique traditions or cultural aspects to the wedding, give guests a heads-up so they know what to expect.

RSVP and Registry

Most wedding website templates offer RSVP software, so guests can easily confirm their attendance. You can also use this section to ask about dietary requirements and plus ones. Include a link to your gift registry, too, so guests have all the information they need in one place.

Personal Touches

Add some personal details to your wedding website, like a short background story of the couple, how they met, and some fun facts. You can also introduce the bridal party, parents, and MC, so guests will have some familiar faces on the day. Include your proposal story, and any other special moments you want to share.

Share the URL

Include your wedding website URL on your save-the-date cards and invitations, so guests know where to go for more information.

Send reminders to guests who haven't RSVP'd

Send Reminders to Guests Who Haven't RSVPd

RSVPs are essential for wedding planning. They help you streamline the process and ensure that you have an accurate headcount for your vendors, including caterers and venue representatives. It is important to maintain a polite and friendly tone when reminding guests to RSVP, as this will preserve your relationships and maintain a positive vibe around your wedding. Here are some tips and suggestions for sending reminders to guests who haven't responded yet:

• Before sending reminders, keep in mind that every wedding RSVP timeline is different. Guests may have less time to figure out their plans if they received the invitation close to the wedding date. On the other hand, if guests have ample time to respond, they may simply forget.
• Send reminders via email or event software to all guests who haven't RSVPd about one week before the RSVP deadline. This will serve as a gentle nudge and a polite reminder that the deadline is approaching. Make sure to include the specific RSVP due date and share easy response options, such as links, emails, or phone numbers.
• After the RSVP deadline has passed, wait a few days for late responses and then send a more direct reminder to those who haven't responded. Let them know that you need their final answer to proceed with planning and finalize numbers for the caterer.
• One to three days before the event, send a final reminder with key event details such as timing, location, and any essential items or attire. This will help lock in your numbers and provide critical information to attending guests.
• If you are still missing RSVPs from important guests, such as close family members or friends, consider giving them a call or sending a text message. Let them know that you are looking forward to their presence at the wedding and politely explain that you need their response for the venue and caterer.
• If you are planning an international wedding or have a significant number of overseas guests, it is recommended to send invitations and save-the-dates at least 12 weeks in advance. This will give your guests enough time to make travel arrangements and book accommodations.
• It is also a good idea to follow up promptly with anyone you haven't heard from to ensure they have enough time to finalize their plans and book their flights.
• Include all the necessary information on your wedding website as soon as the save-the-dates are sent out. This includes details such as hotel room blocks and transportation options.
• If you are sending save-the-dates for a destination wedding, consider sending them six to eight months in advance to give your guests ample time to plan their trip.

Frequently asked questions