Deborah Chan
Planning a destination wedding is an exciting but challenging task. One of the most important things to get right is the timing of your save-the-dates and invitations. Sending these at the right time will ensure your guests have ample time to prepare for their travel and accommodation arrangements.
| Characteristics | Values |
|---|---|
| When to send save-the-date notices | 9-12 months before the wedding |
| When to send formal invitations | 2-4 months before the wedding |
| When to ask for RSVPs | 1 month before the wedding |
What You'll Learn
Save-the-date notices: Send 9-12 months before the wedding
Planning a destination wedding is a complex affair, and it's crucial to give your guests ample time to prepare. Here are some instructive tips focused on sending out "Save-the-Date Notices" for your destination wedding:
It is recommended to send out "Save-the-Date" notices for a destination wedding as early as possible, ideally 9 to 12 months in advance. This lengthy lead time is crucial as it allows your guests to make necessary travel arrangements, such as booking flights and accommodations. It also ensures that your special day is firmly marked in your guests' calendars, especially if they need to request time off from work.
Digital vs Physical Save-the-Dates:
You can opt for digital or physical save-the-date notices. Digital formats are more cost-effective and allow you to allocate more of your budget towards the main wedding invitations. However, physical save-the-date notices add a personal touch and can be kept as mementos.
What to Include in Save-the-Dates:
The save-the-date notices should include essential details such as the destination, wedding date, and the URL of your wedding website. If possible, include travel details and suggestions for accommodations to make it convenient for your guests. You may also want to include a general timeline of events, such as a welcome party or brunch, so guests can plan their trip accordingly.
Gathering RSVPs:
It is advisable to request RSVPs within 1-2 months of sending out the save-the-date notices. This helps you get a clearer picture of the expected attendance and assists with organizing group transportation or accommodations.
Wedding Website and Social Media:
Consider creating a wedding website to centralize all the information about your wedding, including accommodation options, transport, activities, and attractions. You can also use a private Facebook group or event page to keep your guests updated.
Remember, sending out save-the-date notices early is a thoughtful way to show your guests you care and ensures that they have ample time to plan their attendance at your destination wedding.
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Wedding invites: Send 2-4 months before the wedding
Planning a wedding is a tricky task, and destination weddings come with an extra set of considerations. One of the most important things to get right is the timing of your wedding invites. Send them too early, and your guests might procrastinate and forget to book their travel. Send them too late, and your guests might not be able to make it. So, when is the right time to send out those invites?
Well, it depends. Some sources suggest sending out invites for a destination wedding 2-3 months in advance. This is enough time for your guests to receive the invitation and book their travel and accommodation. It also creates a sense of urgency, so your guests are less likely to put off booking their trip. By the time the formal invitations go out, your guests should already know about your wedding plans via your website or save-the-date.
However, other sources recommend sending out invites a little earlier, around 3-4 months before the wedding. This is especially important if your wedding is in a far-off destination or if your guests will need to take time off work and arrange childcare. Sending your invites 3-4 months in advance also gives you a bit of extra time to chase any stragglers who haven't RSVP'd. It's always a good idea to give yourself a little buffer!
So, to summarise, the ideal time to send out invites for a destination wedding is around 2-4 months in advance. This gives your guests plenty of time to organise their travel plans without being so early that they forget about your upcoming nuptials!
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RSVPs: Request these one month before the wedding
Planning a destination wedding is a complex affair, and the key to success is organisation. So, when is the best time to request RSVPs?
It is generally recommended that you request RSVPs no later than one month before your wedding date. This gives you and your vendors enough time to prepare for your big day. It also allows enough time for you to get a final headcount for the caterer (usually required about one week before the wedding) and to finalise your seating chart.
If you are planning a destination wedding, it is a good idea to get a clearer picture of who is likely to attend, so you can organise any necessary group transport or accommodation. Therefore, it is advisable to gather RSVPs within one to two months of sending out the save-the-date notices.
If some guests still haven't responded by your deadline, give them a quick call reminding them to send their RSVPs so you have all their information.
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Information to include: Travel, accommodation, and activity details
Destination wedding invitations should be comprehensive yet concise. Here is a breakdown of what to include:
Names
Naturally, your names as the couple taking centre stage.
Destination
For a wedding abroad, make it clear and obvious that your wedding is abroad and specify the location.
Date, Time, and Location
These are the core details that your guests need to plan their attendance and RSVP.
Accommodation and Travel Information
Provide options for where your guests can stay. This is especially important for destination weddings, as guests may need to book accommodation early. If your celebration lasts multiple nights, make sure your guests know this too. Specify the nearest airport and how far it is, and include any other information that makes it easier for your guests to plan their attendance.
Itinerary and Activities
For a multi-day celebration, outline the events and activities your guests can look forward to. For example, a pool party, after-party activities, boat trip, or horse riding. There are plenty of wedding experiences that can be incorporated into the stay.
RSVP Deadline
Knowing who is attending well in advance helps you finalise numbers, table plans, and everything else, so setting a deadline or guide for your guests to respond helps focus their attention on deciding if they can attend.
Attire
Depending on your wedding location, theme, and style, a dress code or attire advice is useful for guests. Whether it's a beach wedding, black-tie wedding, or a specific theme, let your guests know so they can plan and pack appropriately.
Packing Essentials
Planning a pool party? Themed welcome party? Boat party or going trekking? Let your guests know so they can pack what they need, such as swimwear, sunscreen, hiking boots, etc.
If there is too much information to include on your invites, set up a wedding website that can include more detailed information, links to hotels, a full itinerary, and details about your wedding, welcome party, and after-party.
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Wedding website: Set up as soon as you get engaged
A wedding website is a great way to communicate all the details of your destination wedding to your guests. It is also the best way to ensure that your guests have all the information they need to plan for your wedding day. The website can include everything from the schedule of events to travel and accommodation suggestions.
- Timing: It is recommended that you set up your wedding website as soon as you get engaged and have confirmed your venue and date. This will allow you to communicate the date and location to your guests as early as possible. Even if you don't have all the details yet, you can always update the website regularly once you start confirming additional information.
- Platform: Choose a website builder that offers templates, customization options, and tools for RSVPs and registry links. Popular options include The Knot, WeddingWire, Zola, Minted, Wix, and Squarespace.
- Pages: Create relevant pages such as "Home," "Our Story," "Schedule," "Travel and Accommodations," "Registry, "Things to Do," "Wedding Party," and "RSVP."
- Details: Include all the important details such as event itinerary, accommodations, travel information, registry links, dress code, and your love story.
- Photos: Upload engagement photos or add custom designs to personalize your website and showcase your wedding style.
- Testing: Before publishing your website, test all the links and features to ensure they are functioning correctly.
- Sharing: Once your website is live, share the link with your guests via save-the-dates, invitations, or stationery-suite inserts. You may also want to password-protect your site for added privacy.
- Updates: Your wedding website is a great way to keep your guests informed of any changes or updates to your wedding plans. Be sure to make timely updates if there are any last-minute changes or delays.
By setting up your wedding website early in the planning process, you can ensure that your guests have a go-to source for all the information they need to attend your destination wedding. This will help to reduce the number of questions you receive and make the planning process smoother for both you and your guests.
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Frequently asked questions
Save-the-dates should be sent 9-12 months in advance. This gives your guests ample time to plan their travel and accommodation.
Formal invitations should be sent 2-4 months before the wedding. This is enough time for your guests to make the necessary arrangements and not so early that they forget about the event.
Many couples set up a personal wedding website to communicate all the details. This can be included on your save-the-date or formal invitation. It's also a good idea to provide information on accommodation, transport, and activities in the local area.
As well as the usual details, you might want to include tips for places to visit and eat in the area, and information on what the weather may be like. This can be included on a separate information card sent with the invitation.
Yes, you can ask for RSVPs earlier if you need to provide final numbers to a venue or caterer. You could also ask for RSVPs when you send out your save-the-dates, especially if you're planning something intimate or remote.
