Save The Date" Destination Wedding: Communicating Costs To Guest

Planning a destination wedding? Your save-the-date cards are extra important. Guests need plenty of notice to plan their travel and make necessary arrangements. Here's how to convey costs in your destination wedding save-the-dates.

Firstly, send out your save-the-dates early. For destination weddings, it's advisable to give guests a heads-up at least 12 months in advance. This allows guests to make travel plans and ensure they can secure accommodations.

Secondly, be mindful of your guests' budgets. Destination weddings can be costly for attendees, so it's considerate to provide a range of accommodation options and mention any special rates or deals you've arranged. You can include this information on your wedding website or in an information packet along with your save-the-date.

Finally, clearly indicate that a formal invitation will follow with more details. This helps guests understand that additional information, such as venue details and RSVP information, will be provided later.

Remember to include the key information on your save-the-date cards: the date of the wedding, the location, and any important details or instructions. By providing clear and concise information, you'll help your guests plan and prepare for your special day.

Include the date range or specific date

When it comes to your destination wedding, it's important to give your guests ample time to make the necessary arrangements. This includes travel plans, accommodations, and time off work. By providing clear and concise information on your save-the-date cards, you are helping your guests plan and prepare.

• Specify the date range or the exact wedding date: Clearly state the wedding date(s) so that guests can mark their calendars and make the necessary arrangements. You could say, "Save the Weekend: [Wedding Date Range]" or "We're getting married on [Wedding Date]—mark your calendars!".
• Send save-the-dates early: For destination weddings, it is advisable to send save-the-dates at least 12 months in advance, or even earlier if guests need to travel internationally. This gives guests enough time to plan and ensures a higher attendance rate.
• Include a range of dates if needed: If your wedding celebrations will span multiple days, include the entire date range on your save-the-date. This will help guests plan their travel and accommodations accordingly.
• Provide a general timeline: If you have planned activities or events for your guests before or after the wedding, include a general timeline in your save-the-date or on your wedding website. This will help guests know what to expect and plan their trip accordingly.
• Be mindful of your guests' budgets: Destination weddings can be costly for guests, especially with travel and accommodations. Consider providing a range of accommodation options and mentioning any special rates or deals you have arranged.
• Emphasize the destination: When mentioning the date, also highlight the destination to build excitement. For example, "Save the date for our tropical island wedding on [date]!".

Remember, the purpose of save-the-date cards is to give your guests a heads-up, so be sure to provide them with enough information to start planning their attendance at your destination wedding.

Provide a range of accommodation options

When it comes to destination weddings, it's important to be mindful of your guests' budgets. As the host, you can do this by providing a range of accommodation options. This means including a variety of price points, from budget-friendly to more luxurious choices. Here are some tips to help you provide a range of accommodation options for your destination wedding:

• Reserve a block of rooms: Contact hotels or resorts in the area and ask about group rates or discounts for wedding guests. You can also negotiate extra perks like complimentary breakfast or late checkout. It's a good idea to do this early, especially if your wedding is in a popular location with limited accommodation options.
• Offer a range of styles: Provide options that suit different budgets and needs, such as hotels, resorts, Airbnbs, or other group properties. Consider any special requirements, such as guests travelling with children or those with accessibility needs.
• Share information early: Make sure your guests have ample time to budget and make arrangements. Include accommodation suggestions and direct links on your wedding website, and send out this information with your save-the-dates.
• Be transparent about expenses: Clearly communicate what expenses your guests can expect. This helps them plan accordingly and avoids any unpleasant surprises.
• Consider transportation: If your guests are staying at a hotel or resort, think about providing transportation to and from the wedding venue. This could be in the form of a shuttle bus or coach.
• Offer a welcome event: Hosting a welcome dinner or reception the night before the wedding is a great way to make your guests feel welcomed and appreciated. This can also be a more budget-friendly alternative to covering accommodation costs.
• Provide recommendations: If you're unable to reserve a block of rooms, offer a list of recommended accommodations near the venue, with a range of price points.
• Be considerate of distances: Try to keep all suggested accommodations within a 10-minute radius of the wedding venue, with a maximum distance of 15 minutes.
• Combine with a welcome bag: If your budget allows, create welcome bags for your guests with relevant supplies, such as a map of the area, local delicacies, bottled water, and other thoughtful items.
• Include local options: To save costs and provide an immersive experience, consider suggesting accommodations that showcase the local culture or charm of the destination.

Mention any special rates or deals

When it comes to destination weddings, costs can quickly add up for your guests, especially when it comes to travel and accommodations. Therefore, it is important to be considerate of their budgets and try to find ways to alleviate some of the financial burden. Here are some tips on how to mention any special rates or deals in your save-the-date invitations:

• Group Accommodation Rates: Negotiate group rates with hotels or resorts close to your wedding venue. Many hotels are willing to offer discounted rates for groups, especially if you reserve a block of rooms in advance. Be sure to ask about any additional perks, such as complimentary breakfast, late checkout, or upgraded rooms. Mention these special rates in your save-the-date invitations, providing the hotel's contact information and instructions on how to access the discounted rate, such as a special code or password.
• Compare and Share Accommodation Options: Research and compare different accommodation options near your wedding venue, including hotels, resorts, Airbnbs, and other group properties. Provide a range of options at different price points to suit varying budgets. You can include this information on your wedding website or create a separate insert card to be included with your save-the-date invitations. Share direct links and contact information to make it easy for your guests to book their stay.
• Early Bird Discounts: If you have guests who need to book flights or make travel arrangements, encourage them to take advantage of early bird discounts. Share this tip in your save-the-date invitations, suggesting that booking in advance can often result in significant savings.
• All-Inclusive Resort Packages: Consider choosing an all-inclusive resort as your wedding venue. These resorts typically offer packages that include meals, drinks, entertainment, and wedding essentials such as decor, flowers, and music. This can be a cost-effective option for both you and your guests, as many expenses will be covered in the upfront price.
• Off-Season Dates: Opting for an off-season wedding date can also help reduce costs for you and your guests. Prices for flights and accommodations are typically lower during the shoulder seasons of spring and fall. Mention in your save-the-date invitations that you have chosen an off-season date to help your guests take advantage of these potential savings.
• Transportation Arrangements: Coordinate group transportation to and from the wedding events, such as a shuttle bus service. This can be more cost-effective than individual travel arrangements and can be included as a special deal for your guests. Provide details of the transportation arrangements, including pick-up and drop-off times and locations, in your save-the-date invitations or on your wedding website.
• Reward Points and Credit Card Offers: Suggest that your guests take advantage of any reward points or credit card offers to offset their travel costs. Many credit cards offer travel rewards or cashback that can be used towards flights, accommodations, or other travel expenses.

Remember, it is important to provide clear and concise information about any special rates or deals you have arranged. Your guests will appreciate the effort you have made to help reduce their financial burden, allowing them to fully enjoy your destination wedding celebrations.

Include an online guide to cover important details

A wedding website is a must-have for a destination wedding. It is a valuable resource for your guests, providing them with essential information and answering their FAQs in one convenient spot. Here are some key points to include in your online guide:

Dates and Times

Provide a detailed itinerary or timeline of events, specifying dates and times for all wedding-related proceedings, including any pre- or post-wedding events such as a welcome dinner, ceremony rehearsal, or recovery brunch. This will assist your guests with booking flights and accommodation and creating their travel itinerary. Be sure to include specific locations and start times, as well as helpful extras like the dress code and online RSVPs.

Location and Travel

Include the exact venue address, including the street name, city, and country, as well as the closest airport and directions to the venue from the airport. A map of the venue and its surroundings, along with venue contact details, will also be useful for your guests. If there are multiple venues involved, provide address details for each. Don't forget to mention any cultural traditions or customs specific to your destination, such as local language, currency, and cultural etiquette.

Transportation and Accommodation

Provide details about transportation options, including the closest airports and train stations, the best driving routes, and tips regarding traffic or planned construction. If taxis or ride-sharing services are hard to come by, inform your guests in advance and consider pre-arranging transportation. Also, provide suggestions for accommodation options at various price points, preferably within close proximity to the wedding venue. Setting up a hotel room block can help negotiate a lower price for your guests.

Local Attractions and Recommendations

Share your favourite local attractions, restaurants, cafes, and sightseeing spots. Your guests will likely be making a miniature vacation out of your wedding, so give them plenty of options to explore and enjoy the area. You can also include restaurant and cafe recommendations, transport options, and things to do in the local area.

Contact Information

Let your guests know how to contact you leading up to the wedding, whether it's through text messages, email, or a specific email address dedicated to wedding-related queries. During the wedding festivities, direct all day-of questions to a point person like your wedding planner or maid of honour.

Registry Information

Share your gift registries on your wedding website, making them easily accessible for your guests. Due to the additional expenses of attending a destination wedding, it is generally understood that these expenses are in lieu of a wedding gift. However, if guests still wish to give a gift, provide your home address so they can send it before or after the wedding, saving them from travelling with something bulky or expensive. Alternatively, you can set up a honeymoon fund online for monetary contributions.

Specify the date you'd like guests to arrive

When it comes to a destination wedding, it's important to give your guests a heads-up about the dates so they can plan their travel accordingly. Here are some tips to consider when specifying the date you'd like guests to arrive:

• Send Save-the-Dates Early: For a destination wedding, it is recommended to send out your save-the-dates at least 6 to 12 months in advance, or even earlier if guests need to travel internationally. This gives your guests ample time to make travel arrangements and ensures they can get the best fares.
• Specify the Date Range: Clearly state the date range or the specific wedding date in your save-the-date cards. For example, you can say, "Save the Weekend: [Wedding Date Range]" or "We’re getting married on [Wedding Date]—mark your calendars!" This allows guests to plan their travel and make any necessary arrangements.
• Consider Travel Time: Keep in mind that guests may need time to adjust to jet lag or explore the area before your wedding. It is generally recommended that guests arrive at least a day or two before the wedding, especially for international destinations. This gives them time to settle in, get their bearings, and prevent any travel delays or mishaps.
• Account for Potential Delays: In today's travel climate, it's wise to advise guests to arrive a few days earlier to account for potential cancellations or delays. Consider factors such as travel connections, time differences, and the possibility of unforeseen transportation glitches.
• Provide a General Timeline: Include a general timeline of the wedding weekend's events in your save-the-date packet or on your wedding website. This helps guests understand the full scope of the celebration and plan their travel accordingly.
• Request an Early RSVP: If you are still finalising the details, you can ask guests to RSVP by a certain date as part of your save-the-date. This will help you get a better sense of the guest count and finalise your budget and logistics.

Remember, clear and timely communication about the dates is key to ensuring your guests can effectively plan their travel and accommodations for your destination wedding.

Frequently asked questions