Destination Wedding Invites: Your Guide To Rsvp Etiquette

Planning a destination wedding is exciting, but it can be tricky to navigate the etiquette and logistics. One of the most important aspects is sending out invitations early, allowing guests enough time to plan their attendance. This article will provide a comprehensive guide to handling destination wedding invitations, ensuring your special day is a memorable one for all the right reasons. From timing to wording and what to include, we will cover everything you need to know. So, whether you're exchanging vows in a tropical paradise or against the backdrop of a historic castle, read on for expert tips on mastering the art of destination wedding invitations.

Send save-the-dates 9-12 months in advance

Planning a destination wedding is exciting, but it's important to give your guests ample time to plan their attendance. Sending out your save-the-date cards 9-12 months in advance is a thoughtful way to ensure your guests can organise their travel and accommodation. Here are some tips to make the most of your save-the-date cards:

Timing is Key

It is recommended to send out save-the-date cards for a destination wedding 9-12 months in advance. This gives your guests a year or more to plan, generating excitement and ensuring a smooth guest experience. It also ensures your guests have plenty of time to compare flight options, book accommodations, and plan any extended trips before or after the wedding.

Include an Information Packet

Instead of a simple postcard, consider sending out a packet with additional information. This can include a general timeline of events, from welcome parties to any group activities. It's also helpful to include hotel information, such as a room block at your hotel, so guests can figure out their travel plans and reservations.

Ask Guests Their Preferences

If you're still figuring out activities, ask your guests! Include a response card or a poll on your wedding website where guests can choose from a few options. This will help you plan activities that your guests will enjoy and ensure their comfort during their stay.

Provide a Wedding Website

Be sure to create a wedding website where guests can find all the necessary information in one place. This is especially helpful if you're pressed for space on your save-the-date cards. Include travel tips, local attractions, and any other details that will enhance your guests' experience.

Etiquette and Wording

Save-the-date cards should include the date, time, and location of the wedding. It's also helpful to include the names of the couple and any relevant website or contact information. Be creative with your wording to reflect the spirit of your destination wedding. You can convey a sense of excitement and anticipation, making your guests feel special and excited to join you on this journey.

Remember, the save-the-date cards are just the beginning. Follow up with formal invitations and keep your guests informed as your wedding plans progress. Happy planning!

Include travel details and accommodation options

When it comes to destination weddings, it's important to provide your guests with clear and comprehensive information to ensure they can plan their trip effectively. Here are some key considerations for including travel details and accommodation options in your destination wedding invitations:

Provide Clear Destination and Travel Information:

In your invitations, make it clear that the wedding is taking place abroad and specify the location. Include details such as the nearest airport and the distance from the airport to the venue or accommodation. This will help your guests immensely with their travel arrangements.

Offer Accommodation Options:

Provide a range of accommodation options for your guests, including hotels, resorts, or other suitable lodging choices. It's a good idea to suggest a few different places at varying price points to cater to different budgets. You could also look into group rates at certain hotels or resorts, which can help make the trip more affordable for your guests. Alternatively, you could book a block of rooms at a particular hotel and ask your guests to reimburse you later.

Consider Transport to and from the Venue:

Think about how your guests will get to and from the wedding venue. If possible, arrange a shuttle service or provide transport options, such as a minibus or caravan, to ensure a smooth journey for your guests. This is especially important if the venue is in a remote location or if guests will be consuming alcohol.

Include an Itinerary and Activity Suggestions:

For a destination wedding, it's common for guests to turn the celebration into a mini-vacation. Provide an itinerary of wedding-related events, such as a welcome party, rehearsal dinner, or a morning-after brunch. Additionally, offer suggestions for activities and places to visit during any downtime. This will help your guests make the most of their trip and explore the local area.

Suggest Appropriate Attire and Packing Essentials:

Depending on the location and theme of your wedding, provide advice on attire and packing essentials. For example, if it's a beach wedding, let guests know to pack swimwear and sunscreen. If there's a specific dress code, such as black tie, be sure to include that information as well.

Set Up a Wedding Website:

Consider creating a wedding website to provide more detailed travel and accommodation information. This can include links to hotels, a full itinerary, and other useful details. A website is a great way to centralize all the information your guests will need, and it can be easily updated if any changes occur.

Remember, the key is to provide as much practical information as possible to help your guests plan their trip effectively and ensure they have a memorable experience.

Provide an itinerary of events

When it comes to destination weddings, it's important to provide your guests with an itinerary that is both comprehensive yet concise. Here is some advice on how to create an itinerary for a destination wedding:

Day 1: Arrival & Welcome Party

The first day is all about welcoming your guests and helping them settle in. Here are some suggestions for the first day:

• Recommend your guests arrive at the resort a day or two before the wedding to give them time to relax and explore the surroundings.
• Book the first event for the evening, giving guests a larger window to arrive and unpack.
• Host a welcome party with a fun theme or a simple cocktail hour on the beach or a sunset catamaran cruise.

Day 2: Relaxation & Fun

The day after the welcome party, your guests might appreciate some downtime to rest and recharge before the wedding. Here are some ideas for a relaxing second day:

• Lounge by the beach or pool, and check if the resort can provide a private cabana space with butler service.
• Book spa treatments for you and your bridal party, and recommend spa services to your guests. Many resorts offer discounts for group bookings.
• Encourage your guests to explore the local culture and enjoy excursions.
• Host a rehearsal dinner for a semi-private or fully private event, where guests can give toasts and share their well-wishes.

Day 3: Wedding Day

The big day has arrived! After the ceremony, it's time to celebrate with your guests. Here are some tips for the wedding day:

• Plan a reception that reflects your taste and wedding theme, whether it's elegant, boho beach, or something else.
• Since you've already spent time with your guests during the previous days, you can focus on enjoying your special day without feeling pressured to connect with everyone individually.
• Don't forget to capture plenty of photos to cherish these memories forever.

Day 4: Farewell Event

On the final day, it's time to say goodbye and thank your guests for their presence. Here are some suggestions for a memorable farewell:

• Host a farewell brunch or dinner to spend more time with your guests and thank them for their support.
• Reflect on the wonderful memories made during the wedding and discuss plans for future gatherings or anniversary trips.
• Consider extending your stay for a few more days to relax and enjoy romantic time as newlyweds.

Customization

Remember, this itinerary can be customized to fit your specific needs and interests, as well as those of your guests. Feel free to adjust the activities and events to make the most of your chosen location and create a memorable experience for everyone.

Suggest attire and packing essentials

When it comes to destination weddings, it's important to consider the location and weather when deciding what to pack and wear. Here are some suggestions for attire and packing essentials for a destination wedding:

Attire

For women, the attire can vary depending on the formality of the event and the location. If it's a beach wedding, lightweight and breathable fabrics are key. Lighter colours are often recommended, but it's important to avoid white or cream to distinguish yourself from the wedding party. Formal beach wedding attire for women could include a dress, a suit, or a jumpsuit in elegant fabrics like lace or tulle. For semi-formal or cocktail attire, women can opt for dresses, suits, or jumpsuits, with the option to include prints. For casual beach weddings, a simple sundress, breezy maxi dress, or high-quality romper would be appropriate.

For men, the attire suggestions differ based on the level of formality. In a formal setting, a suit or a long-sleeved shirt with a tie, jacket, and slacks are recommended. Solid colours like beige and light blue are a good choice. For semi-formal occasions, a jacket isn't required, but a breathable sports coat or unique blazer can be a fun addition. Men can also include prints but should avoid anything too loud. In a casual setting, short-sleeved shirts like polos and nice shorts (such as Chinos) with a belt are appropriate.

Packing Essentials

• Flight tickets/boarding passes
• Visas (if necessary)
• Copies of important documents (birth certificates, passports, etc.)
• Travel insurance and wedding insurance paperwork
• Any required marriage/legal documents (including Certificate of No Impediment)
• Hotel booking confirmation
• Credit cards/traveller's cheques/cash
• Toothpaste and toothbrush
• Nail file/emery board
• Sweater, light jacket, or wrap
• Reading glasses or contact lenses
• Prescription medications
• Camera and memory card
• List of key contact information (bridal party, suppliers, etc.)
• Copy of venue and supplier contracts
• Payment information for suppliers
• Wedding stationery (orders of service, place names, seating plan, thank you cards)
• Gifts for the bridal party
• Appropriate footwear (avoid stilettos on the beach; opt for chunky heels, wedges, or dressy sandals)
• Comfortable dancing shoes
• Jewellery and accessories
• Underwear and support wear
• Hair and makeup essentials (including inspiration photos if hiring professionals)
• Phone charger (wall charger and/or portable charger)
• Water bottle
• Snacks
• Mini pack of tissues

Set an RSVP deadline

Setting an RSVP deadline is an important part of the wedding planning process, especially for a destination wedding. Here are some tips and suggestions for setting an RSVP deadline:

• Send out "save the dates" early: It is recommended to send out "save the dates" for a destination wedding nine to twelve months in advance. This gives your guests plenty of time to plan their attendance, especially if they need to arrange travel and accommodation.
• Timing of formal invitations: Formal invitations for a destination wedding should typically be sent out two to four months before the wedding. This will allow your guests to make the necessary travel arrangements and give you enough time to finalise the wedding plans based on the number of attendees.
• RSVP deadline: For a destination wedding, it is recommended to set the RSVP deadline about two months or six to eight weeks before the wedding. This will give you enough time to confirm the final headcount with your vendors, such as the caterer, venue, and travel agent. It also allows you to plan any pre- and post-wedding events accordingly.
• Communicate the deadline clearly: Make sure the RSVP date is clearly stated and easy to read on the invitation card. If you are accepting digital RSVPs through a wedding website, consider adding a countdown ticker to create a sense of urgency.
• Follow up with guests: Despite your best efforts, there may be guests who miss the RSVP deadline. In such cases, it is advisable to follow up with them by phone or email to reconfirm their attendance and finalise the details.
• Consider using a personal website or app: Setting up a personal wedding website or app can be extremely helpful for managing RSVPs. You can receive real-time notifications when someone RSVPs, and it provides a convenient way to keep track of the headcount.

Frequently asked questions