Ballroom Dancing: A Wedding Invitation Guide

When it comes to wedding invitations, it's important to include all the necessary information to ensure your guests have a clear understanding of the event. While the invitation design is important, finalizing the text is crucial. Here are some key points to consider when including ballroom details in your wedding invitation:

- Host Line: Traditionally, the bride's parents are the hosts and their names appear at the top of the invitation. However, it is also common to list both sets of parents or simply include a line like Together with their families.

- Request Line: This line invites guests to share in the celebration. For a religious ceremony, use request the honor of your presence. For a non-religious ceremony, request the pleasure of your company is more appropriate.

- Couple's Names: Traditionally, the bride's name appears first, followed by the groom's. However, for same-sex couples, you can order the names alphabetically or based on your preference and design aesthetics.

- Date and Time: Spell out the date and time in full to maintain formality. For example, Saturday, the fifteenth of September, two thousand twenty-one, at half after four in the afternoon.

- Venue: Include the venue's name and city, state. If the ceremony and reception are in the same location, a simple Reception to follow will suffice. For separate locations, include a separate reception card with the event details.

- Attire: Including the dress code is optional but can be helpful for guests. If you're having a black-tie event, it's important to mention this on the invitation.

- Wedding Website: Avoid cluttering your invitation by providing your wedding website on a separate card or reception card. This is where guests can find additional details such as accommodation suggestions, directions, and any other relevant information.

- RSVP Card: Include a separate RSVP card with a pre-addressed and stamped envelope for your guests' convenience. Set an RSVP deadline, typically three to four weeks before the wedding, to give you enough time to finalize numbers for catering and seating arrangements.

Include the ballroom as the ceremony and reception location

The ballroom is a sophisticated and elegant setting for your wedding ceremony and reception. When including it in your wedding invitations, there are a few key elements to consider. Here are some instructive guidelines to ensure your invitations are informative and focused:

Host and Couple's Names:

Start by listing the hosts of the wedding, usually the parents of the bride, followed by a warm invitation sentence. For a ballroom setting, you may use "request the pleasure of your company" to denote a non-religious ceremony. Then, include the couple's full names, with the bride's name typically coming first for different-sex couples. For same-sex couples, feel free to order the names alphabetically or however you prefer.

Ballroom as the Ceremony and Reception Location:

Clearly state the ballroom as the ceremony and reception location. Provide the full name of the ballroom venue, followed by the city and state. If the ballroom has a unique or well-known address, you may include it as well. For instance:

"We invite you to join us at the Grand Ballroom in the Heart of the City

123 Main Street, Metropolis, State"

If both the ceremony and reception are held in the ballroom, simply add "Reception to follow" or "Dinner and dancing to follow" at the bottom of the invitation.

Date and Time:

Spell out the date and time in full for a formal affair. For example, "Saturday, the fifteenth of September, two thousand twenty-four, at half after four in the afternoon." This provides a clear timeline for your guests.

Additional Information:

Depending on your preference, you may include extra details about the ballroom or other wedding events on a separate insert card. This could include directions, accommodation suggestions, or a wedding website URL. If there are multiple events during the wedding weekend, a detailed itinerary can be helpful for your guests.

RSVP Details:

Lastly, provide clear RSVP instructions. Include a reply-by date, which is typically three to four weeks before the wedding. You may also offer checkboxes for meal choices or other relevant information.

Remember to proofread your invitations and maintain consistency in formatting and wording. These instructions will help you create elegant and informative wedding invitations, setting the tone for your special day in the ballroom.

Add the ballroom address and travel instructions

When it comes to wedding invitations, it's important to include clear details about the ballroom or venue to ensure your guests can arrive on time and without stress. Here are some tips and suggestions for adding the ballroom address and travel instructions:

Ballroom Address

The ballroom address is an essential component of your wedding invitation. It ensures your guests know the exact location of the ceremony and can plan their travel accordingly. Here's how to include it effectively:

• Provide the Full Address: Include the name of the ballroom or venue, followed by the street address, city, and state. For more formal weddings, it's customary to spell out the state name in full.
• Omit the Zip Code: Traditionally, zip codes are not included in wedding invitations.
• Private Residences: If the ballroom is located in a private residence, it's a good idea to include the street address to ensure guests can find it easily.

Travel Instructions

In addition to the address, providing travel instructions can be incredibly helpful for your guests, especially if they are travelling from out of town or are unfamiliar with the area. Here are some suggestions:

• Directions Card: Consider including a separate directions card within the invitation suite. This is particularly useful if your wedding is in a rural area or a location with limited phone signal. You can also include a custom map or weekend map for a more personalised touch.
• Online Directions: Provide the address on your wedding website, as this can be easily accessed by guests and they can use their preferred map application to generate directions.
• Transportation Information: If you're providing transportation to and from the ballroom, be sure to include those details. This could be shuttle services from a designated hotel or parking area.
• Parking Information: Let your guests know about parking options near the ballroom, especially if parking is limited or restricted. This will help them plan their arrival and avoid last-minute hassles.
• Accommodations: If you have guests coming from out of town, provide a separate accommodations card with hotel recommendations and room block information. This will make it easier for them to book their stay.

By including the ballroom address and providing clear travel instructions, you'll ensure that your guests have a smooth and stress-free experience getting to your wedding. This attention to detail will be greatly appreciated by your guests, allowing them to focus on celebrating your special day.

Mention the ballroom's dress code

When it comes to wedding invitations, it's important to give your guests all the information they need. While you might be tempted to include every detail, it's best to keep the invitation itself simple and uncluttered. Any extra information can be included on a separate card or your wedding website.

Including the dress code on your wedding invitation is optional. However, it can be helpful for your guests to know what to expect, especially if you have a specific theme or style in mind for your ballroom wedding. Here are some tips and examples to help you mention the ballroom dress code elegantly and effectively:

Be Clear and Specific:

• Clearly indicate the dress code for your ballroom wedding. You can use terms such as "Black-Tie", "Formal Attire", "Cocktail Attire", or "Beach Casual". This will give your guests a clear understanding of what to wear.
• Example: "Black-tie attire is requested for our elegant ballroom soiree."

Provide a Brief Description:

• If you want to give your guests a better idea of the attire, you can include a brief description along with the dress code.
• Example: "Join us for a magical evening of dinner and dancing in your finest black-tie gowns and tuxedos."

Consider the Formality of the Ballroom:

• The dress code you choose should align with the formality of your ballroom venue. If you're hosting your wedding in a grand ballroom with opulent decor, a more formal dress code is appropriate. On the other hand, if your ballroom has a more relaxed or outdoor setting, you can opt for a more casual dress code.
• Example for a formal ballroom: "Please join us for a sophisticated evening in formal attire as we exchange our vows in the grand ballroom."
• Example for a casual ballroom: "Get ready to dance the night away in beach-casual attire at our ballroom reception by the sea."

Mention Any Thematic Elements:

• If your ballroom wedding has a specific theme, such as a "Great Gatsby"-inspired evening or a rustic-chic celebration, you can allude to the dress code within the theme.
• Example for a themed wedding: "Step back in time with us! 1920s-inspired attire is encouraged for our ballroom bash."

Use a Separate Dress Code Card:

• If you want to provide more detailed information about the ballroom dress code, consider including a separate card within your invitation suite. This can be especially useful if you have a unique theme or specific requests for your guests' attire.
• Example: "For dress code and thematic details, please refer to the enclosed card."

Direct Guests to Your Wedding Website:

• Instead of including all the dress code details on the invitation, you can direct your guests to your wedding website, where they can find more comprehensive information.
• Example: "For all the details on attire, please visit our wedding website: [website URL]."

Remember, the key is to provide your guests with clear and concise information about the ballroom dress code while maintaining the elegance and tone of your wedding invitation.

Provide accommodation suggestions near the ballroom

When it comes to providing accommodation suggestions near your ballroom wedding venue, here are some instructive and focused tips to include in your wedding invitation:

Provide Clear and Concise Information:

On a separate insert or card within the invitation, labelled "Accommodations", provide a short and sweet description of the hotel options close to the ballroom venue. Include the hotel names, addresses, contact details, and any special rates or booking instructions. For example:

> "For your convenience, we have secured a block of rooms at [Hotel Name] located at [Address]. To receive the discounted rate, please mention the [Your Last Names] wedding when making your reservation. Contact the hotel at [Phone Number] or visit their website at [Website Address]."

Act Quickly for Destination Weddings:

If your wedding is at a distant location, it is advisable to book hotel room blocks as soon as possible after reserving the ballroom venue. This ensures that your guests can secure their accommodations promptly, especially if there are other large events happening concurrently. Including this information in your "save-the-date" notices is a good idea.

Offer Multiple Options:

It is beneficial to provide your guests with a few lodging options, along with their respective price ranges. This allows guests to choose accommodations that suit their budgets and preferences. Be sure to clearly state any important dates or deadlines for booking, so your guests can take advantage of the discounted rates.

Include a Map or Directions:

Consider including a custom map or detailed directions to the ballroom venue and the suggested accommodations. This adds a personal touch and ensures your guests can navigate to the locations without getting lost, especially if they don't have access to smartphones or online maps.

Mention Room Reservation Deadlines:

If there is a deadline for reserving rooms at the suggested accommodations, be sure to mention it. This will encourage your guests to book their rooms early and avoid disappointment. It also ensures that they can take advantage of any special rates you may have negotiated.

By including these accommodation suggestions and details in your wedding invitations, you will make it easier for your guests to plan their travel arrangements and ensure they have a comfortable stay near the ballroom venue.

Include an RSVP card or digital RSVP instructions

Including an RSVP card or digital RSVP instructions is an essential part of your wedding invitation suite. This is how you'll confirm your final headcount with your venue and caterer, so it's important to give your guests a clear and easy way to respond. Here are some tips to ensure your RSVP process goes smoothly:

RSVP Cards

If you opt for physical RSVP cards, include a separate card with your invitation that guests can fill out and return to you. On the card, be sure to include:

• A deadline for responses, typically three to four weeks before the wedding.
• Lines for guests to write their names.
• Checkboxes for accepting or declining the invitation.
• Any additional information you need, such as meal choices or dietary restrictions.

You'll also need to include a pre-addressed and stamped envelope for guests to return their RSVP cards. This small envelope should be designed to fit the RSVP card and nothing more.

Digital RSVPs

If you prefer to receive RSVPs digitally, include instructions on your invitation for how guests can respond online. This could be via your wedding website or a specific email address. It's still a good idea to include a separate card with your invitation that outlines the digital RSVP process and any relevant details, such as passwords or response deadlines.

Keep in mind that older guests may not be comfortable using a computer, so consider sending them a physical RSVP card even if you're primarily collecting responses online.

Wording Your RSVP Requests

When it comes to the wording of your RSVP requests, consistency is key. Match the tone and formality of your invitations and use similar phrasing. For example, if your invitations "request the honour of your presence," your RSVP card could say, "the favour of a reply is requested." For less formal invitations, "kindly reply by" or "kindly respond by" are more appropriate.

Managing Plus-ones

Be clear about who is invited to your wedding to avoid any confusion. If children aren't invited, communicate this graciously, giving ample notice to parents. A simple phrase like "we are very sorry, but we are keeping our special day as an adult-only occasion" will do.

If you're offering plus-ones, be mindful of your guest list dynamics and set clear guidelines. It's common to offer plus-ones to married, engaged, and cohabitating guests, as well as wedding party members. For other guests, you may set a blanket rule, such as "only immediate family members can bring a date" and stick to it.

Frequently asked questions