Designing Destination Wedding Invites: A Creative Guide

Planning a destination wedding is an exciting task, but it can be challenging to know where to start. One of the first steps is to send out save-the-date cards and invitations to your guests, giving them plenty of time to plan their attendance and book any necessary travel and accommodation. This is especially important for destination weddings, as guests may need to request time off work and make more extensive arrangements. In this paragraph, we will discuss the key components of a destination wedding invitation, from wording and design to the all-important details you need to include.

What to include

When it comes to destination wedding invitations, it's important to provide your guests with all the information they need while also setting the right tone for your celebration. Here's what to include:

The Basics:

• Couple's names: Naturally, your names as the couple taking centre stage are essential.
• Destination: Make it clear that your wedding is abroad and specify the location.
• Date, time, and location: These core details are crucial for your guests to plan their attendance and RSVP.
• Accommodation and travel information: Provide options for where guests can stay, especially if they need to book early. Include the nearest airport and its distance from the venue.
• Itinerary and activities: For a multi-day celebration, outline the events and activities, such as a pool party, after-party, boat trip, or horse riding.
• RSVP deadline: Set a deadline for guests to respond, so you can finalise numbers and plans.

Setting the Tone:

• Attire: Depending on your wedding location, theme, and style, include dress code advice. For example, is it a beach wedding, black-tie event, or a specific theme?
• Packing essentials: Let guests know about any themed parties or activities so they can pack accordingly. For instance, swimwear for a pool party or hiking boots for a trek.
• Design and wording: The design and wording of your invitation should capture the essence of your chosen destination and wedding style. Use creative language to convey excitement and anticipation.

Additional Practical Details:

• Children: Make it clear if kids are welcome or if it's an adults-only celebration.
• Travel tips and local attractions: Include practical information such as travel tips and suggestions for local attractions.
• Wedding website: If there's too much information to include on the invite, set up a wedding website with more detailed information, links to hotels, the full itinerary, and other wedding details.

Design and wording

The design and wording of your destination wedding invitations are crucial as they are the first glimpse your guests will have of your wedding celebration. The wording you choose sets the tone and expectation for your special day. It's important to consider the style, formality, and overall feel you want to convey to your guests.

Your destination wedding invitations should be comprehensive yet concise. Here are the essential components to include:

• Names: Naturally, your names as the couple taking centre stage.
• Destination: Make it clear that your wedding is abroad and specify the location.
• Date, Time, and Location: These are core details that your guests need to plan their attendance and RSVP.
• Accommodation and Travel Information: Provide options for where your guests can stay and travel tips.
• Itinerary and Activities: Outline any pre- or post-wedding events and activities, especially if your celebration spans multiple days.
• RSVP Deadline: Knowing who is attending in advance helps with finalising numbers and table plans.
• Attire: Depending on your wedding location, theme, and style, include dress code advice.
• Packing Essentials: Let your guests know about any specific items they should pack, such as swimwear or hiking boots.

If there is too much information to include on your invites, set up a wedding website with more detailed information, links to hotels, and a full itinerary.

The wording of your invitations should capture the essence of your chosen location and set the tone for your big day. Whether your wedding is an intimate beachside affair or a grand adventure in the mountains, use language that reflects the spirit of excitement and anticipation.

• Keep it simple and special: Avoid overwhelming your guests with too much information. Use multi-card invitation suites or a multi-page booklet style to break up the details.
• Excite your guests: Include a few words that excite your guests about the location, mentioning the ocean, sea, sun, sunsets, or travel.
• Provide a clear call to action: Tell your guests what to do next, such as contacting your travel agent or RSVPing via your wedding website.
• Be creative with RSVP wording: Make it fun and exciting, such as "Yes, I am packed and ready to celebrate in person!"
• Include travel and accommodation tips: Provide these details on an insert card, your wedding website, or both.
• Mention pre- and post-wedding events: If you're planning additional events, include this information in your invitation wording or direct guests to your wedding website for more info.
• "Pack your bags, book your flights,/ and join us in Hawaii for a few romantic nights!/ (Name) and (Name) are getting married at/ Diamond Beach Resort, Honolulu/ at 5 pm in the evening/ For more details and to RSVP,/ please visit our website/ (insert website link)"
• "Our greatest adventure awaits!/ Please join us for the wedding of/ (Name) and (Name)/ at San Giorgio Vineyard, Siena, Tuscany/ For accommodation details and to RSVP,/ please visit our website:/ (insert website link)"
• "Grab your passports!/ (Name) and (Name) are tying the knot./ 23rd September, 2024/ Skyline Rooftop Bar, New York City/ Additional travel and RSVP details can be found via our website:/ (insert website link)"
• "Join us in paradise!/ You are cordially invited to our wedding weekend getaway/ from 10th November, 2024/ at Solmar Resort, Cabo San Lucas/ For more details and to RSVP, visit/ (wedding website link)"

You can also incorporate creative designs into your invitations to showcase your destination, such as:

• Hand-painted watercolour illustrations of your venue or local scenery.
• Blind-embossed maps of the area, especially if it's a woodsy or campground setting.
• Colour blocking with a single colour from your destination, such as emerald green for a mountain wedding or bold teal for a beach wedding.
• Incorporating prints or colours that portray the local florals, fauna, or architecture.

When to send

When it comes to sending out your destination wedding invitations, timing is key. You'll want to give your guests ample time to plan their attendance, especially if they need to book time off work and/or travel to get to your wedding. Here's a suggested timeline for sending out your invites:

Save the Dates

It's a good idea to send out Save the Dates for your destination wedding as early as possible, ideally 9-12 months in advance. This will allow your guests to get it in their diaries and start planning any necessary travel and accommodation. Sending Save the Dates this early is especially important if you're asking your guests to travel far or if your wedding falls during a busy travel season. You might also want to include travel details and accommodation suggestions with your Save the Dates, to give your guests a head start on planning their trip.

Invitations

For destination weddings, it's best to send out formal invitations 2-4 months before the big day. This will give your guests enough information about the wedding itself, including the date, time, location, and any other relevant details. It will also serve as a reminder to book their trip, if they haven't already.

RSVP Deadline

It's a good idea to set your RSVP deadline earlier than you might for a local wedding, as you may need to provide final numbers to your venue and/or caterer earlier. A good rule of thumb is to make your RSVP deadline one week before the earliest deadline requested by any of your vendors. For example, if your caterer needs final numbers by August 2nd, you would set your RSVP deadline for July 5th.

Reminders

If you have guests who are slow to RSVP or book their travel, you may want to send out a friendly reminder as the date approaches. You can do this via email, your wedding website, or by phone if you have a small guest list.

Remember, when it comes to destination weddings, the earlier you can communicate information to your guests, the better. This will help ensure that everyone has enough time to plan their trip and that you have all the information you need to finalise your wedding plans.

Who pays for what

When it comes to destination weddings, the couple typically handles the fundamental expenses, such as wedding attire, rings, and the ceremony itself. Guests are usually responsible for their travel and accommodation costs. However, it is considerate for the couple to guide guests towards affordable options and secure group rates for rooms and flights.

The Couple:

• Wedding attire
• Rings
• Ceremony
• Reception venue and catering
• Entertainment and music
• Wedding planner (optional)
• Flowers and decor
• Photography and videography
• Transportation to the venue
• Welcome dinner
• Gifts for the bridal party

The Guests:

• Flights and transfers
• Accommodation
• Room service and other incidentals

Optional Extras:

If the couple chooses to include optional extras, such as pre-wedding events or activities, they can cover these expenses. However, it is also acceptable for guests to chip in for these events as a gesture of goodwill.

Additional events

Destination weddings are naturally longer celebrations, so it's a good idea to plan some additional events for your guests, such as a welcome party or a post-wedding brunch. Here are some ideas and tips for creating a memorable experience for your guests:

Welcome Event

Host a welcome event, such as a beach cocktail party or a welcome dinner, to give your guests a chance to mingle and get to know each other. This helps to create a comfortable and friendly atmosphere right from the start of the trip. Try to host this event on the night after everyone arrives, so that your guests have time to rest and settle in. You can also use this opportunity to hand out welcome bags, which can include items like a welcome note, a wedding itinerary, maps, and locally made treats.

Group Excursions

Organising a group excursion is a great way to show your guests your appreciation for their attendance. Some ideas for group excursions include a sunset catamaran trip, a visit to a "theme" park, or exploring local attractions such as food tours, wine or tequila tasting, or visiting historical sites. If you're organising a group excursion, it's best to send a formal invitation with an RSVP option or use a group email or social media post to gauge interest. Working with a travel agent or wedding planner can make planning these events much easier.

Rehearsal Dinner

Although all-inclusive resorts may not usually offer a wedding rehearsal, you can arrange one if you wish. Decide whether you want just the wedding party and family or the whole group to attend and make plans accordingly. For destination weddings, it is generally considered proper etiquette to invite everyone.

Beach Day

Let your guests know that you'll be spending a day at the beach or the adult-only pool, so they can join you for some casual fun in the sun. This helps your guests feel included and part of the celebration, even outside of the formal wedding events.

Morning-After Brunch

Plan a casual morning-after brunch at the resort, which is usually buffet-style. Let your guests know the time and location so they can join you for a relaxed meal and more congratulations.

Other Events

Other optional events you can consider include a bachelor/bachelorette party, a bridal shower, or a post-wedding excursion for a final goodbye. Remember, you don't want to fill up your guests' time completely, as they may want some time to relax or explore on their own. Striking a balance between organised events and free time will ensure that your guests feel cared for without being overwhelmed.

Frequently asked questions