Crafting The Perfect Virtual Wedding Invite

Virtual weddings have become a popular alternative to traditional in-person ceremonies, especially amid the COVID-19 pandemic. Whether you're opting for a virtual ceremony due to safety concerns, budget constraints, or simply personal preference, it's important to know how to properly word your invitations to ensure your guests have all the information they need. In this guide, we'll cover everything from the benefits of virtual invitations to creative ways of phrasing your invites to match your unique celebration.

Make it clear that guests are not being asked to attend in person

When it comes to virtual wedding invitations, it's important to make it absolutely clear that guests are not being asked to attend in person. Here are some ideas on how to do this:

Firstly, be explicit about the fact that the wedding will be virtual or online. You could use wording such as "Please join us online for our wedding" or "Join us virtually as we exchange our vows". This sets the expectation that guests will be participating in the celebration from a distance.

Secondly, provide details about how guests can access the virtual event. Include a link to your wedding website or livestream platform, and consider adding a QR code to the invitation for easy access. This reinforces the idea that the wedding is taking place in a digital space.

Another way to emphasise that guests won't be physically present is to mention the comfort and safety of their homes. For example, "We hope you'll join us virtually from the comfort and safety of your homes". This phrase hints that guests won't be expected to travel or gather in one location.

You could also include a sentence that expresses your understanding that the situation is not ideal, but safety is a priority. Something like "As much as we would love to celebrate with you in person, we cannot be together at this time" conveys this sentiment.

Finally, if you are planning to have a physical celebration at a later date, mention this in the invitation. For example, "We look forward to celebrating with you in person at a later date". This clarifies that the virtual event is a substitute for an in-person gathering and reinforces that guests are not expected to attend physically.

Specify the time zone

One of the most important things to include in your virtual wedding invitation is the time zone. This is crucial because your guests will be tuning in from different parts of the world, and you want to make sure they don't miss the live stream. Here are some tips and examples to help you specify the time zone in your invitation:

• Provide the time in the time zone of the wedding location: This is the most common approach. Simply state the time of the ceremony in the time zone where the wedding is taking place. For example, "Please join us virtually at 5:00 PM EST as we exchange our vows." This way, guests can easily calculate the corresponding time in their time zone.
• List multiple time zones: If you have guests from all over the world, you can list the time of the wedding in different time zones to make it easier for them. For instance, "The ceremony will begin at 5:00 PM EST/2:00 PM PST/10:00 PM GMT." This ensures that guests don't have to do the time conversion themselves.
• Consider a time zone converter tool: You can include a link to a time zone converter tool in your invitation. This allows guests to easily calculate the time in their specific time zone. For example, "The wedding will be streamed live at 7:00 PM AEST. Use this time zone converter to find out the corresponding time in your region: [link]."
• Provide a time zone chart: Create a chart that lists the time of the wedding in different time zones. This can be especially helpful for guests who are less tech-savvy and might not be comfortable using online tools.
• Specify any changes in time zones: If you or your partner are in a different time zone than the wedding location, be sure to clarify this in the invitation. For example, "Although we are currently in Paris, our time zone for the wedding will be CST. The ceremony will begin at 4:00 PM CST."
• Include a contact for clarification: Encourage your guests to reach out if they have any doubts or concerns about the time zone. Provide an email address or phone number they can use to get in touch. For instance, "For any queries regarding the time zone, please contact [email address] or [phone number]."

Remember, the key is to provide clear and concise information about the time zone to ensure that all your guests can join the virtual celebration without confusion.

Include the link to your livestream

Including the link to your livestream is a crucial part of your virtual wedding invitation. Here are some ideas on how to do this:

Firstly, ensure that the link is clearly visible and easy to access for your guests. You can include it in the body of the invitation itself, or as a QR code that guests can scan. If you are sending physical invitations, you may want to include a separate card with the link and instructions on how to access the livestream.

When including the link, provide a brief explanation of what it is and what guests need to do. For example, "Join us virtually by accessing the following link: [link]." You could also add further instructions, such as "Click the link to watch our ceremony live on our wedding website."

If you don't have the link yet, be sure to let your guests know that you will send it to them via email before the wedding. For example, "We are getting married virtually, and we can't wait for you to join us online! We will send the livestream link via email closer to the date." This way, guests know to expect further communication from you.

Finally, consider including a contact person and their details so that guests can reach out if they have any issues accessing the livestream. For example, "For any issues accessing the livestream, please contact [name] at [email address]." This will ensure that your guests can get help if needed and won't miss out on your special day.

Provide RSVP instructions

It is important to instruct your guests on how to RSVP to your virtual wedding. This can be done through your wedding website, via email, or by asking your guests to send a text to confirm their attendance.

If you are using a wedding website, be sure to include a clear and easy-to-find RSVP section. You can also provide a link to your wedding website in your virtual invitation, so guests can RSVP online.

If you prefer to receive RSVPs via email, include your email address in the invitation and specify that guests should send their responses to that address.

Another option is to ask guests to send a text message to confirm their attendance. You can provide your phone number or use a texting service to collect responses.

No matter which method you choose, be sure to set an RSVP deadline and communicate this to your guests. This will help you stay organized and ensure you have an accurate headcount for your virtual wedding.

"Please RSVP by [date] by visiting our wedding website at [website URL]. If you prefer, you can also send your RSVP by email to [email address] or by texting [phone number]."

Match the tone of your invite to your wedding website

Matching the tone of your wedding invites to your wedding website is a great way to create a cohesive look and feel across all of your guest communications. This is especially important if you are hosting a virtual wedding, as it ensures a seamless experience for your guests, allowing them to easily navigate between your invite and your website, where they can find more information and tune into the ceremony.

If you're sending digital invites, you can select a theme that matches your website, or vice versa. This could mean incorporating your wedding colours, patterns, or fonts into both your invites and your website. For example, if you have a rustic-themed wedding website, you can choose a rustic design for your invites, or if you're going for a modern and sleek look, opt for a design with simple sans-serif fonts and neutral colours.

Even if you're sending physical invitations, you can still match the tone and style of your website by including similar design elements, such as colours, patterns, or fonts. This creates a cohesive and unified feel for your wedding, and makes it easy for guests to recognise your website as an extension of your invitation.

In addition to design elements, you can also match the tone of your invites to your website through the use of language and wording. This could mean using similar phrases or themes in both the invite and on the website, such as incorporating a quote or a theme that represents your relationship. For example, if you include a light-hearted joke or a sentimental line in your invite, you can reflect this in the language used on your website, creating a cohesive and personalised experience for your guests.

Remember, your wedding invitation is the first impression your guests will have of your wedding, so it's important to set the tone and create a cohesive experience that reflects your style and personality. By matching the tone of your invites to your website, you can create a seamless and unified celebration that your guests will remember.

Frequently asked questions