Destination Wedding: Send Invites Or Not?

Planning a wedding is a tricky task, and inviting guests to travel for a destination wedding adds another layer of complexity. It's essential to give your guests ample time to plan their travel and accommodation arrangements. While there is no one-size-fits-all approach, here's a general guide to help you navigate the logistics of sending invitations for your destination wedding:

Firstly, send Save the Date cards as early as possible, preferably 9 to 12 months in advance. This early notice allows guests to book flights and accommodation at more affordable rates and gives them time to arrange time off from work and make necessary preparations. The Save the Date can be in the form of a simple postcard, including the destination, wedding date, and a link to your wedding website for more details.

As for the formal invitations, it is recommended to send them out 2 to 4 months before the wedding. This timing serves as a polite reminder for your guests to finalise their travel plans and RSVP. It's a good idea to include additional information with the invitation, such as tips on transportation, local attractions, and expected weather conditions. This extra information will help your guests plan their trip and choose appropriate attire for your special day.

Remember, these timelines are flexible, and you can adjust them based on your specific circumstances. It's essential to strike a balance between providing enough notice and not sending the invitations too early, which may cause procrastination or confusion.

Save-the-date cards: Send 9-12 months before the wedding

Save-the-date cards are an essential piece of wedding stationery, giving your guests a heads-up about your wedding date and location. They are especially important for destination weddings, which require more planning.

Send Them Early:

Sending your save-the-date cards early is crucial, especially if your wedding is at a far-flung location or over a holiday weekend. Aim for 9-12 months in advance. This gives your guests ample time to book travel and accommodations, request time off work, and make the necessary arrangements.

Include Essential Details:

At a minimum, your save-the-date cards should include your names, the wedding date(s), and the location, including the city and state. If you're having a destination wedding, consider including the venue name, as this can impact travel and accommodation plans. You may also include your wedding website and other relevant details.

Be Clear About Invitations:

Save-the-date cards are typically sent to everyone on your wedding guest list who will receive a formal invitation. Be clear about who is invited, and specify any plus-ones to help with their travel arrangements. Remember, once the save-the-dates are sent, you can't revoke them, so only send them to those you definitely want to attend.

Match Your Theme:

While not necessary, you can add a personal touch by choosing save-the-date cards that match the style and theme of your wedding. You can include engagement photos or fun designs, but ensure the essential information is easy to find.

Order Extra:

Consider ordering a few extra save-the-date cards for keepsakes or last-minute guest list additions. This way, you'll have backups in case you need to adjust your guest list.

Remember, sending save-the-date cards early is a courteous way to give your guests ample time to plan their attendance at your destination wedding.

Invitations: Send 2-4 months before the wedding

Sending out invitations for a destination wedding can be a tricky task. Here are some tips to help you get it right:

Save-the-Dates

Firstly, it is important to send out save-the-date cards as soon as possible. This will give your guests ample time to plan, budget, and book their travel arrangements. It is recommended to send these out nine to twelve months in advance. This will ensure your guests have enough time to prepare, especially if they need to request time off work or make childcare arrangements.

Now for the invitations. It is recommended to send these out two to four months before the wedding. This will give your guests the information they need to finalise their travel plans and accommodation. Sending the invitations at this time will also allow your guests to submit accurate RSVPs. It is important to remember that sending invitations too early may cause guests to procrastinate and delay their planning. On the other hand, sending them too late may cause issues with guests' schedules and budgets.

What to Include in the Invitation

In addition to the usual details, it is a good idea to include some extra information specific to your destination wedding. This could include tips on how to reach the destination, suggestions for places to stay, and recommendations for things to do and places to eat in the area. You could also provide information on the expected weather conditions to help your guests pack appropriately. All of this information can be included on a separate card that you send with the invitation.

Other Tips

It is also worth considering creating a wedding website. This can be included on your save-the-date cards and invitations, providing guests with a central source of information that can be easily updated. You could also communicate important details via your wedding website or through word of mouth before sending out the invitations. This will ensure your guests have all the information they need to plan their trip.

Who pays for what?

Destination weddings can be complex when it comes to figuring out who pays for what. While the couple is generally responsible for the essential aspects of the wedding, there may be additional costs associated with a destination wedding, such as travel and accommodation for both the couple and their guests. Here is a breakdown of the financial responsibilities for a destination wedding:

• The Couple: The couple is typically responsible for the fundamental expenses of the wedding, including the wedding attire, rings, ceremony, reception venue, catering, wedding cake, entertainment, flowers, decor, photography, and transportation to and from the wedding venue. They may also choose to cover the costs of certain pre-wedding and wedding day events, such as the rehearsal dinner, welcome party, and morning-after brunch.
• The Guests: Guests are usually expected to pay for their own travel expenses, such as flights, transportation, and accommodation. They are also responsible for any personal expenses during their stay, such as meals or activities that are not included in the wedding festivities.
• The Wedding Party: Bridesmaids and groomsmen typically pay for their own attire, transportation, hair, and makeup.
• The Parents: Depending on the budget, the parents of the couple may contribute to the wedding expenses, including the ceremony, reception, and other related activities. Traditionally, the groom's parents cover the costs of the rehearsal dinner.
• The Wedding Coordinator: The fees for a wedding coordinator, if hired, can be paid by the couple or the families, depending on the negotiation.

It is important to note that there is no one-size-fits-all approach to financing a destination wedding. The couple should have clear and open discussions with their families and wedding party to set expectations and ensure a memorable and enjoyable experience for everyone involved.

Additional events: What to host and when

It is customary for a destination wedding to include events beyond the wedding day itself, so that guests can make the most of their journey. This could include a dinner the evening before, lunch the day after, or both. As the hosts, the couple would be expected to pay for these additional events.

If you are planning to host additional events, it is a good idea to include this information in your save-the-date cards or on your wedding website. This will help your guests plan their trip effectively and make any necessary arrangements.

When sending out your formal invitations, be sure to include an RSVP card that lists all the events you are hosting, so that guests can indicate which ones they will be attending. This will help you keep track of numbers for catering and other logistics.

In terms of timing, it is recommended to send save-the-dates for destination weddings about 12 months in advance. This gives your guests plenty of time to plan and make travel arrangements. Formal invitations can be sent closer to the date, typically 2-4 months before the wedding.

If you are hosting a welcome dinner the evening before the wedding, it is a good idea to include this information in your save-the-date cards and wedding website. This will give your guests a clear idea of when their presence is expected and help them plan their travel accordingly.

For events like a lunch or brunch the day after the wedding, including this information in your wedding invitation suite is usually sufficient. This gives your guests a chance to rest and freshen up after the wedding before joining you for the next event.

What to include in the invitation

It is important to include all the necessary details in your destination wedding invitations to ensure your guests have a smooth planning process and enjoyable experience. Here is a list of what to include when sending out your invitations:

Logistics and Practical Information:

• Date and Time: Ensure you include the exact date and time of your wedding ceremony.
• Location and Address: Provide the full address and name of the venue, including any relevant transportation or parking information.
• Accommodation Suggestions: Recommend a few accommodation options nearby, especially if guests are travelling from out of town. You could even book a block of rooms at a discounted rate for your guests.
• Travel and Transportation: Share information on the best ways to reach the destination, including any relevant flight or transportation details.
• Dress Code: Let your guests know the appropriate attire, considering the location and weather.
• RSVP Card: Include an RSVP card with a deadline and a list of any additional events, such as a rehearsal dinner or post-wedding brunch, so guests can indicate their attendance for each event.
• Contact Information: Provide your contact details or the details of your wedding planner so guests can reach out with any questions or concerns.

Additional Information:

• Weather Forecast: Give your guests an idea of the expected weather to help them pack and dress appropriately.
• Local Attractions and Dining: Suggest places to visit and eat in the area for when guests have free time during their stay.
• Wedding Website: Include the URL to your wedding website, where guests can find more detailed information and updates.
• Gift Registry Information: If you have a gift registry, provide the relevant information or mention any specific requests or charitable donations you prefer.
• Local Customs or Traditions: If your destination has unique customs or traditions, inform your guests so they can be respectful and prepared.
• COVID-19 Protocols: Depending on the location and timing of your wedding, it may be necessary to include any COVID-19 protocols or requirements, such as mask mandates or vaccination policies.

Remember, the invitation is a reflection of your wedding, so feel free to add personal touches and make it align with your wedding theme or style. You can also include a separate information card with additional details to ensure your invitation remains elegant and uncluttered.

Frequently asked questions