Destination Wedding Invites: What To Include And Why

Planning a destination wedding is an exciting endeavour, but it requires careful consideration of logistics and communication with your guests. The invitation is the first glimpse your guests will have of your special day, so it's important to include essential details while also capturing the essence of your chosen destination and wedding style. Here are some key elements to include in your destination wedding invitation:

- Couple's Names: Naturally, the names of the couple taking centre stage are essential.

- Destination: Clearly state the location of your wedding, especially if it is abroad.

- Date, Time, and Location: These core details are crucial for your guests' planning and RSVP.

- Accommodation and Travel Information: Provide options for accommodation and travel tips, including the nearest airport and distance from the venue.

- Itinerary and Activities: Outline any pre or post-wedding events, such as a welcome party or a recovery lunch.

- RSVP Deadline: Set a deadline for RSVPs to help finalise numbers and plans.

- Attire: Depending on your theme, provide dress code guidance for your guests.

- Packing Essentials: Inform guests of any themed events or activities so they can pack accordingly.

- Practical Details: Include travel tips, local attractions, and itinerary details on a separate insert or your wedding website.

- Children or Adults-Only: Clearly state whether children are invited or if it's an adults-only celebration.

- Design and Wording: Capture the overall theme and aesthetic of your wedding with images, illustrations, and font choices that reflect your destination and style.

Couple's names

The couple's names are the most important element of a destination wedding invitation. This is the centrepiece of the event, and the reason for the celebration, so it's important to include both partners' names. The invitation should be a reflection of the couple's joint identity, and the tone of the wedding.

There are many ways to include the couple's names, and the wording will depend on the tone of the wedding. For a formal, traditional wedding, the invitation might be written from the perspective of the couple's parents, for example: "Mr & Mrs Jones request the honour of your presence as their daughter Judy Jones joins Thomas Smith in marriage".

For a less traditional wedding, the couple might prefer to write the invitation from their own perspective, for example: "Together with their parents, Danielle Brown & Danny Cramer invite you to bury your feet in the sand and soak up the sun as they celebrate their marriage".

The couple's names can also be included in a more creative way, such as: "Our quest to find true love ends, our journey to cherish true love begins. Danielle Brown & Danny Cramer look forward to sharing with you the sun, the sea, and the memories of their wedding ceremony".

The names can also be included in a more light-hearted, playful way, such as: "You are cordially invited to a wedding weekend getaway starring daring adventures, delicious meals, dancing & laughter all night with Annie Williams and Drake Fulbright".

The couple's names are essential, but the way they are included in the invitation can be a fun way to express the joy of the occasion, and the unique identity of the couple.

Date, time, and location

When it comes to the date, time, and location of your destination wedding, there are a few key things to include in your invitations to ensure your guests have all the information they need.

Date and Time:

Firstly, make sure to include the wedding date and time. This is a crucial detail that your guests will need to plan their attendance and RSVP. Be sure to give your guests plenty of notice, as they may need to budget, book time off work, and make travel arrangements. It is recommended to send out ''save the dates' 9-12 months in advance, followed by formal invitations 4-6 months before the wedding.

Location:

For a destination wedding, it is important to clearly state that the wedding is taking place abroad and specify the city, state, or country. You may also want to include information on how to reach the destination, such as the nearest airport and the distance from the airport to the wedding venue. If you have blocked rooms at a specific resort, be sure to include the name of the resort in the invitation.

In addition to the wedding location, you may want to provide your guests with accommodation options and travel tips. This is especially important for destination weddings, as guests may need to book their accommodation early. Let guests know if the celebration will span multiple days so that they can plan their stay accordingly. You can also include a link to your wedding website, where guests can find more detailed information on travel and accommodation.

To make your invitations more exciting and reflective of your chosen destination, consider incorporating images or illustrations that capture the beauty of the location. For example, palm trees for a beach wedding or snow-capped mountains for a wedding in the snow.

Accommodation and travel information

When it comes to destination weddings, it's important to give your guests plenty of notice and lots of information to help them plan their attendance. Here are some tips for the accommodation and travel information section of your destination wedding invitation:

Provide a Range of Accommodation Options

It's a good idea to suggest a few different places for your guests to stay. You could include the name of the resort or hotel where you've blocked rooms, along with a range of alternative options to suit different budgets. It's also helpful to let guests know how long the celebration will be so they can book their accommodation for the right number of nights. For example, "Our celebration will span three nights, so please plan your accommodation accordingly."

Include Travel Tips and Airport Information

Help your guests plan their journey by providing information about the nearest airport and how far it is from the wedding venue or accommodation. You could also include travel tips, such as when flights to your destination tend to go on sale, or any group flight or room bookings they can join.

Suggest Transport Options from the Airport

Let your guests know the best way to get from the airport to the accommodation. For example, "The venue is a 45-minute drive from the airport. We will arrange a shuttle service for guests, or you can book a taxi."

Provide a Map or Itinerary

A map or itinerary can be really useful for your guests, especially if there are multiple events or activities happening at different locations. You could include this in the invitation or on your wedding website.

Offer to Help with Travel Plans

Let your guests know that you're happy to help with their travel plans. For example, "If you need any help with travel arrangements, please don't hesitate to get in touch."

Remember, the key is to provide enough information without overwhelming your guests. You can always include a link to your wedding website for more detailed information and updates.

Itinerary and activities

For a destination wedding, it is important to give your guests a clear idea of what to expect from the itinerary and activities. This is especially important if your wedding is a multi-day celebration. Here is some information you can include:

Outline the events and activities

Give your guests a glimpse of the experiences they can look forward to. For example, will there be a pool party, boat trip, horse riding, or themed welcome party?

Provide a local map/itinerary

A map or itinerary can be a thoughtful addition to your invitation suite, allowing guests to visualise their trip and make any necessary plans.

Additional events

If you are planning additional events such as a welcome dinner or recovery lunch, be sure to mention them. This will help your guests understand the full scope of the celebration and plan accordingly.

Local attractions and places to eat

It can be helpful to provide suggestions for places to visit and eat in the area, especially for moments when there are no official wedding activities. This will ensure your guests can make the most of their trip and explore the local culture.

Weather and packing information

Inform your guests about the expected climate and temperature at the destination. This will help them plan their attire and packing list. For example, if you are having a beach wedding, let them know to pack swimwear and sunscreen.

RSVP deadline

When it comes to destination wedding invitations, it's important to give your guests plenty of time to plan their attendance. While the RSVP deadline is a key component of this, it's also important to send out your invitations early. It's recommended that save-the-dates are sent out nine to twelve months in advance, and formal invitations are sent out four to six months before the wedding. This gives your guests ample time to check their travel budgets, confirm if they can get time off work, and research if they want to extend their holiday.

The RSVP deadline is an important element of your destination wedding invitation, as knowing how many guests will be attending well in advance helps you finalise numbers for catering, table plans, and other details. It's recommended that you set a deadline or provide a guide for your guests to respond by, to help them focus their attention on deciding whether they can attend. This is especially important for destination weddings, as guests may need to book accommodation early.

When setting your RSVP deadline, consider the following:

• The date by which your caterer needs a final headcount.
• The deadline for booking travel at a group rate.
• The date by which you need to provide the resort/venue/caterer with an accurate guest count.

For example, if your caterer needs a final headcount by March 25, and the deadline to book travel at the group rate is March 7, you may want to set your RSVP deadline for March 1. This gives you a week to gather all the information and send the final guest count to the resort/venue/caterer.

You can include your RSVP deadline on a separate insert or card within your invitation suite. This card can also include other important details, such as travel and accommodation tips, additional events, and a local map/itinerary.

• "We are looking forward to celebrating with you. The courtesy of a reply is requested by May 25, 2025."
• "Kindly RSVP by the First of June, 2025."
• "Join us in paradise! You are cordially invited to our wedding weekend getaway from 10th November, 2024. For more details and to RSVP, visit [wedding website link]."

Frequently asked questions