Destination Wedding Invites: What Details To Include

Planning a destination wedding? There are a few key details you'll want to include on your invitations to ensure your guests have all the information they need. Here's a quick overview of the essential elements:

- Date and time: Include the specific day, month, and year, as well as the hour (using a.m./p.m. or the 24-hour clock).

- Destination and venue details: Clearly state the country, city, and address of the venue. Consider including a map or GPS coordinates to make it easy for guests to find.

- Accommodation information: Provide guests with hotel or resort options, especially if you've reserved blocks of rooms.

- RSVP deadline: Let guests know when to respond by, typically 12 weeks in advance for a destination wedding.

- Wedding website URL: Create a website with additional details, such as travel information, accommodation links, and your engagement story.

- Save-the-date cards: Send these out early, around 6-8 months in advance, to give guests time to plan their attendance, especially if they need to request time off work or book flights.

- Optional extras: Consider including response cards, direction cards, weekend event itineraries, and dress code suggestions.

Date, time, and location

The date, time, and location are essential details to include in your destination wedding invitations. Here are some tips and suggestions for presenting this information effectively:

Date

When it comes to the date, it is recommended that destination wedding invitations be sent out at least 12 weeks in advance, with save-the-dates sent out six to eight months prior. This gives your guests ample time to plan their travel arrangements and request time off work. To avoid confusion, consider writing out the date in full, for example, "Saturday, October 10, 2020," instead of using an all-numeral style.

Time

Including the specific hour of your wedding, followed by a.m. or p.m., or using the 24-hour clock, is crucial to ensure your guests' punctuality. It is also a good idea to include a clear indication of the time zone, especially if your destination is in a different one from where most of your guests reside.

Location

For the location, provide the country, city, or town, and the exact address of your venue. Consider including a map, either on the invitation itself or as a separate insert. This will make it easier for your guests to visualize the location and find it online. If your wedding is taking place on a beach or has a unique setting, make sure to mention this so that guests can plan their attire accordingly.

Additionally, if you have blocked rooms at a specific hotel or resort, include this information on your invitations or as part of an accommodations card. This will make it convenient for your guests to book their accommodations near the wedding venue.

In conclusion, when creating your destination wedding invitations, be sure to give ample time for your guests to plan their attendance by providing the date, time, and location details clearly and prominently. This will ensure that your guests have the necessary information to join you on your special day.

RSVP deadline

When it comes to destination weddings, the RSVP deadline is about more than just getting an accurate headcount for catering. It's also crucial for your guests to book their travel at a group rate and secure their accommodations. Here are some tips and suggestions for setting and communicating the RSVP deadline for your destination wedding:

Setting the RSVP Deadline:

• Set the RSVP deadline with your specific needs in mind. Consider when you need the final headcount for catering, travel bookings, and accommodation reservations. For example, if your caterer needs the final count by March 25, and the travel booking deadline is March 7, set the RSVP deadline for March 1. This will give you a week to gather information and provide an accurate count to the venue and caterer.
• Keep in mind that the RSVP deadline for a destination wedding is typically earlier than a standard wedding. Aim for a cutoff of 12 weeks in advance instead of the usual 6 weeks.

Communicating the RSVP Deadline:

• Clearly list the RSVP deadline on your wedding invitations. This ensures that your guests are aware of the timeframe and don't try to sneak in last-minute additions.
• If you have guests travelling from another country, consider providing an alternate or online reply method, such as an email address or RSVP form on your wedding website.
• If you have a wedding website, include the RSVP deadline there as well. This serves as a central hub for all the important information, and guests can refer to it easily.
• For guests who might not be comfortable with technology, consider including a response card with a pre-addressed envelope and stamp. This ensures that all your guests can reply by the deadline, regardless of their comfort level with online RSVPs.
• If you have a welcome party, brunch, or other pre-wedding events, you can include RSVP information for those on their respective invitation cards.

Remember, the key is to provide clear and timely information to your guests so that they can plan their travel and accommodations accordingly, and you can have an accurate headcount for your special day.

Accommodation information

Accommodation is one of the most important things to consider when it comes to destination weddings. Unless you're travelling to the hometown of many of your guests, most people will need help finding a place to stay. Here are some tips on how to include accommodation information in your destination wedding invitations:

Firstly, if you have the room, include accommodation information directly on your destination wedding invitations. This could be on the back of the invitation or on an additional enclosure card. Provide details about the hotel or resort where you've reserved blocks of rooms, including any group discounts that may be available. This ensures that your guests can easily find and book their accommodation.

If you don't have enough room on your invitations, you can include accommodation information on your wedding website instead. Have the URL of your wedding website listed on your invitations, so guests know where to go for travel information and extra accommodation details. This is a great way to provide all the necessary information without overwhelming your guests.

You can also include accommodation information in a separate information packet or on your save-the-date cards. This way, guests can start planning their trip well in advance, especially if they need to compare flight options or arrange time off work. Sending out information packets or detailed save-the-date cards will help your guests feel more prepared and excited about your destination wedding.

Finally, consider including a deadline for making accommodation reservations. Rooms can book up quickly, especially if you're having a popular destination wedding. By providing a deadline, you'll help your guests stay organised and ensure they don't miss out on staying at your recommended hotels or resorts.

Dress code

When it comes to dress code, it's important to give your guests a clear indication of what to expect so they can plan their attire accordingly. This is especially important for a destination wedding, as guests will need to pack accordingly. Here are some tips and suggestions for including dress code information in your destination wedding invitations:

Details about the Venue and Location:

Firstly, providing details about the venue and location will help guests understand the dress code. For example, if you're having a beach wedding, indicating "beach wedding" on your invitations will give guests a clear idea of the appropriate attire. They'll know to dress for the weather and the sand, and will likely opt for more casual or beach-themed outfits.

Level of Formality:

It's important to communicate the level of formality you expect from your guests' attire. If you're having a formal or black-tie wedding, be sure to specify this in your invitations. On the other hand, if the dress code is more casual or beach-themed, let your guests know so they can plan accordingly.

Weather Conditions:

Informing guests about the expected weather conditions at the destination can be helpful for them when planning their attire. For example, if it's going to be particularly hot or cold, they can dress in layers or choose breathable fabrics. If there's a possibility of rain, they might want to bring an umbrella or choose shoes with this in mind.

Activities and Events:

If your wedding will include specific activities or events that require a certain type of dress, be sure to mention this in your invitations. For example, if you're planning a welcome cocktail hour or a fancy dinner, guests will want to bring appropriate attire. Similarly, if there will be outdoor activities like hiking or water sports, guests should be prepared with more casual or activewear.

Cultural or Thematic Considerations:

If your destination wedding has a specific cultural or thematic element, be sure to inform your guests so they can dress appropriately. For example, if you're having a traditional cultural ceremony, guests may want to wear certain colours or styles that are respectful and in line with the theme.

Additional Details:

You can also include extra details or instructions to help your guests with their attire choices. For instance, if you want everyone to wear a specific colour or theme, you can mention this in your invitations. Additionally, if there are any activities where guests might get wet or dirty, it's helpful to give them a heads-up so they can bring a change of clothes or choose appropriate footwear.

Remember, the key is to provide enough information for your guests to feel confident in their attire choices while also maintaining the element of surprise and excitement for your special day!

Travel instructions

When it comes to destination weddings, it's important to give your guests plenty of time to plan their attendance. This means sending out "Save the Date" cards around six to eight months in advance, with the actual invitations to follow at least 12 weeks before the wedding. The "Save the Date" cards should include the date and location of the wedding, while the invitations will require more detailed information.

Transportation and Accommodations

Provide clear instructions on how to get to the wedding location, including the country, city, and specific address of the venue. If possible, include a map or GPS coordinates to make it easier for guests to find their way. Let guests know if there is a hotel or resort nearby where you have reserved room blocks, or provide a list of recommended accommodations. It's also helpful to include any information about transportation to and from the hotel to the wedding venue.

Travel Planning

Since your wedding is a destination event, it's crucial that your guests have enough time to plan their travels. Include the specific date, month, and year of your celebration, written out in full to avoid any confusion (for example, "Saturday, October 10, 2020"). This will help ensure that your guests book the correct dates off work and can plan their trips accordingly.

RSVP Deadline

For a destination wedding, it's standard to set the RSVP deadline earlier than you would for a local wedding. A cutoff of 12 weeks in advance is typical, so be sure to include this date clearly on your invitations. This will help you finalize numbers for catering and accommodation purposes.

Wedding Website

If there is a lot of information to convey, consider creating a wedding website where guests can find additional details. Include the URL of your wedding website on the invitations, so guests know where to go for more information. The website can include travel tips, accommodation suggestions, and other helpful details for guests as they plan their trip.

Remember, you want to provide your guests with the necessary information without overwhelming them (or yourself) in the process. By including these travel instructions in your destination wedding invitations, you'll be well on your way to ensuring a smooth and well-organized event for everyone involved!

Frequently asked questions