Destination Wedding Invites: What You Must Include

Planning a destination wedding is an exciting endeavour, but it comes with a unique set of challenges, especially when it comes to invitations. The key to successful destination wedding invitations is to provide essential information while keeping the wording simple and exciting. Here are some key points to consider when crafting your invitations to ensure nothing important is left out.

Date, time, and location

When it comes to destination wedding invitations, it's important to get them out early—this gives your guests time to plan their attendance. Here are some tips for including the date, time, and location:

Date

• Send your save-the-dates nine to twelve months in advance.
• If you're sending paper save-the-dates, include the destination, wedding date, and URL of your wedding website.
• If you're sending digital save-the-dates, you can include more details such as travel information and a timeline for the weekend's events.
• Send your formal invitations two to four months before the wedding.

Time

• Include the time of the ceremony on your formal invitations.
• If there are other events, such as a cocktail hour or reception, you can simply state "reception to follow" if they are on the same day and venue.
• For separate venues, include the location beneath the ceremony details or on a separate reception card.
• For a jam-packed wedding weekend, include separate itinerary cards with the respective dates, times, and locations of each event.

Location

• Make it clear that your wedding is abroad and provide the specific location.
• Provide travel routes to the destination, including group flight bookings and transportation from the airport.
• If you have a wedding website, include the URL on your save-the-date or formal invitation so guests can access more details.

Accommodation and travel information

When it comes to destination weddings, it's important to give your guests plenty of notice and provide them with all the information they need to plan their trip. Here are some tips for including accommodation and travel information in your invitations:

Provide Options for Accommodation

It's helpful to suggest a few accommodation options for your guests, especially if you're having a destination wedding. Guests may need to book their stay early, so it's important to include this information in your invitations. You can also create a wedding website with links to hotels and other accommodation options. If you're celebrating over multiple days, be sure to mention this so that guests can plan accordingly.

Include Travel Information

In addition to accommodation, providing travel information will make it easier for your guests to plan their trip. Here are some details you can include:

• Nearest airport and its distance from the venue
• Group room/flight bookings, if applicable
• Travel routes to the destination
• Expected climate and temperature
• Any travel vaccinations or medical facilities that may be relevant
• Travel insurance recommendations

Suggest Booking Times

It's a good idea to encourage your guests to book their travel and accommodation as soon as possible. You can include a gentle reminder in your invitations, such as "We suggest booking your travel and accommodation as soon as possible to secure the best options." This will help your guests avoid limited choices or increased flight prices.

Provide a Clear Call to Action

Make sure your invitations include a clear call to action, such as "Call our travel agent" or "RSVP via our destination wedding website." This will make it easier for your guests to take the next step in planning their attendance.

Consider a Multi-Card Invitation Suite

If you have a lot of information to communicate, consider using a multi-card invitation suite or a multi-page booklet-style invitation. This will allow you to break up all the details and make it easier for your guests to navigate.

Remember, the key is to provide comprehensive yet concise information. By including these accommodation and travel details in your destination wedding invitations, you'll make it easier for your guests to plan their attendance and ensure they have all the details they need for a memorable celebration.

Itinerary and activities

Your destination wedding is a chance for your guests to join you on a romantic journey and a joyful gathering of loved ones. The itinerary and activities section of your invitation is a great way to get your guests excited about the trip and give them a sense of what to expect. Here are some tips and ideas for crafting this section:

Keep it Clear and Concise

It's important to provide a clear and concise overview of the itinerary and activities. Your guests will appreciate having a general idea of what each day will entail, without being overwhelmed by too much detail. A simple day-by-day breakdown with event times and locations will help your guests plan their time effectively.

Highlight Special Events

If you're planning any special events or activities such as a welcome cocktail reception, rehearsal dinner, pool party, boat trip, or horse riding excursion, be sure to include those in the itinerary. These unique experiences will create lasting memories for your guests and add to the excitement of the wedding celebration.

Provide a Balance of Activities

When planning the itinerary, consider including a mix of group activities and downtime. Your guests may appreciate having some free time to explore the area, relax by the pool, or enjoy the beach. Striking a balance between organised activities and leisure time will ensure your guests have a fun and relaxing experience.

Include Practical Information

In addition to the schedule, provide practical information that will help your guests navigate the wedding activities. For example, you can include dress code suggestions for each event, such as "beach formal" or "black-tie optional". If there are any specific items they should bring, such as swimwear for a pool party or hiking boots for a nature walk, be sure to mention that as well.

Direct Guests to Your Wedding Website

If you have a lot of information to share, consider creating a wedding website where guests can find all the details. Your invitation can then include a clear call to action, directing guests to the website for the full itinerary and additional information. This way, you can provide a wealth of information without overcrowding your invitation suite.

Sample Itinerary and Activities Section

Here's an example of what your itinerary and activities section could look like:

"We are thrilled to have you join us for our destination wedding! Here's a glimpse of what we have planned:

Day 1 – Welcome and Relaxation:

• 4:00 PM – Welcome cocktail reception by the pool. Come as you are and join us for drinks and light bites to kick off the celebrations.
• 7:00 PM – Dinner on your own. Explore the local cuisine and enjoy the evening at your leisure.

Day 2 – Pre-Wedding Fun:

• 10:00 AM – Brunch and beach games. Join us for a casual get-together and a chance to soak up the sun.
• 2:00 PM – Afternoon at your leisure. Take a stroll through the town, relax by the pool, or enjoy some spa treatments.
• 7:00 PM – Rehearsal dinner at [location]. This will be a fun evening of food, drinks, and toasts as we count down to the big day.

Day 3 – The Wedding Day:

• 3:00 PM – Ceremony at [location]. Please arrive at least 30 minutes early to find your seat and enjoy the pre-ceremony atmosphere.
• 5:00 PM – Cocktail hour. Drinks and hors d'oeuvres will be served while we capture some memorable photos.
• 6:30 PM – Reception dinner and dancing. Get ready for a night of delicious food, toasts, and celebrating under the stars.

Day 4 – Farewell Brunch:

11:00 AM – Farewell brunch at [location]. Before we part ways, let's share one last meal and relive all the wonderful memories made during our time together."

Remember to tailor the itinerary to your specific plans and include any unique activities or events you have arranged. Your guests will appreciate having a clear understanding of the schedule, and it will help build excitement for your destination wedding.

RSVP deadline

Setting an RSVP deadline for your destination wedding invitations is crucial to finalising plans and ensuring a smooth celebration. Here are some instructive tips to consider when establishing an RSVP deadline:

Timing is Key

Give your guests ample time to respond by setting an RSVP deadline that is well in advance of your wedding date. Aim for a deadline that is approximately one month to six weeks before the wedding. This buffer period will allow you to gather all the necessary information and make any necessary arrangements. It is also essential to coordinate with your vendors and suppliers, as they may have their own deadlines for final headcounts and payments. Select the earliest deadline among them and set your RSVP deadline one week prior to that. This approach ensures you have sufficient time to collate the guest responses and share the information with your vendors.

Early Bird Incentives

Encourage your guests to respond promptly by incorporating early bird incentives. For example, you could offer a small gift or discount for those who RSVP by a certain date. This strategy not only motivates guests to respond early but also helps you secure an initial headcount for preliminary planning.

Reminders are Helpful

It is a good idea to send gentle reminders to your guests as the RSVP deadline approaches. This is especially useful if you have a large guest list, as some invitees may need a nudge to respond on time. You can send reminders via email, text, or even through your wedding website. Be mindful not to bombard your guests with excessive reminders, as this may cause frustration. Instead, send a few polite notifications leading up to the deadline.

Be Prepared for Late Responses

Despite your best efforts, some guests may still submit their responses after the deadline. It is beneficial to anticipate these late replies and build some flexibility into your planning. Keep in mind that last-minute changes are inevitable, and it is better to be prepared to accommodate them. Ensure you have a clear understanding of your vendors' policies regarding guest count adjustments and be ready to make any necessary amendments.

Communicate Clearly

When establishing an RSVP deadline, ensure that it is clearly communicated to your guests. Include the deadline date prominently on the invitation or RSVP card. You may also want to reiterate the deadline on your wedding website or in any reminder communications. This proactive approach minimises confusion and maximises the likelihood of timely responses.

Consider a Rolling Deadline

If your destination wedding spans multiple days or includes various events, consider setting a rolling RSVP deadline. This approach allows guests to confirm their attendance for specific activities or days leading up to the wedding. For example, if you are hosting a welcome cocktail reception and a rehearsal dinner, guests can indicate their attendance for each event separately. This method provides you with a clearer understanding of guest participation for each activity and facilitates more accurate planning.

In conclusion, setting an RSVP deadline for your destination wedding invitations is a critical aspect of the planning process. By following these instructive tips, you can effectively gather guest responses, finalise details with vendors, and ensure a well-organised celebration.

Attire and packing essentials

The attire and packing essentials section of your destination wedding invitation is crucial for ensuring your guests know what to bring and how to dress for the various events. Here are some instructive and focused paragraphs to include in this section:

Attire

Inform your guests about the dress code or attire expectations for the wedding and any other events you have planned. This will help them immensely with their packing. For example, if you're having a beach wedding, let them know that the dress code is casual and beach-appropriate attire. If you're having a black-tie wedding, inform them so they can pack accordingly. You could also mention any specific themes or colours that would be great for guests to incorporate.

Packing Essentials

Provide a concise list of essential items your guests should remember to pack. This could include items like swimwear, sunscreen, hats, sunglasses, hiking boots, and insect repellent, depending on the activities you have planned. If you're having a pool party, boat trip, or trek, make sure to mention the relevant items. You could also suggest they bring items for the evening, such as a light jacket or shawl if the temperature drops.

Weather Information

Include a brief description of the expected weather conditions during their stay. This will help guests immensely with their packing and ensure they are prepared for any weather-related eventualities. You could mention the average temperatures, likelihood of rain or sunshine, and any regional specifics, such as "The evenings can get a little chilly, so a light jacket is recommended."

Itinerary and Activities

Give an overview of the itinerary and activities you have planned, so guests know what to expect and can pack accordingly. For example, "We have a pool party planned for the first day, followed by a boat trip and a hike, so don't forget your swimwear and hiking gear!" You could also mention any themed events, such as a welcome cocktail party or a formal dinner, so guests can pack the appropriate attire.

Travel and Accommodation Information

Provide clear and concise information about travel routes, group bookings, and accommodation options. This will help your guests immensely with their planning and packing. You could include links to recommended hotels or resorts, as well as any group flight or transportation bookings they can join.

By including these detailed and instructive paragraphs in the "Attire and Packing Essentials" section of your destination wedding invitations, your guests will have all the information they need to prepare for your special day.

Frequently asked questions