Wedding Invite Essentials: Reception Information Guide

Wedding invitations should include the request to come to the wedding, the names of the couple, and reception information. If the ceremony and reception are at separate venues, a reception invitation or card should be included with the rest of the invitation suite. This should include the name and address of the reception venue, as well as the start and end times. It's also helpful to include directions from the ceremony venue to the reception venue, or a note about pre-arranged transportation.

Other details to consider including are parking arrangements, accommodation options, and any transport you plan to lay on for guests. It's also important to make the dress code clear, and to include an RSVP card.

Reception location and time

The reception location and time are essential details to include in your wedding invitation. Here are some tips and suggestions to ensure your guests have the information they need:

Provide Clear and Accurate Information:

Clearly state the name and address of the reception venue. If the reception is held at a private residence, consider including the host's name as well. You may also include brief directions or a small map, especially if the venue is off the beaten track or difficult to find.

Specify the Timing:

Indicate the start and end times of the reception. If the reception follows the ceremony, you can use phrases such as "Reception to follow" or "Dinner and dancing to follow." If there is a specific timeline for different activities, such as cocktails, dinner, or dancing, you may want to include that as well.

Consider Transportation and Logistics:

If you are providing transportation between the ceremony and reception venues, be sure to include those details. You may also want to mention parking availability and any relevant instructions for your guests.

Set the Tone:

The wording and format of your invitation can help set the tone for the reception. For a formal affair, use traditional wording and spell out dates and times in full. For a more casual event, you can be creative with your wording and use numerals for dates and times.

Provide Additional Details:

If there are other important details your guests should know about, consider including them. For example, if your venue has specific dress code requirements or is cashless, it's helpful to mention that. You may also want to include information about accommodation options nearby, especially if you have guests travelling from out of town.

Be Mindful of Formatting:

The way you format your invitation can impact its readability. Use easily legible fonts, and consider including a separate reception card if there is a lot of information to convey. This helps to ensure your guests have all the necessary details without cluttering the main invitation.

Remember, the key is to provide your guests with clear and concise information about the reception location and timing, so they can join you in celebrating your special day without confusion or hassle.

Transport and parking details

When it comes to transport and parking details, there are a few key things to consider including in your wedding invitation. Here are some instructive and focused paragraphs to help your guests plan their travel arrangements:

Parking Arrangements:

It is helpful to inform your guests about parking options, especially if parking is limited or tricky to find. Include details such as recommended parking areas and any restrictions or time limits for parking near the venue(s). Here's an example: "Parking around the church is limited. We recommend parking in Ton Road."

Transportation for Guests:

If you plan to provide transportation for your guests, include a brief description of the pick-up and return times and locations. You can also add a tick box on the reply cards to get an idea of the expected number of guests using the transportation. For example: "Shuttle buses will be provided from the ceremony to the reception venue, with pick-ups every 30 minutes starting at 5:00 pm."

Directions and Maps:

If your venue is in a remote location or difficult to find, consider including brief directions or a small map with the invitation. You can also provide the website link of the venue if it has useful information, such as maps and directions, for your guests to refer to.

Timing and Schedule:

Provide clear timing details to ensure your guests arrive on time, especially if there is a specific schedule for transportation or if parking options change throughout the day. For example: "Please arrive by 4:30 pm to board the ferry to the ceremony venue. The last ferry departs at 5:00 pm sharp."

Overnight Parking:

If your guests are expected to stay overnight, provide information about parking options for those who may want to leave their cars and take a taxi or other transportation. For instance: "Cars may be parked overnight at the venue, but must be collected by 10:00 am the following morning."

By including these transport and parking details in your wedding invitation, you will ensure that your guests have the necessary information to plan their travel arrangements and arrive at your special day without any hassles.

Dress code

The dress code is an important element to include in your wedding invitation, as it gives your guests an idea of what to expect and how to prepare. Here are some tips and examples to help you craft the dress code section of your wedding invitation:

Details and Specificity:

It is essential to provide clear and specific details about the dress code. This can include mentioning the level of formality, such as black-tie, formal attire, cocktail attire, or beach casual. You may also want to give an idea of the venue to help guests choose appropriate footwear, like "the reception will be in a barn on a working farm, please choose your footwear accordingly."

Honouring Traditions:

If your wedding follows certain traditions or cultural norms, you can include these in the dress code. For example, "wedding hats encouraged" or "the wedding party will be in pink, we'd love you to coordinate!" This adds a unique and personalised touch to your invitation.

Consistency with Invitation Formality:

The dress code you choose should align with the formality of the wedding invitation itself. A very formal invitation will likely indicate a black-tie or formal affair, while a simpler invitation suggests a more casual dress code.

Optional but Helpful:

Including a dress code is optional, but it can be incredibly helpful for your guests, especially if you have a specific theme or unique venue. If you don't include attire information, your guests will infer the dress code from the invitation's style and formality.

Examples:

• Black-tie (tuxedos and floor-length gowns)
• Formal attire (suits and dresses)
• Cocktail attire (suits or dress shirts with ties and cocktail dresses)
• Beach casual (long- or short-sleeve shirts with pants or shorts, sundresses, and sandals)

RSVP details

RSVP cards are essential to include in your wedding invitation suite. Here are some tips and suggestions for wording your RSVP cards and gathering responses from your guests:

• RSVP date: The first piece of information on the card should be the reply-by date, typically three to four weeks before the wedding. This will give you enough time to receive responses, finalise your seating chart, and provide the final headcount to your caterer.
• Wording consistency: Maintain consistent wording between your invitation and RSVP card. For example, if your invitation says "the honour of your presence," the RSVP card can say, "the favour of a reply." For less formal invitations, such as "request the pleasure of your company," the RSVP wording could be "Kindly reply by" or "Kindly respond by."
• Guest names and accept/decline options: Include a line for guests to write their names, along with checkboxes or other indicators for accepting or declining the invitation. The traditional "M" line designates the first letter of the formal salutation (Mr., Mrs., Miss, or Ms.), followed by the guest's name(s). For less formal weddings, a simple "Name(s)" will suffice.
• Meal choices: If you're offering meal options, include checkboxes or illustrated icons on the RSVP card for guests to indicate their preferences.
• Song requests: You may include a fun line such as "We promise to dance if you play __________" to encourage guests to request songs.
• Digital RSVPs: Instead of physical RSVP cards, you may opt to direct guests to your wedding website to respond electronically. Include the website address on a separate card within the invitation suite.
• Phone follow-up: If some guests don't respond by the deadline, give them a quick call to confirm their attendance or regrets.
• Plus-ones: Be thoughtful and considerate when deciding who gets a plus-one. Married, engaged, and cohabitating guests typically receive a plus-one. Wedding party members and guests in long-term relationships should also be offered this option. For other guests, you may set a blanket rule, such as "only immediate family members can bring a date."

Additional events

If you are planning to have multiple events over the course of your wedding day and/or wedding weekend, it is a good idea to include a full itinerary for guests so they know what to expect and can plan and pack accordingly. Here are some of the additional events you may want to include:

• Reception Information: If your wedding reception is at a different location to the ceremony, or even if it is at the same location but at a different time, you should include a separate card with the reception details. This should include the time and location, as well as the formality and nature of the event. For example, "Dinner and dancing to follow" or "Join us after the ceremony for cocktails, hors d'oeuvres, and dancing".
• Transport Information: If you are laying on any transport for your guests, for example, from the ceremony to the reception, you should include brief details about where and when the pick-ups are and what time the return will be.
• Accommodation Information: If you have guests coming in from out of town, it is helpful to include a separate card with hotel recommendations and room booking information. You may also want to include transport details to and from the hotels to the wedding venue.
• Other Weekend Events: If you are planning any other events for your wedding weekend, such as a welcome dinner, after-party, or day-after brunch, it is a good idea to include these in your invitation suite so that guests know what to expect.

Frequently asked questions