Destination Wedding Invites: What To Include And Why

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

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

- Destination and venue details: Clearly state the country, city, and address of the venue. Consider including a map or GPS coordinates.

- Accommodation information: Provide guests with hotel or resort options and any group discounts.

- 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: Send these out early, around 6-8 months in advance, to give guests time to plan their attendance.

- Optional extras: Consider including a response card, direction card, weekend events card, or a reception card if the reception is at a different location.

Date, time, and location

The date, time, and location are essential details that should be included in destination wedding invitations. Here are some tips and suggestions for including these details effectively:

Date

When including the date, it is recommended to write out the day, month, and year in full to avoid any confusion. For example, "Saturday, October 10, 2020" or "Saturday the Tenth of October 2020". This helps to ensure that guests from different parts of the world will understand the date correctly. Sending the invitations at least 12 weeks in advance is also suggested, as destination weddings often require more planning for guests.

Time

Including the specific hour of the event, followed by a.m. or p.m., or using the 24-hour clock format, is important to ensure guests arrive on time. This information can be included on the main invitation card or on a separate insert card.

Location

For destination weddings, it is crucial to provide clear and detailed location information. Include the country, city, and town, and consider adding a map for convenience. Providing the exact address of the venue is also recommended, making it easier for guests to find and book their accommodations. If the wedding is taking place on a beach or in a unique setting, be sure to mention this so that guests can plan their attire accordingly.

In addition to the location of the wedding ceremony, it is also common to include reception information, such as "Reception to follow" or specific details about the reception venue if it is held separately. This information can be included on the main invitation or as a separate reception card.

In summary, providing clear and detailed information about the date, time, and location is essential for destination wedding invitations. By including this information, guests will have the necessary details to plan their travel and attendance at the wedding.

RSVP deadline

When it comes to destination weddings, the RSVP deadline is about more than just getting a headcount for catering. It's also crucial for your guests' travel plans and your budget. Here are some key points to consider when setting and communicating the RSVP deadline for your destination wedding invitations:

Timing is Critical

Give your guests ample time to plan their attendance, especially if they need to request time off work or make travel arrangements. It's recommended to send invitations at least 12 weeks in advance, and ideally, the RSVP deadline should be set around 12 weeks before the wedding as well. This lead time is longer than a typical wedding because a destination wedding requires more preparation for your guests.

Group Travel Benefits:

If you've negotiated a special group travel rate or free resort package, the number of guests who attend may impact these perks. The earlier you can confirm a headcount, the better equipped you'll be to plan and budget accordingly.

Caterer's Requirements:

Coordinate with your caterer to determine when they need the final headcount. For example, if the caterer needs the final count by March 25, set an RSVP deadline of March 1 to give yourself a buffer for collecting and organising the information.

Be Clear and Concise:

When communicating the RSVP deadline on your invitations, be sure to include the date and any instructions for responding. You may also want to include a phone number or email address for guests to reach out with any questions or concerns.

Online RSVPs:

Consider offering an online RSVP option on your wedding website in addition to traditional response cards. This can be especially helpful for guests who are travelling and may not have easy access to mail services.

Follow-up for Late Responses:

Despite your best efforts, there may be guests who miss the RSVP deadline. It's a good idea to build some flexibility into your plans and have a cutoff date after which you'll follow up with guests who haven't responded. This will help you finalise numbers for catering and other arrangements.

Remember, the key to a successful RSVP process is clear and timely communication. By setting a reasonable deadline and providing multiple response options, you'll be well on your way to an organised and well-attended destination wedding.

Accommodation options

When it comes to destination weddings, it's important to give your guests plenty of notice—at least 12 weeks in advance for invitations, and six to eight months for save-the-dates. This is because your guests will need to arrange travel and accommodation, and possibly take time off work.

Destination weddings are a fun mix of vacation and celebration, but they can be tricky to plan. It's likely that most of your guests will need to arrange accommodation, so it's a good idea to include this information in your invitations. Here are some options for how to do this:

• Hotel Recommendations: Provide a list of nearby hotels or resorts, with a range of price points to suit different budgets. You could also include information on any group discounts you've arranged.
• Room Blocks: If you've reserved a block of rooms at a particular hotel, be sure to include this information. Guests will need to know which days to book and how to reserve their room.
• Deadlines: It's helpful to include a deadline for making reservations. This will encourage guests to book their rooms early, so they don't miss out.
• Transportation: Include details about transportation to and from the hotels to the wedding venue. This will help guests feel more confident about their travel plans.
• Website Details: If you have more accommodation information than can fit on your invitations, include your wedding website URL. Here, guests can find extra details about travel, accommodation, and other frequently asked questions.

Remember, you don't want to overwhelm your guests with too many details. Keep the information concise and clear, and use your wedding website to provide additional information.

Travel and booking instructions

When it comes to destination weddings, it's important to give your guests plenty of notice—at least 12 weeks in advance, and even more for save-the-dates. This is because your guests will need to arrange travel and accommodation, as well as take time off work. With that in mind, here are some ideas for what to include in your invitations, with a focus on travel and booking instructions.

• Transport options: Are your guests likely to be travelling by plane, train, or car? Provide a few different options for transport, including potential routes and journey times. You could also include information on parking, if relevant.
• Travel deals: If you know of any good travel deals, such as group discounts on flights or hotels, be sure to include these.
• Booking deadlines: Let your guests know if there are any deadlines for booking travel or accommodation. For example, if you've arranged a room block at a hotel, give the dates that this is available for.
• RSVP deadline: Make the RSVP deadline clear, and consider asking for responses earlier than you might otherwise, to help with your planning.
• Accommodation options: Include information on the hotel or resort you've reserved rooms at, or provide a few different options at varying price points.
• Local transport: Provide information on how guests can get from the airport or train station to the hotel and wedding venue. This could include details of local taxi companies, or public transport options.
• Travel insurance: Recommend that guests take out travel insurance, and perhaps suggest a few different providers.
• Passport and visa info: If guests will need a passport or visa to travel to your wedding destination, remind them of this and provide information on how and when to apply.
• Travel warnings: If there are any potential travel disruptions, such as planned transport strikes, let your guests know so they can plan ahead.
• Local attractions: Give your guests some ideas of things to do and see while they're in the area, as well as information on how to book. This could include local restaurants, museums, galleries, or outdoor activities.
• Weather forecast: Give your guests an idea of the local climate and expected weather conditions, so they can pack appropriately.
• Dress code: Let your guests know if there's a particular dress code for the wedding, especially if it's themed or if there are likely to be varying weather conditions.

Remember, it's a good idea to include your wedding website URL on your invitations, so guests can find more detailed information on travel and booking, as well as other wedding details.

Reception and pre-wedding event details

When it comes to destination weddings, it's important to give your guests plenty of notice, ideally sending out invitations at least 12 weeks in advance. Here are some key points to consider when including reception and pre-wedding event details in your destination wedding invitations:

Reception Details:

It is essential to specify whether the reception will be held at the same location as the wedding ceremony or if it will be at a different venue. This information can be included on a separate reception card, with wording that indicates the formality and nature of the event. For instance, "Breakfast Reception" for events before 1 pm, and simply "Reception" for events after 1 pm. If you plan to have a sit-down meal, you can indicate this by writing "Dinner Reception". Additionally, if you want to specify an adults-only reception, this can be included as the last line on the reception card.

Pre-Wedding Event Details:

If you're hosting a welcome party, rehearsal dinner, or any other pre-wedding events, it's a good idea to include this information in your invitations. This gives your guests a clear picture of what to expect and allows them to plan their travel and accommodation arrangements accordingly. You can include the location, time, and dress code for each event, as well as any other relevant details.

Itinerary and Weekend Events:

If your wedding spans a whole weekend, with events such as welcome drinks, an after-party, or a day-after brunch, consider including a full itinerary or weekend events card. This provides guests with a detailed schedule and helps them prepare and pack accordingly. You can also mention any wedding weekend activities that are adults-only on this card.

Accommodation Details:

As most guests will be travelling from out of town, providing accommodation details is crucial. Include information about the hotel or resort where you've blocked rooms, along with any group discounts that may be available. You can include this on an accommodations card, or as additional information on the back of the invitation.

RSVP and Website Details:

Be sure to include an RSVP card with a pre-addressed envelope and stamp, or provide a digital address for responses. Clearly state the RSVP deadline, which is typically 12 weeks in advance for destination weddings. Additionally, provide the URL to your wedding website, where guests can find more information about travel, accommodations, and other wedding details.

Frequently asked questions