Inviting International Guests: When To Send Wedding Invites

Planning a wedding is a tricky task, and inviting international guests to a destination wedding adds another layer of complexity. When it comes to sending out wedding invitations, timing is crucial to ensure your guests have all the information they need to plan their attendance. For international guests, it is recommended to send invitations nine to twelve months in advance to allow ample time for travel arrangements. This early notice is essential, especially if guests need to book time off work, accommodation, or make travel plans. Sending save-the-dates and including travel details at this stage is also advisable.

If you're sending paper invitations to international guests, be prepared to pay a little extra for postage, and remember to consider the return postage for RSVPs. Some countries' postal systems may be less reliable, so it's a good idea to provide email or phone number options for RSVPs as well.

For a destination wedding, it's considerate to provide additional information with your invitation, such as tips on places to visit, eat, and the expected weather. This information can be included on a separate card.

Send save-the-dates nine to twelve months in advance

Planning a wedding is tricky, especially when inviting international guests. Sending out save-the-date cards nine to twelve months in advance is a good idea for several reasons. Firstly, it gives your guests ample time to organise their travel plans and accommodation. This is especially important for international guests, who may need to apply for visas or save up for the trip. Sending save-the-dates well in advance also ensures that your wedding is firmly marked in your guests' calendars, reducing the risk of clashes with other commitments.

Save-the-dates are also a great opportunity to provide guests with travel details and information about the destination. This can include tips on how to get there, when flights are likely to go on sale, and recommendations for places to stay. You could even book reasonably-priced accommodation for your guests and ask them to reimburse you later. Including this information early on will make it easier for your guests to plan their trip and could save them money.

Another benefit of sending save-the-dates nine to twelve months in advance is that it gives you a chance to follow up with guests who may be slow to respond. This is particularly useful for international guests, as it allows you to prompt them to start making travel arrangements if needed. It also gives you a better idea of how many people are likely to attend, which can be helpful when it comes to finalising details with vendors.

Finally, sending save-the-dates well in advance can help build excitement for your big day. Your guests will appreciate having something to look forward to, especially if they are travelling from far away. It also gives them a chance to start planning any necessary time off work and making arrangements for their absence.

Include travel details in save-the-dates

If you're planning a destination wedding, it's a good idea to give your guests as much notice as possible. Sending out save-the-date cards nine to twelve months in advance will allow your guests to start making travel arrangements and requesting time off work. It's also a good idea to include travel details with your save-the-dates. This can include information on how to reach the destination, such as flight or ferry times, as well as recommendations for places to stay. You could even book reasonably-priced accommodation for your guests and ask them to reimburse you later.

If you have a wedding website, be sure to include the URL on your save-the-date cards. This will allow you to provide guests with all the information they need in one place, and you can update the site regularly as you confirm additional details. Your website can include travel and accommodation information, tips for places to visit and eat in the area, and any other helpful details such as expected weather conditions.

It's also a good idea to give your international guests a heads-up by phone or email, especially if you're sending paper invitations and save-the-dates. This will allow you to provide them with all the details they need to start making travel arrangements, and you can also give them information on booking hotel rooms. If you're sending paper RSVPs, remember to include a second plan for international guests, such as emailing or responding through your wedding website.

Send invitations two to four months before the wedding

Sending out wedding invitations is a crucial step in the wedding planning process. While it can be a daunting task, especially for international weddings, giving your guests ample notice will help ensure a smooth process. Here are some tips and advice for sending out invitations two to four months before your international wedding:

Save-the-Dates

It is recommended to send out save-the-date cards nine to twelve months before the wedding, especially for destination weddings. This will allow your guests, especially those travelling internationally, enough time to make the necessary travel arrangements. Sending out save-the-dates early is crucial, as it gives your guests a heads-up about your wedding date and location, allowing them to plan their schedules and budgets accordingly.

Invitation Timing

For international weddings, it is advisable to send out formal invitations two to four months in advance. This timing ensures that your guests have sufficient time to prepare for their travel plans and accommodations. It also gives them a reminder to finalise their trip arrangements if they haven't already. Sending invitations within this timeframe strikes a balance between giving guests enough notice and maintaining a sense of urgency, reducing the chances of procrastination.

Invitation Content

When sending out invitations for an international wedding, it is essential to include all the necessary details to make travel arrangements as easy as possible for your guests. This includes information about travel and accommodations, such as flight and hotel recommendations, as well as any group rates or discounts you may have secured. Additionally, providing suggestions for places to visit and local eateries can be helpful for your guests' free time during their trip.

RSVP Timing

For international weddings, it is advisable to set the RSVP date for at least two to three weeks before the wedding. This allows you to have a final headcount for the caterers and other vendors. It is essential to give your guests a specific deadline to respond by, as some may need a gentle reminder to send in their RSVPs on time. Having an accurate headcount is crucial for managing your budget and ensuring there is enough food and seating for all your guests.

Following Up

Lastly, don't hesitate to follow up with guests who haven't responded by the RSVP date. This is particularly important for international weddings, as it gives you a clear picture of the final guest count, which can vary significantly depending on travel requirements and distances. Sending a friendly reminder or giving them a quick call will help ensure you have the most accurate information for your planning purposes.

Include travel and accommodation tips in the invitation

When it comes to international guests, it's a good idea to send your wedding invitations nine to twelve months ahead of time. This will give your guests plenty of time to plan their travel and accommodation. Here are some tips on what travel and accommodation information you can include in your invitation:

Transportation

• Compare transportation options: Provide guests with information on the different ways to get to the wedding location, such as flights, trains, buses, or ridesharing services.
• Book in advance: Encourage guests to book their transportation as early as possible to avoid last-minute stress and higher prices.
• Share your itinerary: If you are planning any group transportation, such as a shuttle bus to the wedding venue, be sure to include those details.

Accommodation

• Research options: Suggest a variety of accommodation options, including hotels, hostels, guesthouses, or Airbnb. Provide a range of price points to cater to different budgets.
• Book early: Remind guests to book their accommodation early to ensure they have a place to stay.
• Consider group bookings: If you have a large number of guests coming from the same area, you may want to consider booking a block of hotel rooms or arranging a group discount.

Travel Tips

• Passport and visa: Remind guests to check the validity of their passports and to research any visa requirements for their destination.
• Research the area: Encourage guests to learn about the local culture, customs, and any unique laws or regulations.
• Money matters: Advise guests to notify their bank about their travel plans to avoid any issues with international transactions.
• Stay connected: Share information on international roaming options or local SIM cards, and recommend any useful apps or websites for navigation or translation.

Remember to include a separate information card with your invitation, detailing all the travel and accommodation tips. This will help your guests feel prepared and excited about your upcoming wedding!

Give international guests a digital RSVP option

Planning a wedding is a tricky task, and even more so when you're inviting international guests. Here are some tips to ensure your overseas guests can RSVP with ease:

Digital RSVP Options

In today's digital world, it is becoming increasingly common to offer a digital RSVP option for wedding guests. This is especially useful for international guests who may not have easy access to postal services. Here are some reasons why offering a digital RSVP option is beneficial:

• Convenience and Cost-Effectiveness: Digital RSVPs are super convenient for both you and your guests. They save you the hassle of manually keeping track of responses, as most digital RSVP platforms will automatically update your guest list. They are also cost-effective, as you don't need to pay for physical RSVP cards and postage.
• Eco-Friendliness: If you're conscious of the environment, digital RSVPs can be a more eco-friendly option than paper response cards.
• Speed and Efficiency: Digital RSVPs tend to result in faster responses from guests. This means you'll receive everyone's responses sooner and have more time to plan and confirm details with your vendors.
• Customizable Questions: Digital RSVP platforms often allow you to create custom questions for your guests, such as meal preferences, song requests, travel plans, and more. This can be extremely helpful for planning purposes.
• Flexibility: With digital RSVPs, guests can easily change their responses if their plans change. This is not as straightforward with traditional paper response cards.
• Guest Messaging and Reminders: Many digital RSVP platforms offer guest messaging and reminder features. This makes it easy to send reminders to guests who haven't responded yet and to keep track of any changes in attendance.

When to Send Invitations and How to Word the RSVP Details

It's recommended to send wedding invitations six to eight weeks before the wedding date. However, for international guests, it's a good idea to give them a heads-up in advance. You can do this by sending their invitations earlier than the others, or by giving them a call or sending an email with the details.

When including RSVP details on your invitations, it's best to keep the wording simple and direct. Include the full URL of your wedding website and the date you want guests to RSVP by. Here are some examples:

• "Kindly respond by [date] at [URL]"
• "RSVP online at [URL] by [date]"
• "Please visit [URL] to respond by [date]"

You can include these details at the bottom of your invitations or on a separate enclosure or response card, especially if your wedding invites are formal.

Other Considerations

While digital RSVPs offer numerous benefits, it's important to consider that some older guests or those who are less tech-savvy may prefer a traditional paper response card. In this case, offering both digital and paper RSVP options is a great solution. Additionally, you can include a phone number as an alternative option for guests who prefer to call or text their response.

Remember, planning a wedding with international guests requires extra consideration and advance planning. Sending your save the dates nine to twelve months in advance is recommended to give your guests enough time to organize their travel plans.

By offering a digital RSVP option and considering the specific needs of your international guests, you can ensure that your wedding planning goes smoothly and that your guests have a positive experience.

Frequently asked questions