Destination Wedding: When To Send Out Invitations?

Planning a wedding is a complex affair, and when it comes to destination weddings, there's a whole new set of rules and logistics to navigate. One of the most crucial aspects is timing your invitations and save-the-dates right. The general consensus is that the earlier, the better, especially for weddings abroad, as it gives guests more time to plan their travels and accommodations. While save-the-dates can be sent out 9-12 months in advance, formal invitations are typically dispatched 2-4 months before the wedding. This guide will ensure your guests have all the information they need to be a part of your special day.

Send save-the-date cards 9-12 months before the wedding

Planning a wedding is a complex task, especially when it comes to organising a destination wedding. One of the most important aspects is sending out save-the-date cards and invitations at the right time. It is crucial to give your guests enough notice, especially if they need to travel and book accommodations for your wedding. Here are some detailed guidelines and suggestions for sending save-the-date cards 9-12 months before your wedding:

9-12 Months Before the Wedding:

• Send out save-the-date cards early: It is recommended to send save-the-date cards 9-12 months in advance for a destination wedding. This gives your guests ample time to plan their travel and accommodations. It is even more crucial if you haven't sent out a save-the-date notification or informed your guests about your wedding date and location beforehand.
• Include essential details: Your save-the-date cards should include the destination, wedding date, and URL of your wedding website. You may also want to include travel details and suggestions for accommodations at this stage, rather than waiting for the formal invitations.
• Create a personal wedding website: Consider setting up a personal wedding website as soon as you have confirmed your venue and date. This can be a great way to communicate all the necessary details and updates to your guests. You can include information about the destination, dates, nearby places to stay, and even tips for places to visit and eat in the area.
• Stand out with creative designs: Make your save-the-date cards fun and adventurous. You can design them to look like postcards from your wedding destination, airline tickets with tear-off RSVP stubs, or create unique passport-style invitations.
• Match your wedding theme: If you're getting married in a unique location, reflect this in your save-the-date cards. For example, if you're having a beach wedding, use a seaside theme. If you're marrying in a French Chateau, consider a classical, opulent design.
• Put in the effort: Putting time and effort into designing your save-the-date cards will pay off. Statistics show that guests tend to respond more favourably and even buy nicer gifts when they receive well-designed invitations.

Remember, the earlier you can send out your save-the-date cards and invitations, the better. This gives your guests the best chance to attend your wedding and allows you to plan other details more effectively.

Send invites 2-4 months before the wedding

Sending out invites for a wedding abroad is a tricky business. You want to give your guests enough time to plan their trip, but you also don't want to send out invites too early, giving guests the impression that they have all the time in the world and that they don't need to RSVP right away.

• Send out a "save the date" notice as soon as you know the date and location of your wedding. This can be done through a personal website, email, or traditional paper save-the-date cards. This will give your guests a heads-up to start planning their trip and ensure they have enough time to book travel and accommodations.
• For the official wedding invitations, aim for sending them out 2-4 months before the wedding. This will serve as a reminder that your wedding is coming up soon and will prompt your guests to take action and book their trip if they haven't already.
• If possible, try to send the invitations a little earlier, especially if a large percentage of your guest list lives abroad or if you are having a destination wedding where no one lives near the location. In these cases, it is recommended to send the invitations around 3-4 months in advance to give your guests ample time to make travel arrangements.
• Include an RSVP card with your invitations and indicate an RSVP deadline. It is recommended to set the RSVP deadline to one month before the wedding date. This will give you enough time to finalize your wedding planning details, such as the seating chart, menu selections, and cake size.
• Make sure to follow up with guests who haven't responded to your RSVP request. This is especially important for weddings abroad, as you want to ensure that your guests have enough time to book their travel plans.
• Provide as much information as possible about your wedding and wedding destination. This can be done through your invitations, a personal website, or a detailed checklist. Include information such as travel and accommodation options, things to do and places to eat in the area, and expected weather conditions so your guests know what to pack.

Include travel and accommodation details

When planning a wedding, it's important to give your guests as much information as possible, especially if your wedding is abroad. This will make it easier for them to attend and will ensure they feel well-prepared and excited about the event. Here are some tips for including travel and accommodation details in your wedding invitations:

Send Save-the-Dates Early

It is recommended that you send out your save-the-date cards nine to twelve months in advance of your wedding date. This will give your guests ample time to organise their travel plans and ensure they can attend your special day. You may also want to include some initial travel details with your save-the-dates, such as the best ways to get to your destination, when flights typically go on sale, and suggestions for places to stay.

Provide a Range of Accommodation Options

It is generally understood that your guests will cover their own travel and accommodation expenses. However, you can help them out by providing a list of recommended accommodation options at different price points. Be sure to include options that are within close proximity to your wedding venue, and consider any special needs, such as guests travelling with children or those with accessibility requirements. You might also want to reserve a block of rooms at a local hotel to help your guests secure a discounted rate.

Create a Wedding Website

A wedding website is a great way to provide your guests with all the information they need in one place. You can include travel tips, such as the best way to get to your destination and any relevant airport information. You can also share links to recommended accommodation options and provide a brief description of each, including the distance from your wedding venue. If you have reserved a block of rooms, be sure to include instructions on how to access the discounted rate.

Share Local Area Information

In addition to travel and accommodation details, it can be helpful to provide your guests with some information about the local area. This might include things to do and places to eat in the area, as well as any major events that may impact their travel plans. You can also include information about the expected weather conditions to help your guests plan what to wear.

Set an Early RSVP Date

As your wedding is abroad, it is a good idea to set an early RSVP date. This will give you more time to plan and make the necessary arrangements, such as booking accommodation and transportation for your guests. It is recommended that you ask your guests to reply two to three months before your wedding date.

Remember, the more information you can provide to your guests, the easier it will be for them to plan their trip and feel excited about your wedding celebrations.

Ask for RSVPs 1 month before the wedding

When you're planning a wedding abroad, it's important to give your guests as much notice as possible. Sending out your invitations early is crucial, especially if you haven't sent a save-the-date or informed your guests of your wedding date and location in advance. The earlier your guests know, the more likely they are to be able to attend, as they can plan their finances and take time off work.

Now, let's talk about RSVPs. It is recommended that you ask for RSVPs no later than one month before your wedding date. This gives you and your vendors enough time to prepare for your big day. Here are some reasons why asking for RSVPs a month in advance is beneficial:

Finalising Details

Knowing the number of guests attending will help you finalise many aspects of your wedding. It will guide you in deciding your budget, choosing a venue based on capacity, booking equipment hire, and confirming details with suppliers, such as caterers.

Travel and Accommodation

With a confirmed guest list, you can more easily organise travel and accommodation. You may want to reserve a block of hotel rooms for your guests, and early numbers will help you estimate how many rooms you'll need. Additionally, some airlines offer group discounts, so knowing the number of guests travelling can help you explore these options.

Planning Extras

If you're planning any additional events, such as a dinner the night before or a lunch the day after, knowing the number of attendees will be crucial. This information can be included on your RSVP card, allowing guests to indicate which events they plan to attend.

Budget Management

The number of RSVPs will have a direct impact on your budget. With a confirmed headcount, you can manage your finances more effectively, ensuring you don't overspend on aspects like food, drinks, and decorations.

Seating Arrangements

Knowing the exact number of guests will be essential for creating a seating plan, especially if you're planning a seated dinner. It will help you organise tables and chairs, ensuring everyone has a place to sit and enjoy the reception.

In summary, asking for RSVPs a month before your wedding date gives you the information you need to finalise all the details and ensure your special day runs smoothly. It helps with logistics, budget management, and creating a memorable experience for both you and your guests.

Send invites to international guests 12 weeks before

Sending out invites for a wedding abroad early is crucial. The more notice your guests have, the more likely they will be able to attend. It also gives them more time to get their finances together and plan holidays or mini-breaks around your wedding.

If you have a lot of international guests, it is best to send out invites 12 weeks before the wedding. This will give your guests enough time to prepare their travel arrangements.

• Send a save-the-date email or card to all your guests 9-12 months before the wedding. This will give your guests plenty of time to organise their travel plans and ensure the date is in their diaries.
• Include travel details with your save-the-date. This could include information on how to reach the destination, where to stay, and tips for places to visit and eat in the area.
• Create a personal wedding website to communicate all the details of your wedding. This can include information such as the date, location, travel and accommodation options, and things to do in the area.
• Send your wedding invitations 12 weeks before the wedding. This will serve as a reminder for your guests to book their trip as soon as possible.
• Follow up promptly with anyone you haven't heard from to ensure they have enough time to book their flights.
• Have all the information available on your wedding website as soon as save-the-dates are sent out. This includes hotel room block and transportation information.
• If you only have a few international guests, it is still a good idea to give them a heads-up about the wedding details ahead of time. You can do this through a quick call, text, or email.

By sending out your invites and providing detailed information in advance, your international guests will have plenty of time to plan their trip and attend your special day.

Frequently asked questions