Destination Wedding: Invitations, When To Send Them

Planning a destination wedding is an exciting but challenging task. One of the most important aspects is getting the timing right for sending out your save-the-dates and invitations. It's crucial to give your guests enough notice, especially if they need to book travel and accommodation. So, when is the best time to send out your wedding invitations for a destination wedding?

Send save-the-date cards 9-12 months in advance

Planning a destination wedding is an exciting but challenging task. Sending out save-the-date cards well in advance is crucial to ensuring your guests have ample time to plan their travels and accommodations. Here are some reasons why sending save-the-date cards 9-12 months in advance is highly recommended for destination weddings:

Allowing Guests to Plan Their Travels:

By sending save-the-date cards early, your guests will have more time to research travel options and make the necessary arrangements. This is especially important for destination weddings as guests may need to book flights, sometimes even international ones, and possibly arrange for extended time off work.

Providing Ample Notice for Accommodations:

The early notice also helps your guests secure accommodations, especially if your wedding is at a popular destination or during a busy season. With 9-12 months' notice, your guests can book hotel rooms or other accommodations that fit their budgets and preferences, ensuring they can comfortably attend your special day.

Helping with Budgeting and Savings:

Destination weddings often require guests to allocate a more significant budget for their attendance. Sending save-the-date cards early gives your guests a heads-up, allowing them to start saving or budgeting for the trip. This is considerate, especially if your guests have to plan for additional expenses like babysitters or pet sitters.

Gaining a Clearer Picture of Attendance:

The early notice of 9-12 months gives your guests time to assess their availability and make necessary commitments. While you may not expect an RSVP this far in advance, you are more likely to receive responses from guests who are certain they can attend. This helps you gain a clearer picture of the expected attendance, which is valuable information when making other wedding arrangements.

Sharing Travel and Accommodation Details:

Sending save-the-date cards early is also an opportunity to include travel and accommodation details. You can provide information on transportation options, recommend nearby hotels or resorts, and even suggest local attractions for your guests to explore. This additional information helps your guests plan their trip more effectively.

In conclusion, sending save-the-date cards 9-12 months in advance for a destination wedding is a thoughtful gesture that allows your guests to adequately plan their travels, accommodations, and budgets. It also helps you gain a clearer understanding of expected attendance, making it an essential step in the wedding planning process.

Include travel and accommodation details

When it comes to destination weddings, it's important to give your guests ample time to plan their travel and accommodation. While the invitations themselves should be sent out three to four months in advance, it's a good idea to send out "Save the Dates" nine to twelve months ahead of time, especially if your wedding coincides with a busy season in your chosen location. This will allow your guests to book their travel and accommodation at lower rates. Here are some tips for including travel and accommodation details in your invitations:

If you have already booked your wedding venue and have information about travel and accommodation, it's a good idea to include these details in your "Save the Dates." This will allow your guests to start planning their trip and take advantage of early bird rates for flights and hotels. You can also refer your guests to your wedding website, where they can find more information about travel and accommodation options.

Provide a Separate Accommodation Card

Consider including a separate insert or card dedicated to accommodation details. This card should match the motif of your invitations and be separate from other inserts, such as reply, directions, or reception cards. Keep the wording short and sweet, providing essential information without overwhelming your guests. Here's an example:

> For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention the [your last names] wedding to receive a discounted rate. Please call [hotel's phone number] to book your room by [date] to secure the discount.

Hotel Room Blocks

Reserving a hotel room block is a thoughtful gesture for your out-of-town guests. It's a good idea to book these as soon as possible, and if you have this information before sending out your "Save the Dates," be sure to include it. The sooner your guests book their rooms, the better, especially if there are other events in the area during your wedding weekend.

Provide Travel Tips and Recommendations

In addition to accommodation details, you can include travel tips and recommendations in your invitations or on your wedding website. Let your guests know the best ways to reach your destination, when flights are typically the most affordable, and provide a list of recommended hotels or accommodations. This will be especially helpful for guests who are unfamiliar with the area.

Create a Wedding Website

A wedding website is an excellent way to centralize all the information your guests need to know. Include travel and accommodation details, such as hotel recommendations, special rates, and important booking deadlines. You can also add tips for places to visit, local restaurants, and information about the local weather to help your guests plan their attire. Keep your website updated with any changes or deadlines to ensure your guests have the most up-to-date information.

Remember, the key is to provide clear and concise information that will help your guests plan their trip effectively. By including travel and accommodation details in your "Save the Dates" and invitations, you'll make it easier for your loved ones to join you on your special day.

Send invitations 2-4 months before the wedding

Sending out your wedding invitations in a timely manner is crucial, especially when planning a destination wedding. Here are some tips and suggestions to ensure your guests receive their invitations at the right time:

Save the Dates:

It is recommended to send out Save the Dates for a destination wedding about 12 months before the wedding date. This gives your guests ample time to plan their travel, budget, and make any necessary arrangements. Sending Save the Dates early is a courteous gesture, ensuring your loved ones can be by your side on your special day.

Wedding Invitations:

The ideal timeframe to send out wedding invitations for a destination wedding is 2 to 4 months before the wedding day. This timeframe assumes you have already sent out Save the Dates, giving your guests a formal reminder. Sending the invitations within this window provides plenty of time for your guests to finalise their travel plans and accommodations.

Communication with Guests:

In the modern era, it is common to maintain open lines of communication with your guests through various means. Utilizing your wedding website, texting, and social media can keep your guests informed about wedding details. If you feel your guests are well-informed through these channels, sending the formal invitation 2 to 4 months in advance is sufficient.

Additional Tips:

• Create a wedding website early on and include the link on your Save the Dates. This allows guests to refer to the website for updates and further details.
• If you have a private Facebook group or event page, use it to keep guests informed about any news or changes.
• For those on a budget, consider digital Save the Date notices to allocate more funds towards the main wedding invitations.
• If you are set on a particular venue, some may require an estimated head count before confirming your booking. In such cases, it is advisable to gather RSVPs within 1 to 2 months of sending out the Save the Dates.
• Send out formal invitations around 6 months ahead of the wedding date. This gives you a good estimate of the guest count for planning purposes.

Remember, the key to a successful destination wedding is organisation and timely communication with your guests.

Create a wedding website for updates

Planning a destination wedding comes with its own set of challenges, especially when it comes to sending out invitations. While you want to give your guests enough time to make travel arrangements, you also don't want to risk them forgetting about the event or encountering issues with their bookings. Here's a suggested timeline and strategy for sending out invitations and creating a wedding website for updates:

Save the Dates:

As soon as you have confirmed the date and location of your destination wedding, it's a good idea to send out "Save the Dates" to your guests. This can be done anywhere from 9 to 18 months in advance. The early notice serves as a courtesy to your guests, allowing them to plan their schedules, book flights, and make any necessary arrangements. It's also a good idea to include a link to your wedding website on the "Save the Date", so guests can find more information about the event.

Wedding Website:

Creating a wedding website is an excellent way to centralize all the information your guests will need for your destination wedding. It can be a one-stop shop for updates, travel recommendations, accommodation options, and more. Here are some key features and content ideas for your wedding website:

• Design and Customization: Choose a website builder that offers customizable templates to match your wedding theme and invitations. You can personalize the website with your colour palette, font choices, and engagement photos.
• Basic Information: Include essential details such as your names, wedding date, location, and key event timings. Provide a clear event timeline, including pre-ceremony gatherings and post-wedding festivities, to keep guests informed.
• Travel and Accommodation: Share travel information, such as transit schedules, shuttle services, directions to the venue, hotel recommendations, and accommodation options. You can also suggest local activities, restaurants, and attractions for guests to explore during their stay.
• RSVP and Registry: Integrate a user-friendly RSVP system into your website, allowing guests to confirm their attendance and make any necessary meal selections. You can also include a link to your wedding registry, making it convenient for guests to access.
• FAQ Section: Anticipate common questions your guests may have and create a comprehensive FAQ page. This can include topics such as parking, dress code suggestions, transportation options, and any other relevant information.
• Personal Touches: Add a "love story" section to share your journey as a couple, including how you met and any special moments leading up to the wedding. You can also introduce your wedding party with personalised bios and photos.
• Updates and Changes: Keep your guests informed about any changes or updates to the wedding plans. This could include changes to the ceremony location, timing adjustments, or even a "change the date" announcement if necessary.
• Privacy and Accessibility: Utilize password protection for your website to control who can access sensitive information. You can also create personalised schedules and restrict access to certain pages for specific guests, ensuring a tailored experience for your invitees.

Wedding Invitations:

After your "Save the Dates" have been sent and your wedding website is up and running, it's time to send out the formal invitations. The recommended timeline for sending out invitations to a destination wedding is generally around 3 to 6 months in advance. This gives your guests enough time to finalise their travel plans and make any necessary arrangements. Include a link to your wedding website on the invitation, encouraging guests to refer to it for the latest updates and information.

Follow up with guests who haven't responded

Planning a wedding is a tricky task, and when you're inviting guests to travel for a destination wedding, it becomes even more challenging. Here are some tips on how to follow up with guests who haven't responded to your wedding invitation:

Timing is Key:

Give your guests about a week after the wedding invitation response date before you start following up. Some guests may have mailed their response cards at the last minute, and waiting a week makes you look more organised and in control.

Communication Channel:

It's best to call your guests instead of emailing them. Emails can end up in spam folders, causing further delays. A polite phone call will let your guests know that you're not angry but are keen to have their response. If you're nervous about calling, you can ask your maid of honour, best man, or another member of the wedding party to reach out on your behalf.

Respond Appropriately:

If a guest expresses surprise that you didn't receive their response, take it in stride. Confirm their attendance and any other relevant details, such as their entrée preference or dietary restrictions. If they're still unsure about their attendance, politely inform them that you need their response by a specific deadline, as you have to submit the headcount to the caterer.

Set a Clear Deadline:

When asking for their response, avoid phrases like "Please get back to me within 24 or 48 hours." Instead, give them a specific day, such as "Please get back to me by Tuesday." This sounds more reasonable and gives them a clear target date.

Avoid Over-Apologising:

While it's fine to apologise for any inconvenience, over-apologising can give the impression that the guest is in control. Remember, you have a right to their response by a certain date, as your venue and caterer need a headcount for their planning.

Personal Check-Ins:

While it might seem like a good idea to have a parent call relatives, it's better to make these calls yourself. Parents may feel uncomfortable, veer into chitchat, or give extra time that you didn't plan for. Making the calls yourself ensures you get the answers you need for your final headcount.

Assume Non-Response as a "No":

If the RSVP deadline has long passed and you can't get hold of some guests, it's fair to assume they aren't coming. You can send them a final text or email along the lines of, "Hi, I hope you're well. Since the RSVP deadline has passed and I haven't heard from you, I'm assuming you can't make it. If you are planning to come, please let me know by the end of today. No worries if you can't make it."

Frequently asked questions