Planning a destination wedding and wondering how to announce it to your guests? Today’s post will guide you through the best ways to inform your loved ones about your destination wedding plans. Whether you're coordinating an intimate ceremony with a handful of family members or organizing a large celebration with 50-60 guests, the approach to sharing the news may vary.
For our own destination wedding, we had 30 guests attend the event abroad, followed by a reception back home in Iowa for those unable to make the trip. We found that sending an initial announcement that outlined guest options worked perfectly, ensuring everyone knew what to expect. In this post, I’ll share tips on how to smoothly communicate your destination wedding plans, no matter your guest list size or location.
4 Key Points to Include in Your Destination Wedding Announcement
When sending out your initial destination wedding announcement, it’s important to convey these four essential details:
Early Notification: Inform your guests that you're sending the invite well in advance, giving them ample time to prepare for a trip they may not have anticipated. We sent ours more than a year ahead of time to ensure everyone had the opportunity to plan accordingly.
Optional Attendance: Make it clear that there is no pressure to attend the destination wedding. Let guests know there will be a separate celebration closer to home for those who can’t travel. This helps ease any concerns about making the trip.
Provide Essential Details: While you may not have all the information yet, include key details like the wedding dates, a basic rundown of the weekend or week, and what guests can expect moving forward. The more details you can offer, the easier it will be for your guests to make an informed decision.
Request a Timely Response: Stress the importance of receiving an RSVP as soon as possible. Knowing how many guests plan to attend helps you finalize important details and secure pricing with vendors.
Below is the letter we sent to our guests and more of a deep dive into each of these points. I hope you find it helpful!
Why Early Communication is Key for Destination Weddings
One of the most important aspects of planning a destination wedding is ensuring your guests have ample time to prepare. Unlike local weddings, attending a destination wedding often requires significant planning on their part, including taking time off work, arranging travel, and managing their finances. By sending out your initial announcement well in advance, you give them plenty of time to plan, making it more likely they'll be able to join you on your big day.
For our destination wedding, we sent out our invitations more than a year in advance. This helped ease any concerns guests had about planning for an unexpected trip, and it gave us time to follow up with additional details as the wedding date approached.
How to Announce a Destination Wedding Without Pressure
Not all of your guests will be able to attend a destination wedding, and it's important to make that clear from the start. You want your guests to feel excited about the possibility of attending, but you don't want to pressure them into making the trip.
In our initial announcement, we emphasized that attending the wedding was entirely optional. We also let our guests know that we planned to host a reception closer to home for those unable to travel. This took the pressure off and allowed guests to make a decision that worked best for them without feeling guilty or left out.
What Information to Include in Your Initial Destination Wedding Announcement
While you may not have all the specifics nailed down when you send out your first invite, it's crucial to include as much detail as possible to help your guests make an informed decision. Here are some key pieces of information to include:
Wedding Date(s): Let your guests know the date of the wedding and any other events they should plan to attend, such as a welcome dinner or post-wedding brunch.
Location Details: Provide as much information about the destination as you can, including the city, country, and even the venue if it's confirmed. Including information about the local culture, climate, and travel requirements (such as passports or visas) can also be helpful.
Travel Expectations: Give guests a rough idea of the travel time and what accommodations are available. You might not have finalized all the details yet, but providing a general overview helps guests start their own planning.
Upcoming Information: Let your guests know what additional details they can expect from you in the coming months. This could include accommodation options, group activities, or even a website where they can find all the wedding details as you finalize them.
The Importance of RSVP Deadlines for Destination Weddings
Getting a timely response from your guests is crucial for planning a destination wedding. Knowing how many guests will attend helps you finalize contracts with vendors, arrange accommodations, and even determine if you need to make adjustments to your guest list or venue setup.
When you send your initial announcement, include a clear RSVP deadline and emphasize its importance. The earlier you know your guest count, the easier it will be to confirm details and avoid last-minute surprises.
Personalizing Your Destination Wedding Invitation
Making your destination wedding announcement personal can help set the tone for your event. Consider adding a personal touch to your invitation, such as a handwritten note or a custom design that reflects the wedding destination. This not only makes the invitation feel more special but also gets your guests excited about the adventure ahead.
We found that customizing our initial invitations with a travel theme and a message that reflected the unique nature of our wedding made our guests feel more connected to the event. It also helped create excitement for the destination itself.
How to Follow Up After Sending Your Destination Wedding Announcement
Once you’ve sent your initial wedding announcement, it’s important to follow up with your guests. Some guests may need more information before committing, while others may have questions about logistics, travel, or accommodations.
Consider setting up a wedding website where you can share regular updates, FAQs, and additional travel details as they become available. This serves as a go-to resource for your guests and ensures everyone stays on the same page as the wedding day approaches.
Should You Include a Save-the-Date for a Destination Wedding?
Sending out a save-the-date for a destination wedding can be helpful, especially for guests who may need extra time to arrange travel. Save-the-dates give guests an official "heads-up" that they need to reserve the date well in advance and start thinking about their travel plans.
Typically, save-the-dates are sent 8-12 months before the wedding, but for destination weddings, consider sending them even earlier—especially if the wedding will take place during a busy travel season.
FAQs About Announcing a Destination Wedding
When should I send out my destination wedding invitations?
It's best to send out your initial announcement at least 12 months in advance to give your guests ample time to plan.What should be included in a destination wedding save-the-date?
Include the wedding date, location, and a brief note that more details will follow. You can also direct guests to a wedding website for updates.How can I make my wedding announcement more personal?
Customize your invitations with a theme that reflects your destination or your personal style. Adding a handwritten note can also make it feel more intimate.What if I don’t have all the details finalized?
Share the key information you have, such as dates and location, and let guests know that additional details will be provided closer to the event.How do I handle guests who can’t attend?
Be sure to let your guests know there’s no pressure to attend and consider hosting a reception at home for those who can’t make the trip.I hope you found this post helpful! When we were planning our destination wedding, it was challenging to find detailed, specific information. That's why I’m sharing everything we learned throughout the process, hoping it will make your wedding planning smoother and stress-free.
Whether you’re just starting or finalizing your details, I’m here to provide insights that can help simplify your journey.
Much Love,
Emma
XO