Destination weddings are a big ask for guests. We are consistently asked by our clients when the best time to send out Save the Dates would be! In our experience, people always want to get the information out ASAP, and while we agree; we need to give people as much heads up as possible. It is important to also be at a place in your planning process that you can share the necessary information when sending something out.
Photography: @adovasio_photography_studio and @facibeni_weddings
Masseria Grieco, Italy. Venue: @masseriagrieco Photographer: @collinpierson
1. Book Your Venue & Set Your Date
There is nothing to communicate without a where and when decided. Even if you have a specific date you are wanting until it is officially booked with a signed agreement and deposit nothing is concrete.
2. Determine if you event will be multi day and what events you are planning on hosting.
Prior to sending the save the dates you need to determine which date(s) you are asking your guests to reserve for the celebration.
3. Decide where you would like guests to stay.
Some venues have accommodations on site and others do not. Even if the venue does have accommodations on site sometimes you need to supplement with additional options. Many hotels/rental options will not give you pricing and availability until you are 365 days out from your initial check in date. Sometimes in more rural areas they will not give you information until after their busy season for the current year is completed. It is important to have accommodations organized for guests prior to sending your save the dates.
4. Create a wedding website.
It is crucial to create a wedding website prior to sending your save the dates and to include in on them. Your wedding website is a great tool to communicate details with your guests as you have them.
5. Gather contact information for your guests.
6. Have engagement pictures taken.
This is optional, but if you are interested in using an engagement picture on your Save the Date you will need to schedule these in advance and leave enough time to receive them back (usually around 2-3 weeks). Many times our clients like to also use some of their engagement photos on their wedding website.
Once all of these things are completed and organized is when your Save the Dates should go out.
Κτήμα Χατζή, Greece. Venue: @masseriagrieco, Photographer: @rossini_photography
What should go on your “Save The Date”?
The following should go on your save the date notifications to your guests:
-Names
-Date(s)
-Location
-Wedding Website URL (include password if necessary)
-RSVP Directions/Reply by Date
Should we have our guests RSVP when they receive the “Save The Date”?
Yes! We refer to this as a “Help Us Plan Ahead’ RSVP. We add this to our clients wedding websites because it is helpful to receive the information of if they are planning to come, still trying to make it, or definitely not coming. It helps you know what you are planning towards. We usually recommend this to be 6-9 months before the wedding depending on when the Save the Dates are sent out.
Photography: @rossini_photography
Why should you have them RSVP with the “Save The Date”?
It allows you to release or add additional hotel rooms if needed with advance warning to avoid penalty or everything being booked up.
You can send Save the Dates or at least Invitations to your B List if you have one.
Begin able to budget and plan accordingly with your vendors further in advance gives everyone clarity of what to expect and where they are at.
Should Guests RSVP again with invitations?
Yes! We always request another RSVP for our destination weddings because we need to gather more details from people who are coming. We always find it helpful to request another RSVP when the invitations are sent to gather information like entree selection, dietary restrictions, where they are staying. if they need transportation, etc. When you send the Save the Date they don’t know their plans yet, and the additional RSVP allows you to collect important information for your vendors and to ensure your guests have a smooth experience.
When should you send your “Save The Dates”?
Castello Lapi Goretti Miniati, Italy. Venue: @castellolapi.gorettiminiati Photographer: @adovasio_photography_studio
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