Our Advice On RSVP Timing for Destination Weddings
For destination weddings, it is important to send out your guest communications at the right time. To ensure everything runs smoothly, your Save the Dates, invitations, and the collection of RSVPs must be timed properly.
Here are our guidelines to help with the most common questions, such as:
1. When to send out Save the Dates for a destination wedding?
2. When to send out invitations for a destination wedding?
3. When to ask for RSVP responses for a destination wedding?
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When to Send Save the Dates for a Destination Wedding
Save the Dates are one of the first pieces of communication you’ll send to your guests. They play a crucial role in planning your destination wedding. Essentially, a Save the Date is a friendly nudge to let your loved ones know, “We’re getting married! Here’s the date, so mark your calendars and start planning.”
For destination weddings, where travel logistics are more complex, sending Save the Dates well in advance is critical. Generally, you should aim to send them out 8 to 12 months before your wedding. This is especially true once you’ve secured your venue or narrowed down your wedding region. Giving your guests ample time to arrange flights, accommodation, and time off from work will increase the likelihood of their attendance.
Now, unlike invitations, Save the Dates do not require an official RSVP. Their purpose is simply to let your guests know the date so they can begin making plans.
However, from my experience managing destination weddings, some guests might respond anyway, particularly those who already know they won’t be able to attend. These early responses can actually be quite helpful, as they give you a preliminary sense of headcount before you’ve even sent out formal invitations.
For those who don’t respond to your Save the Date, it’s a good idea to follow up casually. A quick check-in can help you gauge whether they’re likely to attend or not. This is especially important for destination weddings. Unlike local weddings, where a few extra (or fewer) guests may not cause a significant issue, knowing your headcount for a destination wedding is vital for organizing travel logistics, guest accommodations, and budget planning.
In a way, Save the Dates for a destination wedding carry a little more weight than they would for a local event. By starting the communication early and getting a rough idea of who’s in and who’s out, you’ll be better prepared when it comes time to finalize all the details.
When to Send Invitations for a Destination Wedding
Invitations are a key part of the wedding planning process and are much more formal and detailed compared to Save the Dates.
While a Save the Date gives your guests a heads-up to reserve the date, the invitation is where all the important information comes together. It is the official communication that includes everything your guests need to know to attend your wedding and asks them to RSVP by a certain deadline.
In your invitation, provide a concrete RSVP deadline. It is always better to give a fixed date, such as “Please RSVP by Oct 1” instead of a vague time frame, such as “Please RSVP within one month”. Also, specify how you expect guests to RSVP and what to include. For example, it is common to ask for meal preferences as part of the RSVP. Not all guests will be able to attend every part of your wedding, so it is also advisable to ask guests which parts of your destination wedding they can attend: the ceremony, the cocktails, the reception, the wedding brunch.
Unlike Save the Dates, which are typically brief, wedding invitations provide detailed information about your event. Invitations are usually sent out 3 to 6 months before the wedding, allowing your guests enough time to make travel arrangements, book accommodations, and prepare to celebrate with you.
Your invitation will include:
- The venue and its exact location
- Accommodation options nearby, especially if you’ve blocked off rooms or arranged discounts
- Transportation details, such as shuttles, parking, or directions
- Any additional event information, like welcome dinners or post-wedding brunches
- The RSVP deadline so you can finalize your guest list.
This is the moment when you are officially asking for RSVPs and providing a destination wedding RSVP deadline. The invitation serves as your formal request for a response. Guests will be expected to reply by the deadline indicated on the invite.
This is critical for a destination wedding where knowing your exact headcount is essential for planning logistics and budget.
When is a Destination Wedding RSVP Deadline
Setting the right RSVP deadline for your destination wedding is essential, for your peace of mind and to keep vendors on track.
Unlike local weddings, where you might have some flexibility with guest numbers, a destination wedding requires more precise coordination. First, your destination wedding probably has fewer guests overall, so if 5 people don’t show up it is more noticeable than at a larger local wedding. Secondly, aligning your RSVP deadlines with your vendors is critical to ensure everything runs smoothly.
When choosing an RSVP deadline, it’s important to consider when each of your vendors needs final numbers. For example:
Caterers typically need the final headcount 4 to 6 weeks before the wedding, along with any dietary restrictions. If they’re preparing a custom menu, they’ll need even more time to source ingredients or make special arrangements.
Venues and equipment suppliers often require the number of guests well in advance to organize seating, tables, and any extra setup needs. This can range from 2 to 4 weeks before the wedding. Speak to your vendors to know their exact timing.
While some vendors might allow minor adjustments to the guest count in the days leading up to your destination wedding, having your final numbers early will make everything more stress-free. It also gives you time to follow up with guests who haven’t responded, allowing you to wrap up your planning without a last-minute scramble.
Generally, it’s a good idea to set your destination wedding RSVP deadline for 6 to 8 weeks before the wedding.
This buffer allows you enough time to chase down any non-responders, make adjustments, and finalize your headcount with vendors. The earlier you have certainty, the easier it will be to communicate with your vendors. This helps keep your overall wedding planning on track.
Destination Wedding RSVP Deadline: A Real Example
When planning a destination wedding, timing your RSVPs is crucial to avoid last-minute stress and ensure smooth communication with your vendors.
So when should you ask for RSVP responses for a destination wedding? Let’s look at a real example.
A couple getting married in Italy in mid-September 2024 is inviting around 75 guests, mostly from Canada and the US. They sent out Save the Dates early, in June 2023, to give their guests plenty of notice.
For their RSVP timeline, they’ve decided to send out invitations in mid-March 2024 with a response deadline of mid-June 2024. This timeline gives their guests time to plan travel and accommodations while aligning with the vendor deadlines.
Here’s how these key dates work:
| Date | Action |
|---|---|
| June 2023 (1 year + in advance) | Sent Save the Dates |
| Mid-March 2024 (6 months in advance) | Send out RSVPs/Invitations |
| Mid-June 2024 (3 months in advance) | RSVPs due |
| Mid-September 2024 | Wedding day |
The RSVP deadline can be considered a little early. For example, sending the invites out by April with the deadline being August 1st would have worked as well. However, for international destination weddings, it is not uncommon for guests to arrange flight tickets and hotels at least 3 months in advance.
Also, by aligning their RSVP deadline with their vendors, this couple can ensure that their guest list is finalized well ahead of time. This way, even though the RSVP window may be longer than usual, they will have enough time to chase responses and finalize plans stress-free!
Keep Reading
For more on destination wedding invitations visit our blog post here.