How Long Before a Destination Wedding Should You Send Save the Dates?
Planning a destination wedding can be one of the most exciting yet challenging experiences for couples. Among the various tasks involved, one of the most important steps is sending out save the dates to your guests. But how long before a destination wedding should you send save the dates? This question is crucial to ensure your guests have ample time to make travel arrangements and attend your special day. In this comprehensive guide, we'll explore the timing, best practices, and tips for sending save the dates for a destination wedding.
Understanding the Importance of Save the Dates for Destination Weddings
Destination weddings typically require more planning and coordination than local weddings because guests often need to arrange travel, accommodation, and time off work. Save the dates serve as an early notification, allowing guests to mark their calendars well in advance.
Sending save the dates early helps in:
- Ensuring maximum guest attendance by giving enough notice
- Helping guests plan travel and lodging around your wedding date
- Toning down last-minute RSVP headaches
- Giving your wedding a polished, organized feel
When to Send Save the Dates for a Destination Wedding
For a traditional local wedding, save the dates are typically sent out 6 to 8 months in advance. However, destination weddings require a longer notice due to travel and logistical considerations. The optimal time frame for sending save the dates for a destination wedding is:
- 8 to 12 months before the wedding date
This extended window allows your guests to:
- Book flights and accommodations early, often securing better rates
- Request time off work with plenty of notice
- Plan additional activities or extended vacations around the wedding
Sending save the dates 8 to 12 months early is particularly essential if your destination wedding coincides with a busy travel season or a holiday period.
Why Not Sooner than 12 Months?
While it might seem logical to send save the dates as early as possible, sending them more than 12 months out can sometimes cause confusion or be forgotten by guests. If the save the date is too far ahead, guests may misplace them or forget the event details by the time of the wedding. A good balance is to send save the dates within the 8 to 12-month window — early enough to give time for planning, but not so early the information becomes stale.
Why Not Later than 8 Months?
If save the dates are sent less than 8 months before a destination wedding, guests may feel rushed or may not be able to make travel plans in time due to work or budget constraints. Late notice can also hurt your RSVP rates and overall attendance. Wedding planners and experts recommend sending save the dates no later than 8 months prior to the wedding day.
Additional Timing Considerations for Destination Wedding Save the Dates
Destination Popularity and Guest Origin
If your wedding destination is a remote or highly popular tourist location, it’s best to send your save the dates closer to the 12-month mark. Guests may need to book limited flights or accommodations well in advance.
Similarly, if your guest list is spread across different cities or countries, extra time to plan and adjust travel itineraries is necessary, making early save the dates essential.
Complex Itineraries or Multi-Day Celebrations
If your destination wedding is part of a multi-day event or includes pre- or post-wedding activities, guests will need the added time to coordinate their availability. In this case, err on the side of sending save the dates even earlier, closer to a year prior.
Key Elements to Include in Your Destination Wedding Save the Dates
Besides timing, the content of your save the dates should be clear and informative, helping guests plan efficiently. Essential details include:
- Wedding date: Clearly state the day of the wedding
- Destination location: Specify the city and venue if possible
- Travel information: Brief notes or links to suggested airports, hotels, or travel agents
- Wedding website URL: If you have one, so guests can get updates and RSVP
- Note about formal invitation to follow: Remind guests that detailed invitations will be sent closer to the date
Example Save the Date Wording for Destination Weddings
“We’re headed to [Destination] and we want you to join us! Save the date for our wedding on [Date]. Formal invitation to follow.”
Sending Save the Dates: Mail or Digital?
The method of sending save the dates is flexible and depends on your wedding style and guest preferences. Popular options include:
- Printed cards: Traditional and tangible, printed save the dates create a personal touch and serve as a physical reminder. Mailing printed cards requires more time and budget, so send early if choosing this method.
- Digital save the dates: Convenient, cost-effective, and eco-friendly, digital save the dates are growing in popularity. They allow you to embed travel links and videos, plus guests can easily access the wedding website.
- Hybrid approach: Sending printed cards to out-of-town guests and digital notifications to local guests can balance cost and impact.
Save the Date Etiquette for Destination Weddings
- Send to the entire guest list: Even if some guests may not make it, send save the dates to everyone you plan to invite.
- Include plus ones carefully: Only include plus ones if you are certain of the guest’s partner status or if your budget allows.
- Provide accommodations information later: Save detailed accommodation info for the formal invitation or a wedding website.
- Keep wording simple and upbeat: Focus on excitement and fun to generate enthusiasm.
How Save the Dates Fit Into Your Destination Wedding Planning Timeline
Integrating save the dates effectively into your planning process is key to a smooth wedding experience. Below is a sample timeline for destination wedding save the dates:
- 12 months before: Finalize wedding date and venue
- 10-12 months before: Design and send save the dates
- 8-10 months before: Follow up with wedding website launch and hotel block reservations
- 6-8 months before: Send formal invitations with detailed itinerary
- 3-4 months before: Collect RSVPs and finalize event details
Common Mistakes to Avoid When Sending Save the Dates for Destination Weddings
- Waiting too long to send: Last-minute send-outs can decrease RSVP rates dramatically.
- Missing essential details: Omitting the destination city or wedding date can confuse guests.
- Not accounting for guests’ travel challenges: Provide enough lead time and information to overcome travel hurdles.
- Forgetting to update changes: If your wedding date, venue, or plans change, inform guests promptly.
Conclusion: Getting the Timing Right for Save the Dates
Destination weddings require thoughtful consideration of timing when sending save the dates. Allowing 8 to 12 months before your wedding date to notify guests is the ideal window that balances early planning needs with avoiding confusion. Including clear destination details and travel tips will help ensure your guests can get excited and make proper arrangements. With the right timing, your save the dates will set the perfect tone for a memorable and stress-free destination wedding celebration.
