JC’s Guide to Save the Dates & Invitations
Is a ‘Save the Date’ really necessary before sending out Invitations?
You have secured your chosen date at your dream venue, so what’s next? We all know that people’s diaries fill up quickly, so it’s important to spread the good news to family and friends as soon as possible. You want to secure people’s attendance and make sure no-one else is planning an event on the same day.
It can take time to plan, design and send formal invitations, so in the meantime, it is useful to give guests a heads up and inform them of the important outline details such as date and location. Sending a simple ‘Save the Date’ has become an important part of the planning process, particularly when guests need to consider lengthy travel arrangements. It also focuses the mind on finalising the guest list to avoid lengthy prevarication on whether the long-lost aunts and uncles will make the cut!
Photo: Kari Bjorn Photography
Electronic or Physical?
Time is of the essence when it comes to notifying guests. Many people opt to send out an electronic “Save the Date’ as soon as the venue is booked. Gathering the necessary guest list and contact details, together with planning the electronic design, normally takes around 10 to 14 days and costs start from around €500.
A physical ‘Save the Date’ arguably carries more formality to the announcement. In this case, there will be additional design cost and considerations, postage cost and, of course, the timeline will be extended to around 4 – 8 weeks. In some cases, especially where there are guests around the world, it is worthwhile considering a mix of electronic and printed options. Where an electronic version is sent, the guests can also be asked to respond by confirming their postal addresses for subsequent formal invitation purposes.
We prefer to send electronic notifications using an online tool which also enables us to track opens, any email bounced, resending invites to guests and any messages from guests. Management of the guest list and guest attendance is key to avoiding confusion and wasted cost on the day.
Design Considerations
Your ‘save the date’ and invitation are your first opportunity to set the tone for your wedding design. Your chosen colour palette and personalised design themes are incorporated from the start. This can feel a little overwhelming, so we love to work with local artists who can provide inspirational ideas based on your personal preferences.
When it comes to printing, we always try to work with printers who are located close to where our clients reside so you can view samples in person before a final decision is made. We’ve worked with printers all over the world, including LA, NYC, London, Paris and Miami.
In terms of the cost of printed invitations, this will vary upon your design but as a starting point we estimate an average of around €20 per invite.
Photo: Kari Bjorn Photography
Wording
The degree of formality in your initial announcement is entirely down to personal preference. A ‘Save the Date’ can be informal and include a little light humour leaving the formality for the follow up invitation. Here are some examples:
Option 1 (Simple)
Save the date
For the wedding of
Lee & Amy
Saturday 17th of June
2024
Mallorca, Spain
Option 2 (Informal)
Daria & Joseph
It’ll be the party of the decade
So there’s really no debate.
Get out your calendar
And save our date!
14-16 September 2024
Villa Astor, Sorrento, Italy
Invitation to follow soon
See you there!
Option 3 (Formal)
Save the date
for the wedding of
Jane Maxwell
&
Brandon Smith
Saturday, the ninth of June
Two thousand and twenty-four
Ibiza, Spain
Formal invitation to follow
Option 4 (Destination)
Save the Weekend!
August 17-19, 2024
George and Alex
are getting married
Cannes, France
Please see further wedding details at (weddingwebsite).com
When it comes to the invitation itself, there is a certain etiquette to follow in terms of the information you should provide. You will need to set out not just details of the wedding itself but other useful information to help the guests confirm and plan their attendance. Below are some suggested topics to include:
Suggested local accommodation with guide prices
Map to the venue(s)
Transport links and parking information
Timings for the wedding ceremony, reception and any other events guests are invited to attend, e.g. rehearsal dinner, post wedding brunch
Registry
Dress code
Any dietary requirements (to be included on the Reply Card or via the website)
Reply by date (also on the Reply Card or via the website)
Itinerary
Children – Are they invited?
A brief history of the location/venue
Local bar and restaurant recommendations
Activities/Local things to do
Ideally, invitations are sent out at least 4-6 months before the wedding date, setting the RSVP for at least 2 months before the big day.
Website
As part of our wedding services, our in-house web designer puts together a personalised wedding website for all our couples. This will also include all the information set out above and can also provide links to accommodation, transportation, activities, etc. The RSVP’s can also be sent via the website.
As always planning and organisation is key to the smooth running of any event, especially a wedding. We are on hand to guide you every step of the way, to help you work to your budget and ensure there is nothing left for you but enjoy one of the biggest days of your lives. Get in touch and let us get planning together.
Love, Johanna x