Key facts
- Save-the-dates
- 6 to 8 months ahead; closer to 8 for far destinations or holiday weekends (The Knot)
- Room block
- A courtesy block avoids penalties if guests do not book
- International
- Remind guests to check passport validity early
Timing
The Knot recommends sending save-the-dates six to eight months before the wedding, closer to eight for a far-flung destination or a holiday weekend, and no later than six months. Guests need time to save, request days off and book flights. Put a link to your wedding website on the save-the-date with the hotel and travel details.
Choose the right room block
For weddings, a courtesy block is usually the safer choice: guests book and pay for their own rooms, and unbooked rooms go back to the hotel at the cutoff date without a penalty to you. A contracted block can get a better rate or perks, but it often comes with an attrition clause that makes you pay for unused rooms. Read how room blocks work before you sign.
Some guests will want a cheaper hotel or a vacation rental. Give them a second option nearby rather than forcing everyone into one property.
Dates and 40 rooms prefilled. Change them in the booking card.
Airport transfers
Shared shuttles on the main arrival day and departure day save guests money and keep the schedule on track. Collect flight times through your RSVP form, group guests by arrival window, and book transfers for each window. Pre-booked transfers give a fixed price and a driver who tracks the flight.
Passports and entry rules
For an international wedding, tell guests early to check that their passports are valid for the trip, and point them to official sources for entry requirements. Passport processing times change during the year, so early is better.
One schedule for everyone
Welcome dinner, ceremony, reception and farewell brunch, with times, addresses and dress codes, in one place. The GroupVoy planner builds a shareable itinerary and sends it on WhatsApp, which most international families already use.
Frequently asked questions
When should you send save-the-dates for a destination wedding?
Six to eight months ahead, closer to eight for far destinations or holiday weekends, according to The Knot.
Courtesy block or contracted block for a wedding?
A courtesy block usually has no penalty for unused rooms. A contracted block may get perks but often includes attrition fees.
How do guests get from the airport to a destination wedding?
Many couples book shared shuttles for the main arrival and departure windows and let other guests book private transfers.
Sources
- The Knot: When to send save-the-dates
- U.S. Department of State: Passports
- Joy: What is an attrition clause in a hotel block?
GroupVoy is not affiliated with the events, venues or organizations named on this page.