When to Send Out Your Wedding Invitations: A Calgary Bride’s Timeline
Timing is everything when it comes to wedding planning, and sending out your invitations is no exception. For Calgary brides, crafting a timeline for sending out save-the-dates, formal invitations, and managing RSVPs requires careful consideration. Factors like Calgary’s wedding season, popular venue booking times, and the city’s weather can all impact your planning. In this guide, we’ll walk you through a detailed timeline for sending out your wedding invitations and tips for keeping your guests informed every step of the way.
1. Timeline for Sending Save-the-Dates
Save-the-dates are especially useful for giving your guests an early heads-up, particularly if your wedding falls during Calgary’s busy summer months or is a destination wedding in the nearby Rockies. Save-the-dates should give guests plenty of time to arrange travel, accommodation, and time off from work.
When to Send Save-the-Dates:
For Local Calgary Weddings: Send save-the-dates 6 to 8 months before your wedding day. This gives guests enough time to mark their calendars, but not too far in advance that they forget.
For Destination or Rocky Mountain Weddings: Send save-the-dates 8 to 12 months before the wedding. If you’re planning a wedding in Banff, Canmore, or other mountain locations, your guests will likely need extra time to make travel arrangements, book accommodations, and coordinate time off.
What to Include:
Date and location of the wedding
"Formal invitation to follow" notice
Any important travel or accommodation information (especially for destination weddings)
2. Timeline for Sending Formal Wedding Invitations
The formal invitation is the official invitation to your wedding, detailing all the critical information your guests need. When planning your invitation timeline, factor in your guests’ needs for travel, venue requirements, and whether you're working with local or out-of-town vendors for printing and mailing.
When to Send Invitations:
Local Calgary Weddings: Send formal invitations 6 to 8 weeks before the wedding date. This allows plenty of time for your guests to make final arrangements and submit their RSVPs.
Destination Weddings (Banff, Canmore, Rockies): For weddings requiring travel, mail invitations 3 to 4 months in advance. This gives guests additional time to organize accommodations and transportation to the mountains.
What to Include:
Date, time, and venue(s)
Directions or a link to a wedding website for maps
Dress code, if applicable (especially for outdoor venues)
RSVP card with a stamped return envelope
Pro Tip: When working with Calgary’s postal system, account for local and national holidays that might slow delivery times. Mail invitations earlier than planned if you’re concerned about postal delays.
3. RSVP Deadlines and Follow-Up Strategies
Managing RSVPs can be one of the trickiest parts of wedding planning, but setting a clear deadline and creating follow-up strategies can ensure you stay organized.
When to Set the RSVP Deadline:
Set the RSVP deadline 3 to 4 weeks before the wedding date. This will give you enough time to finalize the guest count, make seating arrangements, and communicate numbers to your caterers and venue.
Follow-Up Tips:
One Week Before Deadline: Send a gentle reminder to guests who haven’t responded.
One Week After Deadline: For those who still haven’t responded, consider following up with a phone call or personal message. This is especially important if you have a large guest list or are managing specific meal selections.
Digital RSVPs: If you're using a wedding website, digital RSVPs can make this process easier, allowing you to track responses in real time.
4. Tips for Keeping Guests Informed on Venue Logistics and Weather Considerations
Calgary’s weather can be unpredictable, especially for outdoor weddings. Keeping your guests informed about the logistics of your venue and any weather-related contingencies can save stress on the big day.
Venue Logistics:
Outdoor Weddings: If you’re hosting an outdoor wedding in places like Fish Creek Park or Prince’s Island Park, ensure guests know what to expect. Include details about parking, walking distances, and weather contingencies (e.g., if the reception will be moved indoors in case of rain).
Mountain Weddings: For Rocky Mountain weddings in Banff or Canmore, provide transportation details or parking instructions, especially if guests need to travel between venues.
Weather Considerations:
Provide Weather Updates: In the weeks leading up to your wedding, you can send updates via email or your wedding website, especially if rain, snow, or extreme weather might impact the day.
Attire Recommendations: For outdoor weddings, include a line in your invitations suggesting that guests dress for the weather, such as wearing comfortable shoes or bringing a jacket for evening events.
For Calgary brides, timing is key when it comes to sending out wedding invitations. With local considerations like busy summer wedding seasons, outdoor venues, and potential weather challenges, following a clear timeline will ensure your guests are informed and prepared. By sending save-the-dates early, formal invitations on time, and setting clear RSVP deadlines, you can create a smooth, stress-free planning experience. Don’t forget to keep your guests updated on important logistics and weather considerations, especially if your venue is outdoors or in the mountains.
For more wedding planning tips and timelines, visit YYCBride.com!
