Once you’ve gathered all the information, your guests will need to know as much as you can tell them about your destination in order to facilitate their travel planning. It is acceptable to include this information along with the save the date cards but it’s a better idea to send a separate mailing. Your guests will be expecting this information if they are planning to attend and they will be excited to get all the details. Be sure to give your guests enough time with the information so they can make all the necessary arrangements.
You should include the following vital data, if appropriate your wedding:
• Reservation Information: Name of venue and telephone numbers for reserving their accommodations. General price variables for different accommodation types (ie hotel room vs. suite), and don’t forget to mention how your group is listed in the venue’s records.
• An overview of the destination including a map. An example of what to include in the map is provided below.
• Information on the typical weather at the location of the event for the time of year your wedding will be held.
• An overview of the festivities, a preliminary schedule of events, general dress codes, and suggestions of things to bring, such as golf clubs, tennis rackets, beach attire.
•Travel agent information or recommendations on booking air travel.
• The name of the contact person at the hotel.
• Information on transportation to and from the venue from the airport for those you won’t personally be meeting.
• Any & all travel requirements such as vaccinations, passports and visas.
• Child care information for those with children if you are inviting families.
• Telephone numbers and the names of contacts for services that need to be booked in advance, such as spa treatments, scuba diving, skiing lessons, tours, and special excursions.
Some resorts and hotels provide preprinted room reservation cards to be mailed back by your invitees. If yours does, include these with your mailing.
Example of informational mailing:
Debbie and Joe are getting married!!!
By now that we are getting married on Nov 15, 2009, in Jamaica. We are tickled pink that you are planning to join us for our wedding and a weekend of festivities to celebrate.
Why Jamaica?
There were many trips to Jamaica as single souls, where we both fell head over heels in love with this magical island, never even knowing that the other existed. Then, we took one trip together that cemented our relationship and sealed our futures together. It seemed like the only place for us to commit to each other surrounded by our dear friends and family.
Air Reservations:
Do to the popularity of trips to the islands at this time, we urge you to call early to make your airline reservations. We have contracted with a ABC travel agency, at 1-800-555-1212, or www.abctravel.com, for a discounted rate for our guests on both Delta airlines and Air Jamaica. If you wish to ask specific questions, please contact Mary at extension 23 and tell her you are with the Smith/Jones wedding.
Accommodations:
We have blocked rooms at a discounted rate at The Island Resort and Spa. The rates vary from rooms in the lodge ($100.00 per night, the poolside cottages ($200.00 per night), to the fantasy suites ($500.00 per night). The rest of your stay, including meals within the resort , is included in your room rate, or as our guests.
Please be certain to say you are a member of the Smith-Jones wedding party when booking. The rooms are reserved for us and tell October 15, 2009, after which they will be released. Please call early so as not to be disappointed, and disappoint us, of course.
Transportation:
A shuttle bus from island resort will meet every flight that has our guests arriving on it. There will be representatives from the resort directly outside the customs area, with signage. If you prefer to rent a car, (which we don’t recommend as driving is on the other side of the road, and the roads aren’t exactly state of the art), there is a rental agency at the Airport, and our travel agent will reserve one for you in advance. Just ask her when you make your other reservations.
Activities:
There will be a beach barbecue on Friday evening, the main event on Saturday at 5:00 PM, followed by dinner and dancing under the stars, and a farewell brunch on Sunday at 10:00 AM (for those of you who can tear yourselves away from paradise). We will be going into honeymoon seclusion after that, so be sure to get your fill of us beforehand as we well be definitely incommunicado after that!
Golfing, tennis, scuba, snorkeling, coladas, daiquiris, rum punch, naps, sun, naps, sun… If you wish to book any spa services, such as a massage or hair styling, it is best to book these early as well. Call the spa directly at 1-800-555-1213.
Weather
The average temperature is a perfect 85° F -Balmy, not humid. A light sweater or jacket may be necessary at night. The rest of the time, wear plenty of sun block and something to keep it in place.
Dress:
With the exception of our wedding ceremony and the celebration that follows on Saturday, which is island attire (you interpret), all other activities are strictly casual. Penalties for over dressing will be administered.
Babysitting:
We are aware that many of you may be bringing your kids and making this a family vacation. They are welcome to all events, with the exception of the ceremony and the party following. We have contacted with a bonded childcare service that was recommended by our wedding consultant. They can be reached at We B Kid Care, 1-800-555-1214.
Questions:
If there is anything we haven’t covered here please call or email either of us:
(List both of your names and telephone numbers)
Watch for more mailings and information as November approaches! (you know we can’t help ourselves!)
We are really looking forward to seeing you in Jamaica, Mon.
Love,
Debbie and Joe
The Map:
An accurate an attractive map is a key part of any destination preview package, (it’s a good idea to send it along with your wedding information).
If the directions are simple and you have some artistic ability, draw a map free hand, complete with a few landmarks and street signs. Alternatively, you can take a ready-made map and star favorite sites with comments such as ” the world’s best hot dogs!” or, ” here’s the resort”.
The Internet also offers resources for creating maps. A search for custom invitation maps on the Internet turns up several companies that create customized maps with your wedding date and specified information. Also, many web sites offer maps of just about any destination, complete with driving directions, that you can print out. Some are zoomable, others include shopping, lodging, and other businesses near it your targeted destination. Check out sites such as Mapquest for these maps.
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