ASKVINO
Destination Wedding Guest Communication Checklist
What to share, what to collect and which details must be personal - month by month.
12-10 months out · Save-the-date
Share
- Dates, incl. welcome dinner and brunch
- Destination and nearest airport
- Rough cost picture
- "Details coming" note
Collect
- Current phone numbers
- Email addresses
- Early yes / no / maybe
8-6 months out · Invitation and accommodations
Share
- Full event schedule
- Stay options, prices, booking links
- Dress code per event
- RSVP and accommodation deadlines
Collect
- RSVPs
- Plus-one names
- Room preferences
- Children coming and ages
6-4 months out · Travel information
Share
- Airport and transfer guidance
- Passport / visa reminder
- What group transport exists
Collect
- Flight arrival dates and times
- Departure times
- Shuttle vs own car
3-2 months out · Final logistics
Share
- Room assignments (personal)
- Amount owed and deadline (personal)
- Shuttle schedule
- Excursion options
Collect
- Dietary needs and allergies
- Payments
- Excursion sign-ups
Final two weeks · Personal instructions
Share
- Each guest's pickup time and place
- Day-by-day schedule
- Weather and packing note
- Who to contact during the weekend
Collect
- Final confirmations
- Late arrival changes
Wedding weekend · Real-time
- Morning-of reminder scheduled before the weekend starts
- Somewhere for questions to go that is not the couple's phone
- Wi-Fi, timings and locations answerable instantly
- One person (or one number) named as the contact
After the wedding · Photos and thanks
- Photo upload link sent within the first week
- Voice message or note invitation
- Addresses collected for thank-you notes
- Thank guests by name, for the specific thing
Personalized details - one per guest
- Room assignment
- Amount owed
- Shuttle pickup time and place
- Dietary confirmation
- Plus-one information
If a detail changes by guest, it should not live only in a group message.