A wedding invitation suite includes all of the paper goods that are sent with your invitation. You should be shopping for these items and ordering them about six to nine months before your wedding. What belongs in your invitation suite? Let’s take a look.
Traditional
Invitations
Your invitation should include the names of who’s hosting, the request to attend the wedding, the couple’s names, date and time, location, reception information, and dress code. Double check to make sure all of this info is included! Send your invitation suite out 6-8 weeks before the wedding.
Inner Envelope
The inner envelope is slightly smaller than the outer envelope you will use to mail your invitation. On it, you will write the name(s) of the guests who are invited. This is where you can indicate that a guest may bring a plus-one and if the entire family is invited or only adults.
Response Card
Your RSVP card should have a place for the guests’ names, number who will attend from the party, and the deadline for a response. Some response cards request a main-dish choice for the reception meal. Your response card must be accompanied by a stamped, self-addressed envelope so that your guests can fill it out and simply drop it in the mail.
Some couples are opting for online RSVPs via wedding websites or apps in lieu of cards.
Mailing Envelopes & Stamps
Obviously, you need something to put the stationery items in, so you’ll need envelopes that are the correct size for your invitations and other elements that will be included.
Optional
Reception Card
If your reception is being held at a different location than the ceremony, include a card with the name of the venue and directions from the ceremony.
Events Card
Some weddings, especially destination weddings, include several events over the course of a weekend. If this is what you’re planning, include a brief itinerary for guests. They’ll appreciate knowing what kinds of activities they need to plan and pack for.
Accommodations Card
Out-of-town guests will appreciate a card that details hotel options near the venue. If you are taking care of the accommodations, let your guests know on this card. Include information regarding transportation from the hotel to the venue, as well.
Additional Stationery Items
Save-the-Date Cards
While technically not part of your invitation suite, save-the-date cards are the first piece of wedding stationery you will need. These are usually in the form of postcards, but may also be printed on magnets to keep them from getting lost. Save-the-dates include the couple’s names, wedding date, and location.
Send these out about six months before your wedding date so that guests have enough time to plan travel and accommodations.
Wedding Programs & More
If you want your programs to complement the style of your invitations, you may want to order them at the same time. Will you need menus for the reception tables? Place cards? Take care of all of these stationery needs at once to save time later.
Thank You Notes
Thank friends and family for attending your wedding and/or for their thoughtful gifts with a thank you note that matches your invitations. A recent trend features postcards with a wedding photo on it as a thank you note. Don’t forget! Your thank-yous should go out no later than one month after your nuptials.
When you’re ready to book your venue, call Oaks Manor at 585-468-6257 to schedule a tour of our banquet hall, mansion, and grounds. We look forward to celebrating with you!
How to Create a Vendor List from Scratch
To start building your vendor list, begin with a list of wedding vendors that are most essential to your vision. At Oaks Manor, couples often bring in their own:
- Caterers and bartenders
- Florists and decorators
- Musicians or DJs
- Photographers and videographers
- Officiants
- Hair and makeup teams
- Rental companies for furniture, tents, or décor
You can use a vendor list template, a spreadsheet, a wedding planning app, or even a shared Google Document to track key details. Be sure to include names, contact info, arrival/setup times, and payment deadlines. Your event vendor list doesn’t need to be fancy; it just needs to be clear, accessible, and shared with the people who need it.
Choosing the Right Vendors for an Estate Wedding
Since Oaks Manor is only a host location, we don’t lock you into a preferred vendor list. That means you’re free to work with the professionals you love most and build a day that reflects your style, priorities, and budget.
Still, the best vendors are those who understand you, your style, your pace, and your goals. Set up calls, read reviews, and don’t be afraid to ask, “Have you worked at an event venue like this before?” The right team will be just as excited as you are to bring your ideas to life.
Best Practices for a Vendor List
As you finalize your list of vendors for an event, consider the following tips.
- Keep everything in one place. Whether it’s digital or on paper, your vendor list should include full names, phone numbers, email addresses, contracts, and notes regarding responsibilities.
- Share your timeline. Your vendors should know when they can arrive, when they need to be finished, and where they will be setting up. Oaks Manor’s flexibility makes this easy; we offer extended access for setup and breakdown.
- Confirm details in writing. A well-organized vendor contact list is your insurance against miscommunication.
- Stay in touch. A quick check-in with each vendor a week before your wedding helps avoid last-minute surprises.
Maintaining clear communication and records of conversations will help you keep track of your plans and ensure everything is clear for you and your vendors.
FAQ’s
Seeking more information on creating a vendor list? See the frequently asked questions below or contact our team, and we will be happy to help!
Why is a vendor list important?
A vendor list helps you stay organized, ensures vendors know where and when to appear, and provides everyone with a clear point of contact.
When you’re managing an event as unique as a wedding at a private estate, that level of coordination can make all the difference.
What is a Vendor List?
A document that keeps track of all the professionals and services involved in your event. Including how to contact them, dates, prices, arrival and departure times, legal information, important details or conversations, and any other relevant information you need to keep track of for your event.
How to Create a Vendor List?
This is your all-in-one organizer. Your vendor list should include each vendor’s business name, contact person, phone number & email, arrival/setup times, contract status, remaining balance due, important conversations, legal agreements, and any other relevant details you want to remember. Keep it somewhere accessible, such as a shared Google Sheet, a wedding planning app, or a printed folder that you bring to the venue.
Plan Your Event at Oaks Manor
At Oaks Manor, we offer space for up to 180 guests, provide outdoor ceremonies, and feature a brand-new carriage house that is perfect for cocktail hour. Please get in touch with our team, and we will arrange a time for you to take a tour.
