Girl, Book that Destination Wedding
A destination wedding is such a DREAM, right?! Jet away with your love, spend time with your closest friends and family, and create the most epic memories getting married in (ok fill in your perfect location here!).... But let’s be real: planning a wedding away from home isn’t all palm trees and champagne toasts. From picking the perfect spot to keeping logistics from turning into a nightmare, this guide will help you decide if it's right for you and how to go about it!
Oh! And check out my Amazon list specifically for Destination Wedding Must Haves.
Step 1: Choosing the Perfect Location
Your wedding destination sets the tone for the entire event, so selecting the right spot is crucial. Here are some factors to consider:
1. Budget
Destination weddings can range from affordable to extravagant, depending on the location. Consider costs like travel, accommodations, and venue fees. Some budget-friendly options include Mexico, the Dominican Republic, and Thailand, while more luxurious destinations include Italy, France, and the Maldives.
2. Accessibility
Choose a location that is easy for most of your guests to reach. Consider flight availability, visa requirements, and transportation options.
3. Legal Requirements & Restrictions to Consider
Different countries have varying marriage laws. Some require waiting periods, residency requirements, or additional paperwork. For example:
Mexico requires blood tests and a waiting period.
France requires at least 40 days of residency.
Italy allows non-residents to marry with proper documentation.
(If you want my personal opinion, get it done in the States at city hall before you go - the ceremony will feel just as real, TRUST.)
Import Laws: Some destinations restrict bringing in alcohol, flowers, or food.
Religious & Cultural Restrictions: Some locations require specific religious ceremonies or paperwork.
Guest Limitations: Some resorts have a maximum guest count for weddings.
4. Weather and Seasonality
Check the weather during your preferred wedding date. Avoid hurricane season in the Caribbean (June–November) and extreme summer heat in tropical locations.
5. Local Culture and Attractions
Choose a location that reflects your style and offers activities for your guests. Beach lovers might opt for Hawaii, while history buffs may prefer Greece or Italy.
Step 2: Setting a Budget
Destination weddings can be cost-effective, but they still require careful budgeting. Here’s a rough estimate of common expenses:
Travel & Accommodation: $2,000–$10,000 (for the couple)
Venue & Ceremony: $2,000–$15,000
Food & Drinks: $70–$200 per guest
Photography & Videography: $2,000–$7,000
Wedding Planner: $1,500–$5,000
Decor & Rentals: $1,000–$5,000
Entertainment: $1,500–$4,000
To save money:
Opt for all-inclusive resorts that offer wedding packages.
Limit your guest list.
Use local vendors to avoid travel fees.
Step 3: An Estimated Timeline
12-18 Months Before the Wedding
Choose a destination and set a budget.
Research legal marriage requirements.
Book a venue and secure a wedding date.
Hire a wedding planner (optional but recommended for overseas weddings).
Make a preliminary guest list.
9-12 Months Before
Send out Save-the-Dates.
Research and book vendors (photographer, florist, entertainment, etc.).
Arrange guest accommodations and negotiate group rates.
Plan travel logistics and book your own flights.
6-9 Months Before
Finalize wedding attire and ensure it’s suitable for the climate.
Plan wedding events (welcome dinner, excursions, farewell brunch).
Finalize menu and decor.
Send formal invitations.
3-6 Months Before
Apply for a marriage license if required.
Confirm all vendor bookings.
Arrange transportation for guests.
Create a wedding website with travel and itinerary details.
1-3 Months Before
Pack wedding attire and essentials.
Arrange for any necessary vaccinations or travel insurance.
Prepare welcome bags for guests if desired.
Double-check all arrangements with vendors and venue.
1 Week Before
Arrive at the destination.
Meet with vendors and do a final walk-through.
Have a pre-wedding welcome event.
Relax and enjoy your big day!
Step 4: Finding and Hiring Vendors
1. Local vs. Traveling Vendors
Decide whether to hire local vendors or bring professionals from home. Local vendors know the area well and may be more affordable, but bringing vendors can have it's pros too (realistically the best vendor to bring with you is a photographer/videographer! Have them photograph multiple days or nights too to get the most out of the experience. Speaking of which, do you know I travel for weddings? Let's chat.)
2. How to Find Vendors
Venue Recommendations: Many venues provide a preferred vendor list. It is always best to rely on the venue for assistance for destination weddings. They know what works!
Wedding Planners: Hiring a planner with local expertise can save time and stress.
Social Media & Reviews: Search Instagram hashtags, read online reviews, and check wedding forums.
Destination Wedding Directories: Websites like The Knot and WeddingWire have lists of vendors by location.
3. Contracts and Payments
Always get contracts in writing and read it over 2-3 times.
Be aware of exchange rates and international transaction fees.
Set up video calls with vendors to discuss expectations.
Step 5: Guest List and Invitations
Who to Invite?
Destination weddings usually have a smaller guest list. Prioritize close family and friends who are willing to travel.
How to Invite Guests
Save-the-Dates: Send 9-12 months in advance so guests can plan accordingly.
Formal Invitations: Send 6 months before the wedding.
Wedding Website: Include travel details, accommodation options, itinerary, and RSVP options.
Managing Guest Expectations
Be clear about what expenses guests are responsible for.
Offer multiple accommodation options at different price points.
Plan group activities so guests feel included.
Step 6: Handling Travel Logistics
Booking Flights and Hotels
Reserve room blocks at a few different price points. (Just call and ask! Hotels will be happy to walk you through it).
Offer travel discounts if available.
Use a travel agent for group bookings.
Packing Essentials
Wedding attire (carry it in a garment bag as a carry-on!).
Copies of all wedding documents.
Sunscreen, bug spray, and emergency kits.
Step 7: Making Your Destination Wedding Extra Special
Welcome Bags
Provide guests with a small gift, such as:
Local snacks
Wedding itinerary
Personalized thank-you note
If you need to get things custom printed, I have a code for 10% off Prints of Love, get that discount! It's: theweddingtalk
Fun Wedding Activities
Host a welcome dinner or beach bonfire.
Arrange group excursions like snorkeling, wine tasting, or city tours.
Plan a farewell brunch to thank guests.
Photography and Memories
Hire a photographer who knows the area well and can capture breathtaking moments. Consider doing a day-after shoot in a scenic location!
Final Tips!
Use a Private Facebook Group: A wedding website is super helpful, BUT I've found having an online group where everybody can chat is a great idea. This helps keep guests updated and excited!
Ship Wedding Items in Advance: Avoid baggage fees and last-minute stress. The venue will hold it for you - just check on those rules.
Plan a Backup Location: Outdoor weddings are dreamy, but rain happens - be prepared!
Delegate Tasks: Have a trusted friend or planner handle guest questions so you can enjoy yourself.
Invest in a Steamer: Your dress and suits WILL get wrinkled in transit.
Don't Forget Tipping Etiquette: Research how much to tip vendors in your destination country.
Pack an Emergency Kit: Band-Aids, Advil, bobby pins, stain remover, safety pins, fashion tape, and sunscreen will save the day.
Plan a Digital Detox for the Day: Designate someone to handle guest photos so you can stay present.
Have a Local Contact: Whether it’s a planner, venue coordinator, or concierge, having someone local to troubleshoot last-minute issues is a lifesaver.
Test Your Travel Outfit: If you're wearing a suit or wedding dress on the plane, make sure it’s comfortable and easy to move in.
Check Baggage Policies: Know the rules before you fly with your dress or decor.
Confirm Your Room Block: Double-check with your hotel to ensure all guest reservations are in place and no rooms were accidentally released.
Bring Extra Copies of Important Documents: Keep digital and printed copies of your marriage license, passports, vendor contracts, and guest list.
Consider a Wedding Insurance Policy: If your wedding gets postponed due to weather or an emergency, this could save you thousands.
Set Expectations with Guests: If your wedding is kid-free, casual, or has a dress code, communicate this clearly ahead of time.
Plan an Extra Buffer Day: Arrive at least a day earlier than planned to handle any last-minute hiccups and get acclimated.
Hydrate and Rest: Jet lag and pre-wedding excitement can drain you - stay hydrated, get sleep, and take breaks to enjoy the experience!
Hopefully these tips have answered some of your questions about Destination Weddings! Let me know if you want me to photograph yours!
Additionally, check out my HUGE Amazon list for everything you could possibly need while wedding planning, annnd maybe this template for helping you the week of the wedding!
Happy planning!
Lynea
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