Everything You Need to Know When Planning a Destination Wedding

Choose a Location

When deciding on a destination, keep in mind that it must be safe and have all of the resources you need. That charming beach town where you spent your childhood summers won't work if it can't accommodate all your guests or any of their accessibility or childcare requirements.

Choose a Location

Ensure there are no recent travel warnings, political issues, or health concerns in the region—if there are and you remain undeterred, make sure your guests are fully informed—and that none of your guests will feel uncomfortable due to their religion, gender, or sexual preference.

Hire a Professional

Find a planner or coordinator that specializes in destination weddings. "Hire a planner! I know you probably expected that, but it's true. If you're planning a destination wedding, you're going to need feet on the ground before you arrive,

Hire a Professional

finalizing all of the last-minute details so you and your guests can arrive stress-free," shares Chauncey. This way, instead of spending hours on phone calls trying to overcome a language barrier or making executive decisions from miles away, you have an expert taking care of it all for you.

Hire a Professional

Albritton even recommends finding a planner with knowledge of "the locations, venues, and planning outlook," before you book your venue. However, if a planner isn't in your budget, look for a resort with a strong on-site coordinator.

Consider Guest Lodging

While etiquette does not require you to cover the cost of accommodations, it's a thoughtful gesture to provide recommendations that satisfy a range of budgets. "It's best to offer several options at different price points," suggests Laurie Arons, founder of Laurie Arons Special Events.

Consider Guest Lodging

"But keep all hotel suggestions within a ten-minute radius, 15 tops." Setting up room blocks can help you negotiate a lower price and consolidate everyone in one vicinity.

Consider Guest Lodging

Also, don't set your date until you're sure there's room availability for everyone.

Go Local to Save Big

Arons recommends slashing your budget by incorporating local blooms (think olive branches in Tuscany or exotic flowers in the tropics) and serving local specialties (like conch fritters in the Bahamas or carnitas in Cabo) to cut costs.

Go Local to Save Big

This also creates an immersive experience in the very environment that captured your heart. You're shelling out big for this destination, so you might as well fully embrace everything it has to offer.

Visit in Advance

Ideally, you'll see your venue once before booking, and again three to four months before the wedding to finalize details. If a second trip isn't possible, arrive at least five days early to make those decisions and have hair and makeup trials.

Visit in Advance

"I would surely encourage couples to visit the destination at least once and give themselves two to three days [at the destination] if scheduling allows," shares Darryl Moore, founder of D'Concierge Weddings. 

Visit in Advance

He also recommends visiting during peak and non-peak hours, from Thursday to Sunday, in order to get a sense of the overall vibe the location has to offer. 

Visit in Advance

"This is the perfect time for you to see and feel what your guests will feel and experience. If you can't make it, hire a professional who is great at details and communication," he adds.

Meet Your Vendors

Prior to your first site visit, set up meetings with the better-known florists and rental companies in your destination. Arons suggests asking your venue for referrals; you might uncover local talent you didn’t know about and some savings, to boot.

Meet Your Vendors

If you're bringing specialists from home, expect to cover their travel and lodging costs. Arons notes a clean, safe hotel within 30 minutes of your venue is a must. Negotiate these expenses up front so things don't get out of control.

Plan Additional Events

Extend your celebration by planning additional events outside of the big day. Guests will always enjoy some extra activities. While you don't have to go-all out with a full weekend of events, a welcome party to greet everyone is a popular choice. 

Plan Additional Events

Depending on your budget, you can combine this with your rehearsal dinner or host a more informal gathering for your larger group after.

Plan Additional Events

Some couples also include interactive activities that showcase the locale, like group tours or tastings. You can even close the wedding weekend with flair and say your farewells at a post-wedding brunch or luncheon.

Plan Additional Events

All that said, additional events aren't required, and you should do whatever works within your budget and timeline.

Plan Additional Events

"A beautiful welcome reception and meet and greet would be a nice experience for the two families to bond and get to know each other," says Moore.

Plan Additional Events

"But obviously, there is no right or wrong way to plan your wedding. It's your moment and money to do whatever you like."

Secure Wedding Insurance

When it comes to getting married in a foreign locale, it's best to expect the unexpected. Investing in wedding insurance will help protect your financial investment and offer some emotional assurance—plus, some venues even require it.

Secure Wedding Insurance

Sign up well in advance of your wedding day (while some companies can accommodate a tight turnaround, it's best to have this sorted early), and get crystal clear on what policies there are and the type of coverage you're agreeing to.

Consider Unexpected Expenses

Destination weddings get an interesting rap for being more budget-friendly, but this isn't always the case. Be sure to include wiggle room in your budget for unexpected expenses, such as non-vendor tips, airport transfers, shipping costs, and baggage fees.

Consider Unexpected Expenses

Plus, adding that welcome party or day-after brunch will definitely cost you. Don't forget to let your credit card company know of your travel intentions so you don't get hit with foreign transaction fees or worse—a declined card—at the final hour. 

Consider Unexpected Expenses

You'll want to carry some cash with you (in the local currency) as well.

Check Local Marriage Requirements

Making a marriage legal in a foreign country isn't quite as easy as hiring an officiant. Different countries have different requirements necessitating a whole myriad of paperwork from birth and medical certificates, letters of intent, and even proof of residency. 

Check Local Marriage Requirements

Educate yourself far in advance to ensure you have enough time to get everything together. In some cases, it may be easier to get a domestic marriage certificate (these vary by state) and have a civil ceremony prior to your departure.

Secure Passports and Other Documents

A valid passport is a given for international travel, and at the very least you'll need a current driver's license for domestic destinations. Double-check all expiration dates as soon as you choose your wedding date and location, then check again!

Secure Passports and Other Documents

Depending on the country, additional information, such as a list of previously visited countries, health records, or vaccinations, may be required.

Create Welcome Bags

Show some hospitality by offering welcome bags once guests arrive. Fill them with items that speak to the locale or that will provide some comfort for their stay. Things like water bottles, snacks, maps, and aspirin are great additions. 

Create Welcome Bags

Warm-weather destinations call for sunscreen or aloe vera, while alpine environments are conducive to hot cocoa mixes or mittens.

Stuff Your Suitcase

"I've yet to find a destination outside the continental U.S. that has the same quality and selection of rental linens," says Arons. "Shipping overseas is risky and expensive, so I always pack as much as possible into checked luggage." 

Stuff Your Suitcase

Anything that can be shipped, should be sent out no less than a month before the big day and addressed to a specific individual (like your planner), rather than just the hotel.

Choose an Appropriate Dress

Carefully consider the climate and terrain of your wedding day when dress shopping. Breathable fabrics work best in hot, humid locations, while dresses made from thick materials are better suited for cooler climates. Lightweight lace in Mexico is stunning as is an embellished ballgown at a villa in France.

Choose an Appropriate Dress

And don't even think about checking your dress in a suitcase! Arons recommends carrying your dress on the plane, even if it means having to fold it. (Just make sure someone at the other end can press and steam it.)

Get Away Gracefully

Transitioning into honeymoon mode may require a bit of finesse, especially if you've decided to stay at the same resort as guests who have extended their own travels. Be clear about your departure (even if you're staying on the property) by saying your goodbyes amidst the fanfare of a post-reception send-off or next-day brunch.

Get Away Gracefully

If it's privacy you seek (without offending your loved ones), move to a different section of the hotel. Some resorts have elevated accommodations (think: luxury suites, over-water villas, or independent cabins) that are positioned separately from other rooms.

Learn more about how to organize a dream wedding and not go crazy