How to Plan a Destination Wedding? All ou Need to Know

How to plan a Destination Wedding? Have you always dreamed of a wedding in a breathtaking location? On a paradisiacal beach or in a city of art?

Have a Destination Wedding means choosing a destination far away from home or in a remote location in the world. This means that you love to travel and that you are willing to have more intimate ceremony, it also means that the wedding and honeymoon will be one unforgettable experience.

Destination weddings are the best fit for couples who are ready to host and celebrate with their guests in a unique location. Those kinds of events can also be advisable for couples who have many friends scattered around the world. A way to meet up in a special location to celebrate together.

So whatever destination you have chosen for your wedding, in this article you will find everything you need to know to best organize and plan your Destination Wedding.

Planning Your Destination Wedding

Destination Weddings are a fantastic way to make one of the most memorable days of your life even more amazing. But where do you even start to bring your dream big day to life? How to plan a destination wedding?

Organizing a traditional wedding is already very challenging and if you consider all the logistical aspects, a destination wedding can be much more challenging, especially if you don’t rely on the right and competent professionals.

Destination weddings also come with many perks that can streamline the wedding planning process. With a clear vision and the help of a valid wedding planner everything will be easier.

Below are some 5 fundamental steps to follow for planning your Destination Wedding.

Step 1: Choosing the Perfect Destination

Obviously the first step to take in, planning a Destination Wedding, is choosing the place where you want to get married. It means firstly choosing the country and then also the venue or the specific place (a particular beach, a mountain resort, an urban context etc.).

If you have a place of your heart such as the place where your fiancé asked you to get married during the last holiday spent together, or a place dear to you and your family, it could be a starting point. But analyze some aspects carefully: What did you love about the location? Did the weather play a big factor? Did you love the people and the culture?

If the answers to these questions are consistent with those destinations that are dear to you, it means that you are on the right path on choosing the location of your wedding.

If, on the other hand, some answers are not compatible with those locations, you should consider other options that can satisfy all your expectations.

Some Tips

Some useful tips to keep in mind are certainly:

1. Take the unpredictability out of a destination wedding by visiting the location before you start planning. Booking a ceremony venue, hotel or resort sight unseen can be risky;
2. Be well informed about the travel documents needed for you and your guests. For example, if passport is required, ask your guests to request one or make sure it is still valid as well as all other travel documents. If necessary, think about any insurance coverage for you and your guests against loss of luggage, delay or possible unforeseen events or medical insurance;
3. Understand when huge cultural events (such as local religious holidays) or sporting events occur in your destination of choice. These holidays can affect everything from venue pricing, accommodation availability, and ease of booking vendors, so it is better to avoid booking your wedding on these dates;
4. Get information on local weather conditions in the periods concerned. Compare the most reliable forecasts. Be sure to include this information on your wedding invitations so guests can pack appropriately.
5. Keep in mind cultural differences and language barriers: what languages are spoken? Will your guests be able to communicate easily in English? Are there habits and customs to keep in mind? Are there particular legislative indications to know? Ensure there are no recent travel warnings, political issues, or health concerns in the region, if there are make sure your guests are fully informed and that none of your guests will feel uncomfortable due to their religion, gender, or sexual preference;
6. Find a planner or coordinator that specialized in destination weddings, you have an expert taking care of it all for you.

Top 5 Popular Wedding Destination

• Beach Wedding Destination: if your dream is to get married on the beach, probably the most common image is a ceremony in a tropical beach with white sand and palm trees, crystal clear water and warm temperatures. The most popular locations for this type of wedding are the Caribbean islands which are also the cheapest: Jamaica, Mexico and the Bahamas. The coastal areas of Europe should also not be underestimated, some of the most beautiful are: the south of France (Côte d’Azur), Spain (Costa Blanca), Italy (Sicily, Sardinia, Amalfi Coast), Greece (Santorini, Mykonos). Bali and the coast of Thailand are great options for those who want to go somewhere further flung.

• Mountain Wedding Destination: if, however, your desire is to live your best day ever and say “I do” among the majestic peaks of a mountain, plan this type of wedding is right for you! National and State Parks are great options for couples that want to host their wedding within the U.S. You can also decide to host your wedding at the mountain top resort such as a chalet nestled in the Alps. Even in Africa you can discover some incredible places for an adventurous wedding.

• Vineyard Wedding Destinations: the vineyard can be the ideal setting for planning your wedding, a wedding to also experience as a tasting experience of fine wines. It could be a valid alternative to a resort, these vineyards often have accommodation facilities to accommodate guests too. Tuscany and Provence could be charming destination in Europe. Even in south Africa you can discover interesting travel experiences.

• Historic Property Wedding Destinations: if you and your future spouse are passionate about art, history and architecture this is the kind of wedding for you. Choosing a historic home as the setting for your wedding will allow you to enjoy the artistic beauties. Italy and France are great options if you’re hoping to get married in a villa or sprawling chateau, while England, Scotland, and Germany are perfect for castle lovers.

• City Wedding Destinations: A romantic trip between European capitals: Paris, London, Rome, Madrid, Athens. You can choose one of these capitals rich in history and artistic heritage as the frame of your wedding. But you can also consider Marrakech, Bangkok, or Rio De Janeiro that are becoming more popular international destinations.

Step 2: Budgeting For Your Destination Wedding

Once you have chosen the destination for your wedding you must set the budget that you can invest in your wedding.

This choice is very important and you must have clear ideas before selecting and booking what you would like.

Don’t be discouraged, know that even if you have a limited budget there are valid and creative options that will save you money.

Some decisions could have a strong impact on the budget such as the number of guests or whether or not to have a wedding planner.

The decision to hire a wedding planner is highly advisable especially for more distant destinations. It would be very difficult and very stressful to find the right suppliers in the chosen destination. But it would also be very complicated to make financial arrangements and take care of all the bureaucratic aspects (contracts, assignments, etc.)

Plan destination weddings is not easy! A wedding planner can help you understand how to plan a destination wedding, can connect you with the best vendors (venues, florist, videographer, photographers) and take care of all the tedious and stressful things for you, making planning your wedding will be a more joyful and exciting experience.

As I mentioned before, it is also important to decide on the number of guests, it will be a big impact on the budget. So, you need to draw up a list of guests and also ask them, well in advance, to book the trip and take a few extra days off.

This will certainly result in around 40% – 60% of the guests giving up because not everyone will have the opportunity to ask for holidays or commit to more days.

Step 3: Finding the Right Vendors

Even if you have decided to hire a destination wedding planner, don’t underestimate the importance of knowing your suppliers. Every professional has his own talent but it is important to know the person behind as well as appreciating the quality of his work.

A destination wedding planner can surely help you to understand how to plan a destination wedding.

Remember that those aspects of feeling and empathy turns out to be of particular importance for some suppliers such as videographers and photographers who have the task of telling the couple’s story with images and emotions to create an indelible memory.

Prior to your first site visit, set up meetings with the better know professionals specialized in destination weddings (florists, caterers, Make-up artists, photographers, videographers, etc.). If you bring specialists from home or from faraway, expect to cover travel costs.

Few Steps

How to plan a destination wedding? To answer to this question don’t miss some steps in wedding planning will determinate the involvement of suppliers. Here are some that you shouldn’t miss out on:

• The suppliers for the setup of your ceremony and dinner sitting: are those from who you will rent chairs, tables, and objects that will enrich and furnish your event (plates, glasses, lamps, vases, candle holders, etc.). Make sure they are contacted well in advance so that they can menage the logistics and recovery of what is required.

• Food and drink: hire a caterer who also specializes in international dishes so you can satisfy all the needs of your guests. But let it be a catering company that makes typical dishes of the country where you are getting married, ensuring the quality and freshness of the products.

• Videographer: remember to hire a talented videographer! Think about how much time it took you to organize such a special day. The video that documents that day will make it eternal, you can watch it again and relive it whenever you want without fear of forgetting every detail! Choose a professional who has a style that represents you, with whom you feel comfortable and also evaluate the budget without ever sacrificing quality and professionalism. Set up calls to meet your wedding videographer, ask him/her for advice and share your expectations.

• Photographer. Hire also an amazing photographer. Like the video, the photos also deserve a special place. Choose a professional photographer who can stop time through his shots and immortalize the feelings of your most beautiful day. Set up call with him/her too and organize a call with both photographer and videographer.

• Florist: Flowers are often a big part of wedding but are not must. It depends where you are planning your wedding. It is important to carefully choose the flowers that best suit your wedding not only in terms of style, color palette, and arrangement but also that they resist high temperatures or particular climatic conditions.

• Music Entertainment: be sure to choose what you like more (local band, DJ). An authentic music selection can really lock in lifelong memories about your wedding destination.

Step 4: Managing the Logistics of a Destination Wedding

Destination Wedding Planning Checklist & Timeline

Here for you an important destination wedding checklist and timeline to consider for your destination wedding:

• From 12 to 18 months before… Choose a location and plan your trip, set your budget, hire a wedding planner, book your venue, build your guest list, check visa requirements and renew your passport;

• From 9 to 11 months before… book your vendors especially videographer and photographer but also any large décor rental such as tables and chairs, send out save the dates, create your wedding website, recruit your wedding party, purchase your dress and/or tux, plan and book wedding-related events (welcome dinner, pool party, brunch etc.);

• From 6 to 8 months before… book your rehearsal dinner, decide your menu, order and send your wedding invitations, continue booking vendors (hairstylist/makeup artist, cake maker, DJ, officiant etc.);

• From 3 to 5 months before… book travel and transportations, buy wedding rings and accessories, book your honeymoon, keep track of responses from guests and meal choices;

• From 6 to 8 weeks before… confirm all bookings and reservations, get required vaccines for your destination (if required), ensure you have all necessary legal documents (travel documents);

• From 3 to 5 weeks before… build seating chart, select what needs to go in the suitcase such as outfits;

• From 1 to 2 weeks before… pick up dress/tux, confirm travel plans, verify to have the right currency on hand for your destinations and to tip vendors (if necessary);

• From 4 to 5 days before…pack your bags, reach your destination, inspect the venues where you have organized your events and if you can, meet your suppliers.

Step 5: Planning the Details of your Destination Wedding

Be sure to research requirements for legal weddings in your location far in advance. Choose whether to opt for a civil or symbolic ceremony and whether you want your marriage to be legally recognized in the country where you are getting married.

Many couples choose to have a legal ceremony in their city before their symbolic destination wedding. This is the easy way.

If you also want your marriage to be legally recognized in the country where you decided to get married, obtain detailed information on the requirements and documentation, the process may not be simple and take a long time.

Making the Most of your Destination Wedding Experience

Your wedding will be the highlight of this trip for everyone, but making memories during your stay is also important. If you have decided to get married in a certain country it is because you love its landscape, its, culture and what it can offer you.

It is rare to have family and friends together at distant destination, so make the most of it!

Planning short day trips, spa treatments, or exploring the city together will make your wedding an event to remember.

Be sure to share the activities schedule with your guests in advance so that they can choose whether or not to participate and also select their own wardrobe.

I hope this article has been useful to you and has clarified your ideas on how to plan a destination wedding.