Sep 35 min read

How to Plan a Destination Wedding: A Comprehensive Guide

Updated: Nov 24

I loooooove a destination wedding. Maybe I'm biased since I had one myself, but there is just something special about having all your favorite people in one place for longer than your traditional wedding. The opportunities for quality time are unmatched. However, organizing a wedding abroad comes with its own unique set of challenges. If you're considering a destination wedding, here's a comprehensive guide to help you navigate the planning process and create an epic celebration.

1. What's a Destination Wedding?

A destination wedding doesn't have to be all palm trees and pina coladas (but we love it when it is). A destination wedding is any place that is outside of the couple's hometown or place of residence.

2. Choose the Destination

The first step in planning a destination wedding is choosing the perfect location. Here are some factors to consider:

- Personal Connection: Do you have a special connection to a particular place? Perhaps it's where you took your first vacation together or where you got engaged.

- Accessibility: Consider the ease of travel for your guests. How far is the location from the nearest airport? Are there direct flights available, or will multiple connections be necessary?

- Weather and Season: Research the climate and weather patterns for your chosen destination. Make sure to plan your wedding during a season when the weather is most favorable. Check the local calendar and pay attention to any major events that could bring in large crowds. (ask me about the time we booked a reception at the same location as a May Day celebration in Kauai)

- Legal Requirements: Each country has different marriage laws and requirements. Make sure you understand what’s needed to legally marry in your chosen destination.

3. Set a Budget

Destination weddings can range from affordable to extravagant, depending on the location, guest list, and your preferences. Here are some tips for setting a realistic budget:

- Travel and Accommodation: Include the cost of travel and accommodation for yourselves and any key family members or friends.

- Local Vendors: Research local vendors such as florists, photographers, and caterers. Prices can vary significantly by location.

- Exchange Rates: Consider the exchange rate and any potential fluctuations that could affect your budget.

- Hidden Costs: Don’t forget to account for additional costs such as import fees for decor, tips, and service charges.

4. Hire a Wedding Planner

Hiring a wedding planner is one of the best investments you can make when planning a destination wedding. Your planner can be local to the area, but doesn't have to be. They can be local to you or have had experience working in the area prior. You'll spend a lot of time working with your planner throughout the process so making sure you're "vibe aligned" is key.

5. Send Save-the-Dates Early

When planning a destination wedding, it’s essential to give your guests plenty of notice. Send save-the-date cards at least 8-12 months in advance. This allows guests ample time to make travel arrangements, request time off work, and budget for the trip. Wedding invitations should be send no later than 3-4 months in advance.

6. Create a Wedding Website

A wedding website is an excellent tool for a destination wedding. It can provide guests with all the necessary information, including:

- Travel Details: Information on flights, airports, and transportation options.

- Accommodation Options: A list of nearby hotels, rental properties, and any group rates you’ve arranged. It's best to offer a range of hotel options, but keep suggestions within 10-15 minutes of each other.

- Local Attractions and Activities: Suggestions for local attractions, restaurants, and activities.

- RSVP Management: An easy way for guests to RSVP and communicate any dietary restrictions or special needs. Websites like Zola and Minted allow you to create guest lists for several different events.

7. Consider Guest Experience

Your guests are traveling a long way to be part of your special day, so make sure their experience is enjoyable. Consider the following:

- Welcome Bags: Provide welcome bags with local treats, maps, and a personalized thank-you note.

- Group Activities: Plan group activities such as a welcome dinner, a day trip, or a post-wedding brunch to bring everyone together and create lasting memories.

- Create a Home Base: If you're opting out of a hotel block for all of your guests to stay in one place, I personally love when a couple books a big airbnb to create a central hub. You may choose to host formal activities, if your rental allows, or you may opt to keep the party elsewhere. Either way, it's nice to have the space for guests to drop by and spend time with you without you having to go anywhere.

8. Understand the Legalities

Every country/state has its own legal requirements for marriage. Some require residency for a certain period, while others may require specific documentation. Make sure you:

- Research Requirements: Understand the legalities of getting married in your chosen destination.

- Secure Your Passport and all Docs: A valid passport is a given for international travel, and at the very least, you'll need a current driver's license (or a REAL ID beginning in May 2025) for domestic destinations.

- Plan Ahead: Check all the requirements and then check again. Allow plenty of time to complete any legal requirements before the wedding date.

9. Plan for the Unexpected

Even with the best planning, things can go wrong. To ensure your wedding day goes as smoothly as possible:

- Purchase Insurance: Consider wedding insurance to cover unexpected cancellations, weather issues, or vendor no-shows. Ask your venue if they have specific requirements or a recommendation on where to purchase insurance

- Have a Backup Plan: If you’re planning an outdoor wedding, have a backup plan in case of bad weather.

- Communicate Clearly: Keep an open line of communication with your vendors and guests to quickly address any last-minute changes or issues. - Be Patient: Communication with vendors and businesses in other parts of the world may take longer to get back to you than in the US. A simple follow up phone call can be helpful if you haven't heard back via email.

10. Embrace the Experience

Finally, remember to embrace the experience and enjoy the journey. Planning a destination wedding can be challenging, but it’s also a unique opportunity to create unforgettable memories with your favorite people in your favorite place. Trust your vendors, lean on your wedding planner, and most importantly, soak in every moment.

Happy planning!