Tips to Follow When Planning a Destination Wedding

Wedding planning can be a stressful and hectic process, and if you are planning a destination wedding, it can be even more challenging. Never impossible though. When planned properly, a destination wedding can create the experience you have always dreamed of. It can also act as a wedding and honeymoon! Here are some tips and tricks that will help you plan the perfect destination wedding without loads of stress:

WHEN TO HAVE THE DESTINATION WEDDING

There are a few things to keep in mind when planning your out-of-state or country wedding. The first topic of research should be the weather in the area you plan to have the wedding. Do you desire a warmer climate or a cooler one? Will it be a rainy season or a dry one? Are there certain foods you desire and are they in or out of season? You also need to consider tourism and how that impacts the prices of hotels and venues. The busy tourist season means higher prices and crowded venues. However, the off-tourist season could mean that many venues and popular vacation spots are closed due to a lack of activity. You must decide what you desire more or find a sweet spot in between.

HOW TO CHOOSE THE LOCATIONS

It seems like a given to choose a location that is safe for everyone but considering the ever-changing political climate in many countries, you always want to make sure it is a place where your guests feel safe no matter their religion, sexual preference, or gender. You also need to make sure the venue can accommodate all your needs like space for your guests and accessibility for vendors. Of course, in these COVID times, investigate health and travel restrictions and as mentioned above, always research the weather and make sure it is compatible with your wedding needs.

WHEN TO NOTIFY GUESTS OF THE DESTINATION WEDDING DATE

For destination weddings, guests may need to request time off and might even need to spend a bit more than usual, so they are going to need that time to talk to their bosses, rearrange their schedules, and possibly budget specifically for the wedding. Save the dates should be mailed 8-12 months before the wedding and the official invites should be sent out 3-4 months before.

CONSIDER CREATING A WEDDING WEBSITE

This one isn’t a make or break and will initially feel like more work, but once finished, it will make the process smoother for you and your guests. This website can include group flight and hotel costs, a list of activities they can do on their own, how to get to and from the airport, what they will need for the climate, and an itinerary for the wedding week or weekend events. Having this information will help them feel more secure and cared for and hopefully take the stress off you by not having to answer so many questions. Have the link available to send when a guest needs information.

LET THE GUESTS KNOW WHAT COSTS YOU DO AND DO NOT COVER

Many guests will assume that they will be covering lodging and transportation costs but just in case that is not known, let them politely know ahead of time that those costs will be their responsibility. However, to take some pressure off, provide recommendations for booking websites. If you reserved a hotel room block, make it clear that each guest needs to reserve their room within that block. Your wedding website and save the date cards are a great way to pass this information along.

HOW YOU CAN HELP THE GUESTS BOOK THE TRAVELING

We mentioned a few tips on how to help guests prepare for accommodations above but let’s go further into that and talk about the travel itself. You do not need to personally book anyone’s travel, but it is encouraged to make it a little easier on them. Consider hiring a travel agent that can help with group bookings, discounts, guest information input, upgrades, and flight deals.

BE PATIENT WITH LOCAL VENDORS

Not all vendors will be on your time. Often, they are a bit more laid back and already have a plan for the wedding to run smoothly. This isn’t to say that you shouldn’t have scheduled check-ins and meetings before the wedding to make sure you and their team are a good fit, it just means that there is no need to micromanage. You chose them, you trust them, leave it in their hands and enjoy your wedding week.

PLANNING A REGISTRY

Due to the higher costs of traveling, couples will often encourage guests to not give gifts. The effort of them finding the time and spending more money to be at your destination wedding is a gift and it is okay to make that clear. However, if you desire gifts or your guests insist on giving them, let the guests know that the gifts need to be shipped to your home location, not the venue. Also, encourage virtual gifts like online donations for your honeymoon fund or gift cards. If all the gifts are honeymoon-focused, check with your venue or hotel to see if they offer their own honeymoon registries for an at-location gift experience.

CHOOSE LOCAL FLORALS FROM THE CHOSEN DESTINATION

If you’re looking to completely immerse yourself in your favorite destination and save money on florals, choose flowers local to the area. You will not have to worry about shipping costs and the florals will probably arrive fresher and with less damage due to travel.

VISIT IN ADVANCE

In an ideal world, we would recommend visiting your venue before you book it. If possible, we would visit it a second time to finalize all the details. If you are unable to make the second trip, perhaps consider arriving a week before your wedding to make sure everything is good to go.

MEET THE VENDORS

Before your first visit, set up meetings with well-known and experienced vendors in the area. If those vendors are out of your budget, check with the venue to see if they recommend any local vendors that they trust and at a more affordable cost. If you have someone in mind in your area, that’s okay too, just be prepared to cover their travel and lodging costs and always make sure the venue can accommodate them and their requirements to provide a smooth experience for you and your vendors.

PLAN ADDITIONAL EVENTS

Plan an event before the wedding like a welcome party/gathering or plan an event after the wedding like a thank-you brunch or farewell dinner. The welcome party can be combined with the rehearsal dinner if it makes things easier. If guests will be there the entire week, you can also plan group activities like wine tastings or tours. Guests can also go solo and do their own thing. If that’s the case, provide them with the information and transportation to do so.

FIND WEDDING INSURANCE

Check with your venue to see if they provide wedding insurance (many do) or find a reliable outside source. This will help protect your financial investment and provide comfort if anything is lost or damaged. Make sure to read all the details of the policy to ensure that you’re getting the coverage you need.

THINK ABOUT UNEXPECTED EXPENSES

Like local weddings, always prepare your budget for unexpected expenses. Destination weddings are no different. Have local currency on you for emergencies. Call your bank and let them know you’re traveling abroad so you can avoid foreign transaction fees and declined cards. Keep in mind that there are baggage fees, shipping costs, and vendor tips. If you’re having a welcome lunch or goodbye dinner, make sure that is also within your budget.

CHECK LOCAL MARRIAGE REQUIREMENTS

If you are not having your marriage officiated in your home state or country, you’ll need to investigate the rules of what makes your marriage legal in your wedding destination. Research what paperwork you’ll need, like a birth certificate or proof of residency. Do your research and be prepared so you can enter the location unmarried and leave legally married.

PREPARE PASSPORTS AND OTHER DOCUMENTS

Remember the basics. Passport and license. Make sure nothing is or is about to expire. Some countries also require you to provide a list of previously visited countries, vaccinations, and health records. Make sure all your guests have access to this information too!

CREATE WELCOME BAGS

It can be intimidating visiting a new country. Providing your guests with welcome bags filled with snacks, water bottles, and maps will make them feel cared for and safe. Also, feel free to throw in some items specific to the current location like sunscreen (warmer climates) or warm tea (colder climates).

CHOOSE A WEDDING DRESS THAT FITS THE LOCATION

For warmer climates, you’ll want a dress that is lightweight and flowy. For colder climates, you can get away with a dress that is heavy or has lots of layers. If you are bringing your dress with you, it is recommended to just carry it on. Make sure there is a professional that can steam it when you arrive.

FIND ALONE TIME FOR YOUR HONEYMOON

If your honeymoon is at the same venue as your guests but you and your new spouse need alone time, make that clear to your guests, perhaps at the thank you/goodbye dinner. If you feel odd or impolite doing that, book an area of the venue that is separate from your guests. Many hotels have suites, independent villas, or off-site cabins.

HIRE A PLANNER

If you’re trying to avoid stress at all costs and do not have the time to plan a destination wedding, hire a wedding planner that specializes in destination weddings. You’ll avoid hours of confusing phone calls, emails, and language barriers. If a wedding planner is out of your budget, research venues that have incredibly experienced on-site coordinators.

There we have it! Exclusive Planning and Management’s best tips for planning a destination wedding. It is difficult to fit every single detail in (that would be a novel of a blog) but we will always provide all the essential tips. If you’re interested in planning a destination wedding soon and have questions/concerns that this blog did not cover, give us a call! We would love to chat and help you with whatever you need. You can also check out our Instagram @sandynissou for the latest tips, tricks, and trends!

Interested in looking further into how we can help with your wedding planning? Send us an email to see how we can help make your dream day come to life!