Destination Wedding Planning: Everything You Need to Know

A destination wedding offers something special: a celebration in a beautiful location surrounded by your closest people, often combined with a vacation. But planning a wedding away from home comes with unique challenges. From legal requirements to guest logistics, there's a lot to consider.

Here's your comprehensive guide to pulling off a destination wedding successfully.

Is a Destination Wedding Right for You?

Before diving in, honestly assess whether this style fits your situation.

Destination weddings work well when:

• You want a smaller, more intimate celebration
• You and your partner love to travel
• Your families are already spread out geographically
• You're okay with some guests not being able to attend
• You want your wedding to double as a vacation

They're challenging when:

• You have many elderly or mobility-limited guests
• A large guest count is important to you
• Your budget is very tight (they can cost more or less depending on location)
• You have strong ties to a particular hometown venue

Choosing Your Destination

The location sets everything else in motion. Consider these factors:

Practical Considerations

Accessibility:

• Direct flights from major airports
• Visa requirements for your guests
• Travel time (12+ hour flights limit attendance)
• Infrastructure at the destination

Climate:

• Weather during your preferred dates
• Hurricane, monsoon, or other seasonal risks
• Backup options for outdoor ceremonies

Language and Culture:

• Will language barriers create challenges?
• Are there cultural wedding customs to consider?
• How wedding-friendly is the location?

Popular Destination Types

Beach locations: Mexico, Caribbean, Hawaii, Mediterranean coast European cities: Italy, France, Spain, Portugal Mountain retreats: Colorado, Swiss Alps, Canadian Rockies Vineyard and wine country: Napa, Tuscany, Provence Tropical islands: Bali, Fiji, Maldives, Thailand

Understanding Legal Requirements

This is crucial and varies dramatically by location.

Questions to research:

• Can you legally marry there, or do you need a civil ceremony at home?
• What documents are required (birth certificates, passports, blood tests)?
• How far in advance must you arrive to file paperwork?
• Do documents need translation or apostille stamps?
• What's the waiting period after filing?

Common approaches:

1. Legal ceremony at destination: Complete all requirements there
2. Legal ceremony at home, celebration abroad: Marry legally at home, then have the destination celebration
3. Symbolic ceremony abroad, legal later: Ceremony with an officiant for the experience, paperwork at home

Many couples choose option 2 or 3 to avoid paperwork stress.

Budgeting for a Destination Wedding

Destination weddings can be more or less expensive than local ones. It depends on the location and what you're paying for.

Potentially cheaper:

• Smaller guest list means lower catering costs
• All-inclusive resorts bundle many services
• Some destinations have lower vendor costs
• No hometown venue premium

Potentially more expensive:

• Travel costs for you and potentially your vendors
• Multiple days of events (welcome dinner, farewell brunch)
• Site visits before the wedding
• Currency exchange fluctuations
• Shipping decor or attire

What you might cover for guests:

• Welcome dinner
• Transportation to/from venue
• Some couples cover accommodations (not required)

What guests typically cover:

• Their flights and most accommodations
• Their personal activities
• Additional days of vacation

Be clear in your communications about what's included.

Hiring Vendors from Afar

Finding and vetting vendors you've never met in person requires extra diligence.

How to find vendors:

• Ask your venue for preferred vendor lists
• Search wedding blogs and publications for that location
• Join destination wedding Facebook groups for recommendations
• Consider hiring a local wedding planner

Questions to ask:

• Can you provide references from couples in my country?
• What's your experience with international weddings?
• How do you handle communication across time zones?
• What's your payment structure and currency preference?
• What happens if there's a language barrier day-of?

The case for a destination planner: A local wedding planner is worth serious consideration. They know the vendors, understand local customs, handle logistics on the ground, and troubleshoot issues you can't manage from afar.

Managing Guest Logistics

Your guests are traveling for you. Make it as easy as possible for them.

Save the Dates (Early!)

Send save-the-dates 8-12 months in advance for destination weddings. Guests need time to:

• Request time off work
• Budget for travel
• Arrange childcare or pet care
• Book flights and accommodations

Create a Wedding Website

Your website should include:

• Travel information (airports, airlines, flight tips)
• Accommodation options at various price points
• Transportation between airport and hotel
• Wedding weekend schedule
• Local attractions and activities
• Dress code and weather expectations
• FAQ addressing common concerns

Room Blocks

Negotiate room blocks at one or two hotels near your venue.

Room block tips:

• Get blocks at different price points
• Understand the cutoff date and any penalties
• Share booking codes with guests
• Don't overcommit (you may be responsible for unsold rooms)

Group Travel Coordination

Make logistics easier by:

• Sharing flight deals when you find them
• Creating a Facebook group or chat for guests to connect
• Arranging group airport transfers
• Planning optional group activities

Planning the Wedding Weekend

Destination weddings often span multiple days.

Typical schedule:

Day 1 (Arrival):

• Welcome drinks or casual dinner
• Chance for guests to meet each other

Day 2 (Wedding Day):

• Morning: Free time or optional activities
• Afternoon: Getting ready
• Evening: Ceremony and reception

Day 3 (Farewell):

• Brunch or breakfast for lingering guests
• Relaxed goodbye

You don't have to host every meal. Give guests free time to explore on their own.

Handling RSVPs and Attendance

Accept that not everyone will come. Destination weddings typically see 50-70% attendance.

Those who may decline:

• Guests with limited budgets
• Those with young children
• Elderly or health-compromised guests
• People who can't take time off work
• Those with travel anxiety

Don't take it personally. Make sure you've communicated clearly, then respect each person's decision.

Packing and Shipping

Getting your attire and decor there safely requires planning.

Wedding attire:

• Carry it on the plane if possible
• Use a garment bag designed for travel
• Steam or press upon arrival
• Have a backup plan for lost luggage

Decor and supplies:

• Ship items to the venue or hotel ahead of time
• Consider what you can source locally
• Pack essentials in your carry-on

Emergency kit:

• Sewing supplies
• Pain relievers
• Stain remover
• Backup makeup
• Phone chargers

Weather and Backup Plans

You're less familiar with local weather patterns, so plan for contingencies.

Preparation:

• Research historical weather for your dates
• Avoid peak hurricane/monsoon seasons
• Have indoor backup options
• Accept some uncertainty is part of the adventure

Making It Feel Special

A destination wedding should feel like more than just a vacation with a ceremony attached.

Ways to elevate the experience:

• Incorporate local culture (food, music, traditions)
• Plan meaningful activities together
• Create welcome bags with local treats
• Hire local vendors who bring authentic flavor
• Use the natural beauty of the location as your decor

Staying Organized from Afar

Planning from a distance means organization is everything.

Tools that help:

• Juna for tracking vendors, timeline, and guest list
• Video calls for vendor meetings
• Shared documents with your partner
• A detailed timeline for the wedding weekend
• Contact list for all vendors and accommodations

After the Wedding

Don't forget to:

• Obtain official marriage documents if needed
• Handle any outstanding vendor payments
• Send thank you notes
• Share photos with guests
• Leave reviews for vendors

Final Thoughts

A destination wedding takes more planning than a local celebration, but the payoff can be incredible. You'll create lasting memories in a beautiful place, surrounded by the people who matter most (and who cared enough to travel for you).

Start early, stay organized, and remember: your guests are getting a vacation out of this too. Everyone wins.

Happy planning, and bon voyage!