Are you planning a wedding thousands of miles away from home? If this is you, chances are you are planning a destination wedding. But, before you and your fiance back your bags and head to your favorite international vacation spot, there are many vital details that you need to account for. So, whether you're planning a destination wedding around the world or just on the sandy beaches across the United States, you must understand that the planning may require a different perspective.
We’ve planned and coordinated destination weddings from the white sandy beaches of Maui, to the eclectic shores of Mexico. We know that you’ll need more than just your bags packed and a few phone calls made prior. So, let’s dive into the world of destination weddings and talk about some of the big factors that need to be considered while planning your destination wedding.
Are Destination Weddings for You?
If you’re on the fence about taking the jump into a destination wedding, there are a few things to consider. Destination weddings are not for everyone. The couples that fit this style of wedding the best may have friends and family that are spread out across the country or world. If your guests are already having to travel to your residing location, it may be a fun idea to have everyone meet in neutral territory. If you’re wanting to have all your loved ones and guests present, a destination wedding may not be for you. When you decide upon a destination wedding, there has to be a mutual understanding that not everyone will be able to attend.
Location is Everything
If you’ve decided that you are ready to start planning a destination wedding, you must select your location first. As you think about your choices for a location, you’ll want to choose somewhere that has all the resources you’ll need. Locations for your destination wedding need to have the following:
Accommodations for guests and wedding party
Vendors
No recent travel warnings or bans
Safe areas to travel, including no health issues
Ensure travel is suitable for all ages and health needs of your guests
You want your location to be accommodating to your guests and be a place that your guests feel safe to travel to. As you select your location, do your extensive research, especially if it is an international location.
Hire a Wedding Planner
This is a must. If you’re planning a destination wedding, you need a line in the budget to hire a wedding planner or coordinator. We recommend if you are searching locally, to find a planner that has destination wedding packages. If you’re planning on hiring an international planner, ensure that language is not a barrier and set up face to face interviews (whether in person, or on zoom) before hiring. A planner will not only help you with all the behind the scene coordinating prior to the event, but you’ll want your planner to be at the location a few days prior to your wedding day. You will need someone on location to ensure all the details are set for your wedding day.
Keep your Guests in Mind
Unless you’re planning a destination wedding with just the two of you, every decision you make must involve your guests. It is not common for the couple to pay their way for each of their guests, as we can imagine it would be costly, you’ll want to consider how to make accommodations and travel fit into your guests’ budgets. You will want to offer a variety of accommodations to stay, including accommodations that don’t require extensive travel to the venue. Check with each hotel or resort and see if you can set up a room block to lower costs. Try to plan ahead and give suggestions for transportation from the airport to the hotel, or from the hotel to the venue. Create options for all budgets. This will help lower the stress of the unknown for your wedding guests.
Use Local Vendors
Local vendors will be your best option when planning a wedding. Once your location is selected, work with your wedding planner to determine what is in season. This can cut costs, especially for weddings that are around the world. Common research will need to include food, such as fish, vegetables, and fruit, that are in season and of course what seasonal blooms are available. We highly suggest you use and embrace what surrounds your location. After your vendors are selected, work to either meet in person or virtually. It’s always good to meet your vendors face to face, or as close to face to face as possible. Ensure that your vendors have references and reviews or ask your location for referrals.
Visit your Location
We highly suggest that you and your fiance visit your location prior to the big event. We will be honest when we say, sometimes pictures do not speak all of the truth. Of course we always suggest extensive research prior to booking the location, but sometimes you need boots on the ground to figure out all the details needed. Now, if you can’t visit in advance, plan your arrival a few days prior to your wedding day. This will allow you to fully get a good sense of your wedding venue and the location that surrounds it. You definitely don’t want any surprises on the big day.
Create Experiences
The best part of a destination wedding is it is an all inclusive experience. Many of our couples who chose a destination wedding, turn it into a trip for all. Look into excursions or create some events for your guests to attend. This will allow you to interact and enjoy time with your guests and explore what the local area has to offer. Create wedding guests bags and arrange delivery to each accommodation to ensure guests feel welcome and know all the details about the wedding. We love a destination couple that gives their guests all the information up front. Keep in mind that your guests have traveled far and wide to attend your wedding, so if you can enhance their experience and show your appreciation for their attendance, we encourage you to do so. But, don’t bust the bank or your budget. Find ways to make it work with your budget and wants or needs for your wedding day.
Destination weddings are a modern way to celebrate the love and bond between two people. Now, we know that they are not for everyone and you may have to be an adventurous soul to even consider planning one, but when done with care– they are a beautiful affair. If you are leaning towards planning a destination wedding, we highly encourage you to hire a planner locally or at your destination before planning anything. They are professionals and can help guide you through the process. Remember to keep your guests in mind, use your location to the maximum, and create an experience of a lifetime.
Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 18 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.