Destination Wedding Planning Guide

Planning a destination wedding?

Why have a destination wedding?

You've always dreamed of your wedding day in a certain travel location. Maybe you spent a fantastic vacation earlier in your relationship at a gorgeous Ibiza resort or a smart Cyprus hotel. Or maybe one of you spent a summer in a quaint Tuscan village or at a rustic beach venue in Mexico. If it's easy to imagine yourselves in a wedding dress or suit in these holiday memory places, a destination wedding may be just the ticket.

Many couples with far-flung relatives have thrown up their hands trying to find a place that suits everyone. Soon it occurs to them: if everyone's going to have to travel anyway, why not a destination wedding?

Somewhere warm

Maybe you're not into traditional church or hotel reception hall weddings — you've been there, done that and want something different. Somewhere warm in the sun is a different story. Many resorts and hotels have on-site wedding coordinators that do all the legwork for you, so a destination wedding can be less stressful to plan.

Streamlining costs

No one can say a destination wedding costs less than an at-home wedding — but no one can say it costs more, either. It can often be easier to keep costs in check in a faraway location for two reasons: you're likely to have a slightly smaller guest list, and your choices may be less lavish than at home. When you're planning from afar, it all seems exotic and wonderful, so you're more likely to be happy with the simple bunch of local flowers the hotel provides.

What to consider before planning

Start as early as you can. You may think you have plenty of time, but when you look at your first choice location you might learn it's pricier than expected, or too complicated for you and your guests. Guests need lots of time too. While six to eight weeks ahead is fine for invites to a traditional home wedding, you'll need to give much more notice for a wedding abroad.

Stick to your budget. While it's easier to keep costs in check with destination weddings, keep an upper limit firmly in mind.

Be communicative. Send out save-the-date cards as soon as you know when and where you'll be marrying. Set up a wedding website to keep guests apprised of details — hotel room blocks and booking instructions, what to pack, the event itinerary and so on.

Caring for your guests

If you hadn't invited them to your wedding, they may not have chosen to visit this particular spot. Be sure to include warm and welcoming touches.

• Put together lovely welcome bags or baskets with a map, list of local attractions, an itinerary, bottles of water and snacks. Add fun extras like flip-flops for a beach wedding, a one-time-use waterproof camera or a spa gift certificate if budget allows.
• Investigate activities to please a wide range of ages — hiking, kayaking, windsurfing, or a sightseeing tour for those who prefer something quieter.
• Look after anyone needing special help. Wheelchairs, cots, babysitting — arrange these with the hotel in advance. Find out if your hotel offers a group discount on lodgings.
• Host a welcome cocktail party or light supper, plus breakfast or brunch the day after.

Timeline

First steps

• Sit down with your other half and discuss your ideal wedding
• Draw up your budget and stick to it
• Start planning the guest list
• Pick potential wedding dates
• Research potential wedding venues and ceremony locations
• Pop the question to your bridesmaids and groomsmen
• Enlist any helpers or talented friends and family (for the cake, flowers, dresses etc.)
• Optional: have an engagement party

12 months before

• Visit if you can, and book your reception venue and ceremony location
• Research potential wedding services — photographer, florist, invitations, cake, decor, music, hair, makeup
• Consider and review wedding insurance
• Decide what type of entertainment you want for ceremony, drinks reception and dancing
• Book the photographer
• Book the videographer
• Choose and order wedding invitations and stationery
• Consider options for your venue and ceremony decor
• Start your wedding dress research and purchase — you may need fittings
• Send save-the-date cards or invitations, gathering addresses for the guest list

8–10 months before

• Book ceremony music, band and DJ for reception
• Research and reserve accommodations for guests
• Contact decor hire companies for any rentals — chairs, tables, tent
• Book honeymoon if not at the location
• Order wedding cake
• Shop for the groom's suit
• Book groomsmen's suits
• Choose bridesmaids' dresses

6–8 months before

• Book ceremony musicians
• Ensure passports are in date
• Bridesmaids and groomsmen start planning hen and stag parties

4–6 months before

• Organise bouquets and buttonholes with florist or venue
• Organise the legalities
• Decide on readings and music
• Organise order of service if you want one
• Arrange travel vaccinations if necessary
• Organise wedding transport
• Continue gathering addresses for the guest list

2–3 months before

• Review final RSVP list and call any guests who haven't responded
• Order wedding rings
• Attend dress fittings
• Choose wedding rings
• Organise gifts for parents, bridesmaids, groomsmen and each other
• Book hairdresser and organise a hair trial

4 weeks before

• Final wedding dress fitting
• Pay any suppliers their final balances
• Create your table plan
• Make any last-minute adjustments with suppliers
• Order and plan in-room welcome baskets for out-of-town guests
• Call all wedding suppliers to confirm arrangements and create the day's timetable

2 weeks before

• Deliver must-have shot lists to photographer and videographer, including who should be in formal portraits and when

1 week before

• Give venue or caterer final guest headcount
• Supply wedding coordinator with a list of supplier requests
• Give ceremony and reception site managers a schedule of vendor delivery and setup times, plus contact numbers
• Manicure, massage, waxing and all preening
• Full wedding dress rehearsal from underwear to veil
• Pack an overnight bag for the reception
• Pack for the holiday or honeymoon
• Organise money to be paid to suppliers on the day

2–3 days before

• Make last minute changes to table plan if necessary
• Groom: ask the best man to make sure all groomsmen have packed up their outfits
• Confirm pick-up times with wedding transport
• Reconfirm final details with all vendors; discuss any necessary substitutions

Day before

• Drop off place cards, table cards, menus, favours and table plan to reception coordinator
• Provide all wedding professionals with an emergency phone number for the day
• Sort out payments for any final balances to be paid at the end of the reception
• Ensure the cake is on track to be delivered to reception venue
• Rehearse the ceremony with the full wedding party, readers and your officiant at the ceremony site
• Get a good night's rest

The wedding day

• Give gifts for your parents to the best man or bridesmaid for after the speeches
• Get flowers delivered to the bride's venue
• Give wedding bands to the best man to hold during the ceremony
• Introduce your reception coordinator to your wedding planner, bridesmaid or best man for any questions during the reception
• Assign a family member or attendant to be the photographer's contact so they know who is who

After the wedding

• Prearrange for someone to return any rentals
• Write and send thank-you notes to gift-bearing guests and vendors who were especially helpful

A useful resource

Another helpful blog to read is from WeddingWire: https://www.weddingwire.co.uk/wedding-tips