How To Plan A Destination Wedding
Destinations weddings have gained popularity over the past years. This type of weddings not only offer an intimate and exclusive experience, allowing couples to celebrate with a smaller, close-knit group of loved ones in a unique and picturesque location, but they also often double as a vacation for both the couple and their guests, providing an opportunity to create lasting memories in a beautiful setting.
Destination weddings can simplify planning by offering all-inclusive packages and on-site coordinators, reducing stress and enabling couples to focus on enjoying their special day. The allure of a stunning backdrop and the chance to combine wedding and honeymoon in one location also contribute to their popularity.
However, the process of planning a destination wedding can also be overwhelming without the right guidance. Here's a step-by-step guide to help you navigate the process, along with a timeline to ensure everything is on track.
12-18 Months Before the Wedding: Narrowing Down Venue and Budget
Step 1: Define Your Vision
Start by discussing and visualizing your ideal wedding location - the type of experience you want to create. Do you envision a beachside ceremony, a mountaintop exchange of vows, or a charming vineyard celebration?
Consider the climate, travel logistics, and legal requirements of potential destinations.
Reach out to a Travel Professional who has experience in large group travel. At the Hello Agency our advisors are well versed in not only group travel, but curating unforgetable vacations.
Step 2: Determine Your Budget
Establish a budget not only for the wedding itself but also for your guests' accommodations. It's important to strike a balance between your dream venue and what your guests can comfortably afford.
Work closely with your travel advisor (that’s me!) to explore various options that align with your vision and budget.
Step 3: Secure the Venue
Once you’ve narrowed down your options, book your venue as early as possible. Popular destinations fill up quickly, so securing your spot 12-18 months in advance is crucial.
Your venue selection will set the tone for the entire wedding and provide a foundation for all other decisions.
9-12 Months Before the Wedding: Custom Proposals and Guest Coordination
Step 4: Create a Custom Proposal
I’ll craft a personalized proposal with current rates or block rates for your guests' accommodations. This proposal will include detailed information about the resort, room types, pricing, and booking instructions.
Share this proposal with your potential guests so they can start planning and budgeting for their travel.
Step 5: Gather Guest Information
Collect necessary details from your guests, such as their travel dates, room preferences, and any special requests. I’ll handle all the bookings to ensure a seamless experience for everyone.
6-9 Months Before the Wedding: Coordination and Communication
Step 6: Liaise with the Resort and Wedding Coordinator
I’ll maintain open communication with the resort and the wedding coordinator, ensuring that they are in close contact with you. We’ll work together to finalize the wedding details, from the ceremony layout to the reception setup.
Step 7: Finalize Guest Bookings
As your guests book their accommodations, I’ll make sure everything is confirmed and properly documented. This includes room assignments, special requests, and any other logistical details.
3-6 Months Before the Wedding: Transportation and Travel Preparation
Step 8: Arrange Transportation
I’ll organize transportation for your guests, whether it’s airport transfers, shuttle services, or special arrangements for the wedding party.
Depending on the size of your group, I can coordinate group transportation or even travel with the wedding party to ensure everything goes smoothly.
Step 9: Pre-Travel Information Sheet
A few months before the wedding, I’ll send out a pre-travel information sheet to all guests. This will include FAQs, helpful tips for the destination, packing suggestions, and any last-minute reminders.
1-3 Months Before the Wedding: Final Confirmation and Support
Step 10: Confirm All Details
I’ll reach out to the resort to double-check that all bookings, event details, and special requests are confirmed. This step is crucial to avoid any last-minute surprises.
Step 11: Be a Resource for the Bride and Groom
My main role leading up to the wedding is to be a resource for you. I’ll handle any questions or concerns that arise, whether they come from you or your guests. This allows you to focus on enjoying the journey to your big day.
1-2 Weeks Before the Wedding: Final Preparations
Step 12: Last-Minute Checks
I’ll perform one final check with the resort and transportation providers to ensure everything is set. This includes confirming arrival times, special setups, and any additional services you’ve requested.
Step 13: Travel to the Destination
If you’ve opted for it, I can travel with the wedding party to provide on-the-ground support. This can be especially helpful for larger weddings or those with complex logistics.
Timeline Recap
12-18 Months: Choose and book your venue, set your budget.
9-12 Months: Create a proposal, begin guest coordination.
6-9 Months: Finalize wedding details, confirm guest bookings.
3-6 Months: Arrange transportation, distribute travel information.
1-3 Months: Confirm all details, support the bride and groom.
1-2 Weeks: Final checks, travel to the destination.
By following this guide, you can enjoy a stress-free planning experience and ensure your destination wedding is as magical as you’ve always dreamed.
TOP 3 DESTINATION WEDDING LOCATIONS
MEXICO
Mexico offers a diverse range of beautiful settings, from the white sandy beaches of Cancun and Playa del Carmen to the dramatic landscapes of Los Cabos and the cultural richness of cities like San Miguel de Allende. Couples can choose from beachside ceremonies, colonial town venues, or even lush jungle backdrops.
Compared to other destination wedding locations, Mexico offers excellent value for money. Couples can find luxurious resorts and wedding packages at a fraction of the cost of similar venues in other parts of the world. This affordability extends to travel and accommodations for guests as well.
Mexico is known for its all-inclusive resorts, which often have on-site wedding planners and offer comprehensive wedding packages. These packages can include everything from the ceremony setup to catering, making the planning process more straightforward and stress-free.
Mexico is easily accessible from the United States and Canada, with frequent flights to major destinations like Cancun, Los Cabos, and Puerto Vallarta. This convenience makes it easier for guests to attend without extensive travel time or expense.
Photos Courtesy of Secrets Akumal Riviera Maya
HAWAII
Hawaii’s islands feature a selection of world-class resorts with comprehensive wedding packages, including everything from stunning ceremony settings to gourmet dining and spa services.
With its tropical climate, Hawaii offers pleasant weather throughout the year, ensuring a high likelihood of good weather for outdoor ceremonies and receptions.
Couples can incorporate unique Hawaiian traditions and cultural elements into their wedding, such as traditional Hawaiian lei ceremonies, Hawaiian music, and dances like the hula.
Hawaii is well-connected with numerous international flights, making it a convenient destination for couples and guests traveling from various locations.
The islands' natural beauty and relaxed vibe create a romantic and serene atmosphere, ideal for intimate and memorable weddings.
Photos Courtesy of Four Seasons Resort Hualalai 
CARIBBEAN
The Caribbean is renowned for its stunning white sand beaches and crystal-clear turquoise waters, providing a picturesque setting for beachside ceremonies and receptions.
Many Caribbean destinations offer all-inclusive resorts that simplify wedding planning by providing comprehensive packages that cover the ceremony, reception, accommodations, and more.
The Caribbean is made up of numerous islands, each with its own unique charm and offerings. Couples can choose from popular destinations like Nassau, Jamaica, St. Lucia, and Barbados, each offering different styles and experiences.
Like Hawaii, the Caribbean enjoys warm weather year-round, making it an attractive option for weddings in any season.
The Caribbean's vibrant culture, including music, dance, and cuisine, can be seamlessly integrated into the wedding celebration, providing a lively and memorable experience for guests.
The region's natural beauty, combined with luxurious resorts and private villas, creates an intimate and romantic atmosphere that enhances the overall wedding experience.
Photos Courtesy of Baha Mar
