Destination Wedding Planning: Logistics and Guest Experience
Plan a wedding away from home without losing your mind. Covers location scouting, legal requirements, travel logistics for you and your guests, local vendor management, and day-of coordination across time zones.
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Location Selection and Feasibility
Choose a destination based on budget, accessibility, and guest travel
A destination wedding sounds romantic until half your guest list can't afford the trip. Choose a location with direct flights from where most guests live, multiple hotel price tiers, and a favorable exchange rate. The Caribbean, Mexico, and Southern Europe are popular because they balance cost, beauty, and accessibility.
Research 3-5 destination options
Compare average flight costs from guests' home cities
Check the weather patterns for your target month
Research the rainy season, hurricane season, and extreme weather risks
Caribbean hurricane season runs June through November, with the highest risk in August-October. Mediterranean summers are dry but can hit 100°F+. Shoulder seasons (late spring, early fall) offer better weather, lower prices, and fewer tourists.
Visit the destination before booking anything
Photos lie. Visit in person to check the venue, meet potential vendors, taste the food, and assess the infrastructure. If an in-person visit isn't possible, hire a local wedding planner who can video-call you through site visits and tastings.
Schedule a scouting trip 12-14 months before the wedding
Visit 2-3 venues during the trip
Meet at least 2 local wedding planners
Evaluate the local infrastructure
A venue 3 hours from the nearest airport means guests need a full travel day just to arrive. Factor in transportation costs and logistics when comparing destinations — a cheaper venue in a remote area often costs more in total when you add ground transfers.
Proximity to an international airport
Availability of hospitals and pharmacies
Cell coverage and Wi-Fi reliability
Ground transportation options
Legal Requirements and Documentation
Research marriage laws in the destination country
Every country has different marriage requirements. Some require residency periods (France requires 40 days), blood tests (some Caribbean islands), or specific documentation translated and notarized. Research this early — it determines whether you do a legal ceremony at the destination or at home.
Check residency requirements
Identify required documents (birth certificate, passport, divorce decree if applicable)
Determine if documents need translation, notarization, or apostille
Decide between a legal ceremony abroad or a courthouse wedding at home
Many couples marry legally at a courthouse before the trip and hold a symbolic ceremony at the destination. This eliminates paperwork stress, language barriers with government offices, and the risk of administrative delays ruining the timeline.
Check visa requirements for yourself and all guests
If you have guests from multiple countries, visa requirements may differ. A guest with one passport might enter visa-free while another needs a 2-month processing period. Communicate this early so no one misses the wedding over a visa delay.
Verify passport validity (6+ months past travel date)
Research tourist visa requirements for guests from different countries
Share visa information with guests 8-10 months in advance
Purchase travel insurance for the couple
A destination wedding involves non-refundable flights, hotel blocks, and vendor deposits across international borders. Travel insurance that covers wedding cancellation, trip interruption, and medical emergencies abroad costs $200-$500 for a couple and is worth every cent.
Venue and Local Vendors
Hire a local wedding planner or destination coordinator
A local planner knows the best vendors, speaks the language, understands local customs, and can handle logistics you can't manage from abroad. Budget $2,000-$5,000 for a destination wedding coordinator. This is not optional for international weddings — it's a necessity.
Book the ceremony and reception venue through the local planner
Resort wedding packages can be great value ($5,000-$15,000 all-inclusive) but often limit customization. An independent venue gives more creative freedom but requires more coordination. Compare total costs, not just the package price.
Confirm venue capacity and layout
Verify weather backup plan (indoor option or tent)
Check noise restrictions and curfew
Understand what's included vs. rented separately
Book local vendors 8-10 months in advance
Hiring local vendors is almost always cheaper and more practical than flying vendors from home. A local photographer knows the best angles and lighting at popular venues. Ask your planner for a curated shortlist of 2-3 options per category.
Photographer (prioritize someone who knows the venue and lighting)
Florist familiar with local flowers and climate
Caterer or confirm resort catering details
Music (DJ or local musicians)
Officiant (confirm they can legally marry you if doing a legal ceremony)
Schedule a tasting via video call or during a scouting trip
If you can't visit in person, ask the caterer to prepare your menu options and send photos and descriptions via video call. Better yet, schedule the tasting during your scouting trip. Include 2-3 local dishes — guests love experiencing the destination's cuisine.
Confirm all contracts include currency, payment method, and cancellation terms
International contracts should specify the currency (USD, EUR, local currency) and whether the exchange rate is locked at signing or floating. Wire transfer fees run $25-$50 per transaction — factor this into costs. Keep copies of all contracts in a shared cloud folder.
Guest Communication and Travel
Send save-the-dates 10-12 months before the wedding
Destination wedding save-the-dates need extra lead time so guests can budget, request time off, and book affordable flights. Include the destination, approximate travel costs, and a note that detailed travel information will follow.
Create a wedding website with full travel details
The wedding website is your single source of truth for guests. Update it monthly with new details. Include a FAQ section answering the most common questions: Do I need a passport? How do I get from the airport? What should I wear? Is it safe?
Flight recommendations and airport information
Hotel options at 2-3 price points with group codes
Ground transportation from airport to hotels and venue
Visa and passport requirements
Packing suggestions and weather expectations
Schedule of wedding-week events
Negotiate hotel room blocks at 2-3 properties
Offer options at different price points: a resort where the wedding is held, a mid-range hotel nearby, and a budget-friendly option. Most hotels give a 10-20% group discount. Ask about a complimentary room for the couple when you block 10+ rooms.
Organize group airport transfers or provide detailed transportation guides
Coordinate arrival times and group guests into shared shuttles from the airport to the hotel. A private shuttle for 12-15 guests costs $100-$300 per trip depending on the destination — far cheaper than individual taxis and removes the stress of navigating a foreign airport.
Plan 2-3 group activities for the wedding trip
Guests are traveling far for your wedding — give them a memorable trip beyond the ceremony. A welcome dinner builds excitement, a group activity creates bonding moments, and a farewell brunch provides closure. Make activities optional to respect budgets and schedules.
Welcome dinner or drinks the night before
Group excursion (snorkeling, wine tour, city walk)
Farewell brunch the morning after
Prepare welcome bags for guest arrival
Deliver welcome bags to hotel rooms before guests check in. Include: water, local snacks, a printed weekend schedule, sunscreen (for tropical destinations), a map, and a personal thank-you note. Budget $15-$25 per bag.
Final Logistics and Day-Of Coordination
Arrive at the destination 3-5 days before the wedding
You need time to adjust to the time zone, handle last-minute details with vendors, attend the rehearsal, and relax before the big day. Arriving the day before a destination wedding is a recipe for jet-lagged stress.
Hold a venue walkthrough with the planner and key vendors
Walk through the entire event flow on-site: ceremony entrance, cocktail transition, reception setup, dance floor position. Fix any issues while there's still time. This is especially important if you haven't visited the venue since your initial scouting trip.
Confirm ceremony and reception layout
Review the timeline with the planner, DJ, and photographer
Do a sound check at the venue
Confirm all vendor payments and tips in local currency
Withdraw local currency for tips and last-minute expenses before the wedding day. ATMs at tourist destinations often charge 3-5% fees — use a travel-friendly debit card with no foreign transaction fees. Prepare tip envelopes labeled with each vendor's name.
Distribute a day-of contact sheet to the wedding party and planner
Include local phone numbers for all vendors
Include emergency contacts (local hospital, taxi company)
Note the timeline and key pickup/drop-off times
Pack a carry-on with irreplaceable wedding items
Never check your wedding dress, rings, marriage documents, or ceremony accessories. Airlines lose luggage, and these items are irreplaceable. Pack them in your carry-on or ship them ahead via an insured courier. Bring a garment bag that fits in the overhead bin.
Wedding dress or suit in a garment bag
Wedding rings
Marriage license or legal documents
Vow cards or ceremony readings
Frequently Asked Questions
How much more does a destination wedding cost than a local one?
Destination weddings actually average $28,000-$32,000 — slightly less than the domestic average of $33,000 — because smaller guest counts (average 50 guests vs. 130 for local weddings) offset higher per-person costs. However, the couple typically covers more expenses: welcome bags ($15-$30 per guest), group activities ($500-$2,000), and sometimes a portion of guest accommodations. Total out-of-pocket for the couple, including their own travel, averages $25,000-$40,000.
How far in advance should save-the-dates go out for a destination wedding?
Send save-the-dates 10-12 months before the wedding — 2-4 months earlier than domestic weddings. Guests need time to budget $1,500-$3,000+ for flights and accommodation, request time off work (especially if the wedding is midweek at the destination), and obtain passports or visas if traveling internationally. Follow up with formal invitations 10-12 weeks before the event, including hotel block details and travel recommendations.
What percentage of invited guests actually attend a destination wedding?
Expect 50-70% attendance for destination weddings, compared to 80-85% for local weddings. Attendance rates improve when you: choose an accessible destination (direct flights from where most guests live), provide accommodation options at multiple price points, and give 12+ months notice. Weekday weddings at the destination see lower attendance than Thursday-Sunday events. Build your guest list assuming 40% decline rate to hit your target headcount.
Do I need a wedding planner for a destination wedding?
A destination wedding planner or coordinator is nearly non-negotiable — coordinating vendors in a location you do not live in, working through local marriage laws, and managing day-of logistics remotely is extremely difficult without one. Local planners cost $2,000-$6,000 at most destination locations and save you 50+ hours of remote coordination. They also know which local vendors deliver quality and which to avoid, preventing costly mistakes with vendors you cannot vet in person.