Destination Wedding Planning: When To Start?

Planning a destination wedding can be stressful, but with a clear vision and a good attitude, it is achievable. It is recommended to start planning 12–18 months in advance to secure the venue, accommodations, and vendors, but it is possible to plan a smaller wedding in 3–6 months. To begin, consider your budget and research venues, keeping in mind that all-inclusive options are easier to plan. Understand the legal requirements for your destination, including paperwork and waiting periods, and be mindful of passport and visa requirements for you and your guests. It is also important to be cautious of planning too far in advance, as things may change and you may find yourself re-planning.

How much notice should I give my guests?

Planning a destination wedding can be stressful, but giving your guests enough notice can help to ease the process. While there is no one-size-fits-all answer to how much notice to give, providing ample time will allow your guests to adequately prepare for their attendance. Here are some factors to consider when deciding how much notice to give:

Financial Considerations:

Guests will need time to budget and save for the wedding, especially if it is a destination wedding that requires travel and accommodations. It is recommended that you give your guests at least 10 months to a year's notice to allow them to plan financially. This will enable them to create a budget, save money, and make any necessary arrangements to cover the costs of their attendance.

Work Commitments:

Your guests may also need to request time off from work, especially if they are travelling a long distance for the wedding. Those in industries with strict time-off policies will appreciate having more advanced notice to ensure they can secure the necessary days off. A year or more of notice will give your guests the best chance to arrange their work schedules and plan any other commitments around your wedding.

Travel Logistics:

Destination weddings often involve travel for your guests, so providing them with enough time to make travel arrangements is crucial. This includes booking flights, accommodations, and any other necessary transportation. By giving your guests ample notice, they can take advantage of early bird discounts, score better deals, and have a wider range of options to choose from.

Personal Planning:

Some guests may want to plan additional activities or extend their trip to explore the destination. Providing early notice allows them to plan their own itineraries and make the most of their travels. It also gives them the opportunity to coordinate with other guests, potentially sharing accommodations or travel arrangements to reduce costs.

Your Planning Process:

The timeline for sending out invitations and save-the-dates will depend on your own planning process. It is recommended to have a wedding website or save-the-date cards ready before sending out formal invitations. This way, guests can access important information about the wedding and start making their arrangements. Sending save-the-dates 10-12 months in advance is common, with formal invitations following a few months later.

Ultimately, the amount of notice you give your guests will depend on your unique situation and the preferences of your guest list. While a year is a good benchmark, providing more time can be beneficial, especially for destination weddings. Communicating your plans early on will help your guests prepare and ensure they can join you on your special day.

How far in advance should I book my venue?

The short answer is that it's never too early to book your wedding venue. Many couples feel pressured to book their wedding venue as soon as they get engaged, but this is not necessary.

The optimal timeframe for booking your wedding venue depends on factors such as your desired date, venue popularity, and personal preferences. It's a delicate balance between choosing a wedding date and securing the venue. Flexibility in dates can increase your chances of securing a popular venue, but having a specific date in mind can also influence your venue choice.

If you're looking for a destination wedding during peak season, you'll want to book farther in advance, as these dates are often in high demand. A range of 9 to 12 months in advance of the preferred date is generally advisable for securing the best options. If you're eyeing a highly sought-after venue, you may even need to book more than 14 months in advance to secure your first choice of the resort, wedding date, and location.

On the other hand, if you're considering a larger facility or a venue that is off the beaten path, you may be able to score a reservation as little as six months in advance. Opting for an off-peak season or a weekday wedding can also increase availability and may offer cost savings.

While it's never too early to book, keep in mind that booking too far in advance may limit your options, especially if your preferences change or unforeseen circumstances arise. Additionally, some resorts may not get back to you consistently until three months before the wedding, which can be frustrating if you've booked far in advance.

How do I choose a destination?

Choosing a destination for your wedding is a highly personal decision. Here are some factors to consider when making your choice:

Location's Significance

If the location plays a significant role in your relationship, it will make your wedding celebration more authentic and meaningful. For example, you could choose the city where you and your partner fell in love or a place that holds special memories for both of you.

Travel Logistics

Consider the ease of travel to your chosen destination. Opt for a location that is a direct flight or, at most, has one stop. Keep in mind that not all your guests will be willing to undertake lengthy or complicated journeys. Additionally, look into whether your guests can pay for their travel arrangements in instalments, making it more manageable for them to attend.

Timing and Seasonality

Each destination has a peak season when tourist numbers surge, making it more expensive and crowded. Opting for the off-season may be more affordable, but some amenities may not be available. A good compromise is the shoulder season, which avoids the peak prices and crowds. Check the local event calendar to avoid major events that could impact accommodation costs and availability.

Guest Considerations

Provide your guests with a range of accommodation options at different price points. It is also considerate to give your guests ample notice – at least 10 months, if not more. This allows them time to save money and book time off work. However, be mindful that some people may not want to commit too far in advance, so a balance is necessary.

Your Budget

Before settling on a destination, establish your budget. This will guide your decision-making and ensure you don't overcommit financially. Even if you have a smaller budget, there are creative and affordable venue options available.

Local Support

Consider hiring a local wedding planner or travel agent who can provide invaluable insights and ease the stress of planning an event in an unfamiliar place. They can also help with group reservations, inputting travel information, and securing the best deals and upgrades for your guests.

Remember, there is no one-size-fits-all approach to choosing a destination for your wedding. Select a location that resonates with you and your partner and aligns with your budget and logistical considerations.

What are the pros and cons of a destination wedding?

When it comes to deciding whether to have a destination wedding, there are several pros and cons to consider.

Pros

Destination weddings offer couples the chance to get married in a setting that is special or memorable to them. This could mean exchanging vows in a picturesque location, such as the Caribbean, or tying the knot in a place that holds a significant meaning for the couple, like where they first met. The destination wedding also provides an opportunity for the couple to create lasting memories and capture stunning wedding photos.

In addition, destination weddings can offer a more intimate atmosphere, especially if the guest list is smaller. This allows the couple to tailor their guest list to include only the people who are most important to them. Furthermore, some resorts offer all-inclusive packages for destination weddings, which can simplify the planning process and potentially reduce costs by including items such as flowers, cake, officiants, and accommodations.

Moreover, planning a destination wedding can be less expensive than a traditional wedding, especially if it involves a smaller guest list or a more compact reception. Using credit card points or miles can also help to offset travel expenses for the couple and their guests.

Cons

One of the main considerations for a destination wedding is the cost. While it can be more affordable in some cases, local weddings are typically less expensive. The travel costs for guests can add up quickly, and there may be additional expenses for the couple, such as the cost of a local wedding planner or coordinator.

Another drawback is the potential for lower attendance due to the travel requirements. Some guests may not be able to attend because of financial or time constraints, especially if the wedding is during a busy season or if there are limited days off available.

Additionally, planning a wedding in a foreign country can present challenges such as language barriers, marriage license requirements, and understanding local laws and regulations. Changing weather conditions or travel restrictions could also impact the ceremony.

In conclusion, destination weddings offer a unique and intimate experience but require careful planning and consideration of potential challenges and expenses.

When should I send out invitations?

When it comes to sending out invitations for your destination wedding, there are a few things to consider. Firstly, giving your guests enough notice is crucial, especially if they need to book time off work and make travel arrangements. Secondly, you'll want to give them all the necessary information about the wedding location and activities so that they can plan their trip effectively.

It is recommended that save-the-dates are sent out nine to twelve months in advance of the wedding. This gives your guests ample time to organise their travel plans and ensure they can attend. It is also a good idea to include a link to your wedding website on the save-the-date, so that guests can easily access all the necessary information about the wedding as it becomes available.

Now, onto the invitations. For a destination wedding, it is generally recommended to send out invitations two to four months in advance. This allows your guests enough time to finalise their travel plans and make any necessary arrangements without being too far in advance, which could lead to changes in plans and an inaccurate guest count. However, some sources suggest sending invitations six months in advance, especially if your guests need to request time off work and book travel and accommodations.

If you have a wedding planner, they may advise sending invitations no earlier than two months prior to the wedding, as they will want to confirm the final food count and other details closer to the date. However, if you feel that two months is not enough time, you can always send out the invitations earlier and set an earlier RSVP date. For example, sending the invitations three months in advance but requesting a reply by a certain date one month before the wedding. This way, you can ensure you have an accurate guest count for the venue and caterers while still giving your guests enough notice.

Frequently asked questions