Planning Your Destination Wedding- 10 Important Tips for a Stress-Free Planning Experience
Destination weddings can be so beautiful. They are usually an opportunity to have an intimate celebration with loved ones and a fabulous honeymoon all wrapped into one amazing weekend. As a Caribbean wedding planner, I’ve seen couples and their guests have the time of their lives at these weddings and celebrations.
However, planning a destination wedding is different from planning a local one. Most couples planning their destination wedding have never even planned an event in a location away from home before, let alone a wedding. Starting the process can be a little frightening. That’s why I’d love to help. Here at Rachel Leigh Events, we love planning beautiful destination events. But most of all, we love making the wedding planning process easier for our couples. So, here’s a comprehensive list of things that couples planning a destination wedding should know.
Choosing A Location
Choosing a destination for your wedding is one of the first steps to take. As a Caribbean wedding planner, people often reach out to me after deciding on a particular location. Sometimes, however, couples will want to have me investigate multiple location possibilities.
One tip I always give is to go for a destination that has meaning to you as a couple. For example, did you meet on a beach in The Bahamas and go back every year to vacation? Did you “pop the question” on the sand at your favorite hotel? Think about bringing your friends and family to celebrate there with you.
This is one way to guarantee that your wedding experience is authentic and fun for you and your loved ones. Other things to consider include the time of year, the weather, and temperature. You don’t want to set your wedding during hurricane season, for example. Or choose a location that has the most gorgeous scenery where it will be too cold for your guests to even be outside. The time of the year could also be the difference between a resort swarming with tourists or one that is even closed for the season. Speaking of season, try to take advantage of “shoulder months” where you can get some great deals, and also take advantage of fabulous weather.
Your Destination Wedding Venue
Choosing the perfect venue for your wedding is important. You’ll be seeing it in your wedding pictures for the rest of your life! I always tell my couples that, at the very least, you should choose a place you both love. When it comes to a destination wedding, you should apply the same rule to the actual location. Don’t forget to also look at their wedding packages and find out what is included. Don’t be afraid to ask how involved your venue will be in your wedding process. You may also want to discuss any food and beverage minimums, location rental fees, service charges and fees so you get a total picture on the associated costs. Most venues are happy to send you a customized cost estimate that will be really helpful for budgeting!
Have a Backup Plan!
Weather can be very unpredictable. So, it’s always important to have a Plan B for your wedding. This is what I always suggest to couples who want a tropical destination. As a Caribbean wedding planner, I stress that a Plan B is vital for whatever venue you choose.
There is, however, one thing that couples tend to forget that I’d love to point out here. Make sure that you love your backup venue ALMOST as much as your Plan A. Don’t just accept any space with the hope that you won’t have to use it, because there is a chance you will- and you want to be happy on your wedding day!
Consider Your Guest’s Budgets
Let your guests know about your wedding way in advance. Make sure to send out your save the dates with plenty of time before your wedding. Your official wedding invites can then go out three or four months before your wedding. Doing this will give your guests enough time to clear their schedules and save up for your wedding. Some couples also take out a registry option for destination weddings. For them, the presence of a guest is the gift that they would love most of all. Most times, couples do not pay for their guests’ accommodation and other travel expenses. You can, however, make things a little easier for everyone. One way is by providing a range of hotel recommendations to fit with various budgets. Also, try reserving room blocks to make things less expensive Often, you can get overall prices discounted by asking for a room block. With room blocks, you can keep everyone at the same hotel too. Otherwise, just try to keep everyone within a 10-15 minute radius if possible
Additional Events
Your destination wedding is more than just your wedding day itself, it’s about a whole weekend full of celebrating! Kick off the party by starting with a reception to greet and welcome everyone. This doesn’t need to be elaborate or expensive, in fact, something casual and laid back would probably be appreciated as your guests probably spent the day traveling. One idea is to organize get together on the beach with margaritas and a few passed hors d’oeuvres. Remember, this will be the first time many of your guests may be meeting- this is a great way for everyone to get to know each other. Other events throughout the weekend such as a pool party, sailing trip, and farewell brunch are other ways to share experiences and memories.
Take Care of Guests
Giving your guests a great experience at your destination wedding is one way to make it memorable. Most times, couples think this means you have to be extravagant, but the truth is that it starts with the little things. For example, providing useful information on transportation, hotel options, and logistics for guests really helps. You can also have a welcome bag to show some hospitality when they arrive. Your welcome bag can include things that speak to your destination or items that are just practical- such as sunscreen and bug spray.
Hire A Destination Wedding Planner
At the expense of sounding like I am self-promoting as a Caribbean wedding planner, destination wedding planning is a lot. You need someone who has the experience and can be the main point person between you and the local vendors. This will alleviate you having to spend hours on the phone and email trying to navigate a language or cultural barrier. Let the professionals scout and source your vendor team- they know what to look for in making sure everyone is properly equipped to handle the scope of your event. Sometimes, destination wedding venues will tell you that they offer certain planning services. Please don’t confuse this with having a personal destination wedding planner. Your wedding planner is the one who understands your vision and will oversee everything. I like to think about a wedding as a huge orchestra- with every vendor being an instrument. The photographer, the caterer, the venue, etc. What good is an amazing orchestra without an equally amazing conductor? A destination wedding planner is your conductor!
Incorporate Your Location
Find ways to infuse local flavors and traditions into your weekend’s events. It is one way to ensure that your guests have a great time and get a sense of what you love so much about the location. This will be a vacation for most of them, so you’ll be offering them a chance to enjoy your wedding destination.
Working with local traditions and items is also a great way to save costs. For example, you could use flowers in bloom at your wedding destination instead of having to import them. You’ll be saving big and utilizing local resources. A destination wedding in Puerto Rico? How about a welcome cocktail as each guest arrives with locally sourced rum and fresh coconut? You get the idea…
Visit in Advance
Visiting your location a minimum of two times before your wedding for planning/vendor meetings is important. The first time can be when you initially visit and see the different potential locations of the various events, and the second is to finalize important details, meet with vendors, and have your menu tasting. It’s a great way to make sure that everything is on track for the success of your celebration.
Have Fun
You’ll be getting married to the love of your life! This is a fun filled and exciting experience that you have planned diligently for, so get ready for one of the best weekends of your life. Prepare to be surrounded by your closest friends and family in a beautiful destination.
In Conclusion
Planning a destination wedding is a unique experience that most couples need help to navigate. However, you can have a stress-free planning experience and a memorable wedding with the right tips and the right team. Please feel free to apply the above ideas when planning your dream destination wedding. Best of luck!
Here at Rachel Leigh Events and Destinations, we believe that every couple deserves their perfect wedding. Are you looking for a Florida wedding planner or a Caribbean wedding planner? We’d love to work with you. Contact us today!
