Destination Wedding 101: Your Ultimate Planning Timeline

Planning a destination wedding? The big question on your mind might be “How far in advance should I book and plan my destination wedding?”. Don’t worry – I have all the answers and inside tips to help you plan your perfect wedding away!

If you’re dreaming of saying “I do” in a stunning destination wedding location, you’ve come to the right place. I’ve been helping couples like you plan their dream weddings in paradise for eight years now, and I’m here to share some advice on how far in advance to book and plan your destination wedding. So, roll up your sleeves and let’s dive into this exciting journey together!

Step 1 – Secure the wedding date and time (12-18 months in advance)

Choosing the perfect date and time for your destination wedding is the first big step. And trust me, it’s not as easy as picking a date for a local wedding where you can just pop into venues on a Saturday afternoon. That’s where a destination wedding specialist, like yours truly, comes in handy. We’ll help you find the ideal wedding venue that suits your style and budget, so you don’t waste time scrolling through endless options. Not securing your wedding date and time is one of the top mistakes I see wedding couples make when trying to plan a destination wedding.

Step 2 – Get a group contract set up (as soon as the venue is selected)

Once you’ve nailed down your wedding date and time, it’s time to secure a group contract. This contract ensures that all your guests have a room at the same rate, making everyone’s stay seamless and enjoyable. As a destination wedding specialist, I personally work with a travel supplier (vs booking directly with the resort) to set up the group contract, as it simplifies the process and ensures you get the best value.

Step 3 – Send out Save the Dates (Give guests as much time as possible – at least 6 months, preferably a full year)

With the wedding date and group block secured, it’s time to spread the excitement by sending out Save the Date invitations. Make sure your invites include all the essential details, and if you’re working with a destination wedding travel specialist, we can set up a wedding website where your guests can easily reserve their rooms. Plus, when your guests book with the group you can earn some fantastic perks like free rooms and upgrades.

Step 4 – Pre-wedding planning (6-9 months before the wedding)

Now comes the in-between phase, where you have some time before the big day. Here are some tips to make the most of it:

• Consider a pre-wedding planning trip to your chosen destination, taking advantage of any discounted rates available for couples
• Research fun group activities like a catamaran cruise to keep your guests entertained
• Remind your guests to RSVP by reserving their rooms with a low deposit
• If you’re hiring a photographer or videographer not on the resort’s preferred list, plan for the outside vendor fee, or consider having someone from the U.S. attend as a guest to avoid it

Step 5 – Start planning the wedding (4-6 months from the wedding)

Even if your resort isn’t ready to dive into the nitty-gritty details just yet, start planning by creating a Pinterest board with your wedding inspirations for decor, colors, and flowers. When the time comes, you’ll be crystal clear about your preferences. Other fun planning decisions include menu selections, photography packages, and music for the reception.

Step 6 – Final Payments and Transfers (60 – 75 days before travel)

Approximately two months before the big day, it’s time to make final payments for room reservations. Don’t forget to gather your guests’ flight details, so transportation can be coordinated smoothly. Double-check those itineraries to ensure they match their room dates, as discrepancies can arise if you wait until the last minute. If you work with a destination wedding specialist like me, this task will be on my plate!

Step 7 – Tips, reminders, and travel documents, oh my! (2 weeks before travel)

As the wedding day draws near, send out travel documents about two weeks before the trip. Ask your guests to review them thoroughly and notify you of any questions or discrepancies. Provide them with tips and reminders for a stress-free trip, including details on online check-in, shuttle services, gratuities, and emergency contacts. Again, this is something I can easily take off your plate.

Phew, I think we’ve covered it all! Planning a destination wedding may seem daunting, but with this timeline and the guidance of a destination wedding specialist, you’ll be well-prepared to create the wedding of your dreams in paradise.

With the help of this timeline, you will be able to: map out the big picture tasks and events; divide them into smaller steps that are both manageable and realistic; learn about the best resources for each stage of your planning; and most importantly, feel confident in your ability to execute every aspect of your destination wedding, from start to finish.

If you’re ready to turn those dreams into plans, and you think you may want a little help with putting your destination wedding together, then schedule a complimentary consultation with me today. I have a few openings left this month! I can’t wait to be a part of your journey to happily ever after! Just use this link to schedule now!