January 26, 2025
Stress-Free Steps From “Yes” to “I Do”
Wondering how to plan a destination wedding? We got your back. Planning your destination wedding is exciting, but it can get overwhelming with all the moving pieces and details. From trying to pick the right resort and wedding package to managing your guest list and organizing travel logistics, there’s a lot to do! Our guide will take you step-by-step from securing your venue to packing your bags for the big day.
Follwing this comprehensive timeline will help alleviate your stress and help you plan the destination wedding of your dreams. Let’s get started!
Step 1: Book Your Destination Wedding Date & Resort
TIMING: 12-18+ months prior to wedding
The very first thing to do is lock in your wedding date and venue. Because destination weddings often take place in popular locations, it’s essential to book your venue early—especially if you’re planning a destination wedding with 100 guests or more. A destination wedding travel agent can be your best friend in this process. They know how to find the perfect location, resort and wedding package quickly. Whether you’re dreaming about a sunny beach in Mexico or a sky terrace in Barbados, aim to secure your wedding date and venue at least 12–18 months in advance.
Pro Tip: Popular wedding dates and resort venues book up fast, so the sooner you can get everything secured, the better!
Step 2: Reserve Your Destination Wedding Room Block
TIMING: Right after #1
Once you have booked your resort, it’s time to arrange a place for your guests stay so they can celebrate your marriage. This step is crucial to ensuring your guests have space to stay at your resort. Plus, many resorts offer incentives and things you can “earn” toward your wedding expenses based on how many rooms and/or nights your group brings to the resort. Working with a travel agent, they can secure group travel contracts on your behalf to hold rooms aside from your guests while negotiating a group rate for your guests. Smaller weddings and microweddings may not need a room block contract. A destination wedding travel agent can walk you through the pros and cons of contract or no contract for your destination wedding.
As a destination wedding travel agent, I help my clients through this step and set up a custom booking website for their guests. You and your fiance won’t have to worry about managing everyone’s travel, flight changes, transfer deatils and any changes to resort stays – we handle all that for you!
Step 3: Send Out Save-the-Dates for Your Destination Wedding
TIMING: Approx. 9 -12 months prior to wedding
You’ll want to send out your “save-the-dates” as early as possible—preferably 9–12 months before your wedding date. This allows your guests to book their room in your room block and plan their flights. Be sure to include the following in your save-the-date invitations:
- Wedding date and location
- Resort accommodations and booking deadlines
- A link to your wedding website for RSVPs
Sending out these details early ensures your guests know exactly what to expect and avoids the endless questions about the logistics of your destination wedding. Plus, the earlier your guests book, the better idea of how many people will attend your events so you can plan for costs, decor and catering.
Step 4: Prep and Creative Planning for Your Wedding
TIMING: 6 – 9 months prior to wedding
Now that the big items are done, it’s time to get creative! Your resort’s wedding team will provide you with detailed information on their preferred vendors, additional items you can add-on, spa/salon information and more. They will likely have some online/social media where you can see what previous couples did for their days to use as inspiration. During this phase in planning, you should focus on the following:
- Decide on the events you will provide for your guests – things like a Welcome party, a pre-wedding dinner or group activities like catamaran cruises.
- Start a mood or Pinterest board for your wedding decor, style, ideas for flowers, colors, etc.
- Research and book your wedding photographer and videographer
- Do a site visit! If time and budget allow, we recommend you do a pre-wedding site visit to your resort. You can see the spaces in person, meet with the resort wedding team and taste the food. You can also set up meetings with local vendors
Step 5: Finalize Your Destination Wedding Details
TIMING: 4–6 months prior to wedding
Now is the time to finalize details like your wedding menu, floral design and music playlist. Most resorts and venues allow you to make final decisions about four to six months before your wedding. By this time, you should have a good sense of how many guests are attending along with your vision and style, so stick to your choices and trust your gut.
Step 6: Guest Payments and Logistics
TIMING: approx. 90-75 prior to wedding
With just a couple of months to go, it’s time to wrap up travel details for you and your guests. Guest final payments are due along with full flight information to arrange airport transfers. These details can be tough to manage especially if you have a large guest count. We recommend leaning on your travel advisor for help. They can track and run down outstanding payments, manage flight transfer grids, etc. They also double-check dates to ensure everyone is booked for the correct dates.
As your destination wedding travel agent, I’ll handle the details and make sure everyone’s flights, transfers, and bookings are all set.
Step 7: Final Travel Documents & Reminders
TIMING: approx. 2-4 weeks prior to wedding
The countdown is on! Two to four weeks before the wedding, it’s time to send out final travel details to your guests, including:
- Shuttle service information
- Tips for local currency and gratuities
- Emergency contacts and travel protocols
This ensures that everyone is prepared and has all the information they need for a smooth trip to your wedding destination. One of the most popular parts of our service as your destination wedding travel agent is providing each room in your room block with a personalized travel package prior to departure. Available online, in our free app and a printed copy, your guests will have everything they need for smooth travel.
The Bottom Line: Let’s Make Your Dream Wedding Happen
Planning a destination wedding might feel daunting at times, but with a little organization and expert guidance, it can be an enjoyable experience. From securing your resort venues to organizing travel logistics for your guests, a destination wedding travel agent is your secret weapon for stress-free planning.
Ready to get started? Let’s make your dream wedding a reality! Schedule a complimentary consultation today and let’s begin planning the destination wedding of your dreams.
