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Today, we’re talking all about planning a destination wedding. In this episode, I’m sharing everything from selecting the perfect location to managing logistics, guest experience, and more.

If you’re considering a destination wedding—or just want to know if it’s the right choice for you—this episode will give you the insider tips and expert advice you need to make it happen.

 

WHY DESTINATION WEDDINGS ARE UNIQUE

Before we dive into the logistics of planning a destination wedding, I want to start by sharing a little bit about why they are unique (and worth the extra effort of planning). Destination weddings are more than just a celebration in a beautiful setting—they’re a deeply personal experience. Most couples who choose a destination wedding aren’t only looking for a picturesque backdrop; they’re drawn to a place that holds meaning and significance for them. Maybe it’s where they got engaged, where they took their first big trip together, or simply a place they’ve always dreamed of sharing with their loved ones.

What also makes destination weddings truly special is that they allow couples to immerse themselves—and their guests—into the culture, atmosphere, and energy of a location. Whether it’s a seaside ceremony in the Caribbean, a vineyard wedding in Tuscany, or a mountaintop celebration in Aspen, the setting itself becomes part of the love story. 

Plus, instead of spending two minutes with each guest on your wedding day, often a destination wedding means you’re spending a week, or at the very least a long weekend, with all of them.

But as incredible as they are, destination weddings come with their own set of challenges. Planning a wedding from afar means dealing with travel logistics, legal requirements, vendor coordination, and guest accommodations—all without being physically present to oversee every detail. 

And unlike a local wedding, where guests can come and go as they please, a destination wedding is a multi-day event, which means the guest experience needs to be carefully planned from start to finish.

That’s why having a clear plan and the right support in place is key to ensuring your wedding is stress-free and spectacular. And so to get started, we’re going to break down exactly what you need to consider to make your destination wedding smooth, seamless, and unforgettable.

 

KEY CONSIDERATIONS FOR DESTINATION WEDDINGS

Location Selection

First, the location. It’s not just about choosing a beautiful place—it’s about finding a destination that aligns with your vision while being accessible for your guests. Consider factors like weather, travel logistics, accommodations, flight schedules, and even the cultural significance of the location.

Picking a location isn’t just about what looks good in photos—it has to be practical, accessible, and work logistically for both you and your guests. Before settling on a spot, ask yourself:

• Is there a backup plan for bad weather? Many tropical locations have unpredictable rain, so an indoor option or covered back-up space is a must.
• Next, what’s included at the venue versus what you’ll need to rent? Some venues that specialize in destination weddings offer full-service event production, while others require you to bring in every single vendor.
• Third, what’s the lodging situation? Are there enough rooms for your guests to stay on-site, or will they need to book elsewhere? What will the transportation look like?
• Lastly, what are the flight schedules like? More guests will say yes if they can get a direct flight. It’s just the reality. You can maybeeee get away with one layover. But very few people are going to do overnights and take three flights to Thailand for your wedding. That doesn’t mean you shouldn’t do it, but you do need to be aware of it before you book.

As wedding planners, we help couples scout and vet locations to ensure they’re not only stunning but also practical for hosting your dream wedding. Having a wedding planner who knows the ins and outs of planning a destination wedding can help you navigate these details so that your location choice is not only beautiful but completely functional for your event.

We help you weigh the pros of specific venues at the destination as you’ll likely be comparing apples and oranges. We’ll help you identify what to look out for so you can make an informed decision.

 

Time of Year

Once you’ve chosen your dream destination, the next big decision is when to have your wedding. While you might be picturing a perfect summer wedding in Italy or a tropical beachfront ceremony in the Caribbean, timing is everything.

For example, if you were thinking Italy in August, you might want to think again. Many Italian businesses close in August for summer holidays, meaning that some vendors and venues may be unavailable or significantly more expensive because the supply doesn’t match the demand. Spring and early fall tend to be much better options.

On the other hand, if you’re leaning towards the Caribbean, you need to consider weather. The Caribbean has a distinct rainy and hurricane season from June to November, making it riskier for outdoor weddings. Many properties only host events during their low season (October-January), so double-check availability and weather patterns before setting a date.

On top of location-specific considerations, when you start considering destination venues, you also need to look at peak season vs. off-season. High season tends to mean gorgeous weather but higher prices and limited availability. Low season may have fewer crowds and lower costs, but be sure to check weather conditions and vendor availability before booking.

Lastly, you also want to consider local festivals and events that time of year. You should be mindful of large local celebrations, public holidays, or festivals that may impact travel, accommodations, or availability. You don’t want to compete with a city-wide event when securing hotel blocks for your guests!

At the end of the day, choosing the right time of year isn’t just about ensuring good weather—it’s about making sure your wedding experience is seamless from start to finish. A well-timed wedding ensures that your venue, vendors, and guests all have the best possible experience.

Now that we’ve covered location and timing, let’s move on to one of the most important parts of any destination wedding—the guest experience! 

 

Guest Experience

A destination wedding is as much about your guests as it is about you. You’ll want to make travel arrangements clear and stress-free. A lot of times when you plan a destination wedding, you become like a travel agent for your guests, which is a lot of work!

One of the biggest misconceptions about destination weddings is that once you choose a gorgeous location, everything else falls into place. But the truth is, your guests’ experience plays a huge role in making the celebration feel effortless and enjoyable. After all, they’re traveling—sometimes across the world—to celebrate with you, and making sure they feel welcomed and taken care of is key.

Planning a destination wedding often means acting as a travel concierge—which can quickly become overwhelming if you’re managing flights, hotel blocks, and schedules for dozens (or even hundreds) of people. 

That’s why at Verve Event Co., we use a Guest Experience Matrix to map out every touchpoint, ensuring your guests feel valued and cared for from the moment they receive their save the date to the farewell brunch and post-wedding following ups. Let me explain a little about what that means.

 

Guest Experience Matrix

The Guest Experience Matrix is essentially a structured framework designed to enhance the overall experience of wedding guests, ensuring that every aspect of the event is thoughtfully planned and executed. 

Things you’ll want to consider:

• First, Travel. Think beyond just booking flights—how easy is it for guests to reach your venue? Will they need multiple transfers? Are there limited flights into the destination? Providing clear, detailed travel information in your wedding website or invitations ensures no one feels lost or overwhelmed.
• Next, think about local nuances. Every destination comes with its own rules, customs, and quirks that guests should be aware of. As planners, we ensure guests are fully informed of any travel restrictions, cultural considerations, and important do’s and don’ts before they arrive.
• Next, Accommodations & On-Site Amenities. In the case of a destination wedding, your guests’ comfort is just as important as your wedding day timeline. When choosing a destination wedding venue, ask:
  • Does the property have enough accommodations for everyone?
  • Will guests need to stay at multiple hotels or resorts?
  • Are there nearby restaurants, activities, and things to do outside of wedding events?
• Lastly, Make It an Experience
  Destination weddings are a getaway for your guests, not just a wedding. Enhancing their experience could include:
  • Welcome bags with local treats and a weekend itinerary
  • A casual welcome party or excursion to introduce guests to the location
  • Thoughtful parting gifts as a token of appreciation

At the end of the day, the more seamless the guest experience, the more memorable your wedding will be for everyone involved. Thoughtful planning helps your guests feel relaxed, appreciated, and fully present—so they can truly celebrate with you.

And speaking of planning, there’s one major piece we need to cover next: legal and logistical details. Because let’s be honest—getting married abroad isn’t as simple as saying ‘I do’ on a beach. Let’s talk about what you need to know!

    

LEGAL & LOGISTICAL DETAILS

Now, onto the nitty-gritty: marriage laws, permits, and vendor coordination. Every destination has its own rules, and navigating them can be tricky without local expertise. Trying to do this on your own can be overwhelming, which is why it’s so important to do your research ahead of time.

Some countries have residency requirements, meaning you may need to arrive a certain number of days before you can legally marry there. Others require special documentation, like translated birth certificates or apostilled documents.

For example:

• France requires couples to be in the country for at least 40 days before a legal ceremony can take place.
• Mexico requires a blood test to obtain a marriage license.
• Italy requires specific documents to be filed at least 4 weeks in advance.

If navigating this sounds like a lot—it is! But as planners, we handle all of this research and ensure you’re fully prepared, whether that means meeting local requirements or arranging a symbolic ceremony instead. That means that you’d legally get married in the US, but exchange vows and have a ceremony without signing papers there. 

 

Permits & Local Event Restrictions

On top of a marriage licence, you may also need permits for certain aspects of your wedding—especially if you’re planning a beachfront ceremony, a fireworks display, or a late-night reception in a historic district.

Some common restrictions to be aware of:

•  Many private islands and national parks require special permits for weddings.
• Some Caribbean destinations have noise curfews, meaning your DJ may need to wrap up earlier than expected.
• Drone photography is restricted in many European cities, so be sure to check regulations ahead of time.

 

Vendor Coordination & Local Expertise

Moving on beyond legalities, coordinating vendors from afar can be one of the most challenging parts of planning a destination wedding. Will you hire local vendors who know the area well, or bring in your own trusted team from home? Each option comes with pros and cons.

• First, local vendors are familiar with the destination’s climate, logistics, and best practices, but they may have a different working style than you’re used to.
• On the other hand, bringing in vendors from the U.S. ensures you’re working with a team that understands your vision, but it can add higher travel costs, lodging expenses, and even work permit requirements.

For example, florals and decor might be more cost-effective locally, but for photography and hair/makeup, you may want to bring in artists who align with your style. We help couples make these decisions strategically, ensuring you get the best of both worlds while staying within budget.

And speaking of budget, let’s talk numbers—because destination weddings have their own unique financial considerations that couples often overlook.

 

BUDGET REALITIES

Weddings aren’t cheap, and destination weddings come with their own set of expenses that couples don’t always anticipate. You might think that hosting a wedding in an exotic location is automatically more affordable than a traditional wedding, especially when you see things like “$5000 wedding” packages advertised online, but it really depends on where and how you’re planning.

Some of the biggest hidden costs?

• Import & Shipping Fees. If you’re bringing in decor, rentals, or even your gown, expect customs fees and potential delays.
• Next, Vendor Travel Expenses. If you’re flying in photographers, planners, or makeup artists, their flights, accommodations, and per diem costs need to be factored in.
• Next, some locations don’t have access to certain florals, decor, or rentals, meaning you’ll need to import these at a premium.
• Lastly, Service Fees & Gratuities. Many resorts and venues automatically include service charges, which can add up quickly.

I think one of the reasons destination weddings are often seen to be as less expensive is because of a lower guest count, but the truth is, if you compare “apples to apples” with the number of guests locally vs. abroad, a destination wedding is likely going to be more expensive.

That’s why working with a planner who understands destination wedding budgets is so important. We help our couples prioritize their spending, ensuring the most impactful elements—like an incredible guest experience and stunning design—are where your money goes first.

And that leads me to one of my favorite parts—bringing your wedding vision to life through intentional, location-inspired design.

 

Design & Aesthetic: Creating a Wedding That Feels Like You

You know we love a good aesthetic here and Verve, and so naturally we believe that your destination wedding should feel cohesive and reflective of your vision while also complementing the location.

One of the biggest myths about destination weddings is that you have to lean into the stereotypical aesthetic of your location. Just because you’re getting married in the Caribbean doesn’t mean your wedding has to be covered in seashells and turquoise! And if you’re tying the knot in Italy, that doesn’t mean your wedding needs to be Tuscan yellow with olive branches everywhere.

Instead, we love curating designs that feel authentic to you as a couple while drawing inspiration from the location in a way that feels elevated and intentional. You want a wedding that reflects your love story, not just the place where you’re getting married.

So, how do you achieve that balance? 

 

Incorporating Local Art & Textiles

My first piece of advice is to incorporate local art and textiles. This is one of my favorite ways to make a destination wedding feel unique. There are many ways you can bring in elements that reflect the culture and craftsmanship of the region, such as: 

• Handwoven linens or embroidered napkins. These can add a personal touch that ties into the location’s artistry.
• You could also use locally made ceramics or glassware to elevate your table settings in an authentic way.
• Or, another way is to choose your floral selections based on native blooms. This ensures that your arrangements feel organic to the setting, rather than imported and out of place.

By incorporating local art and textiles, you can embrace the beauty of the destination without making the theme feel overdone or cliché. But design isn’t just about the details—it’s about creating a seamless blend between your wedding aesthetic and the natural setting around you.

 

Balancing Natural Beauty with Design Elements

Next, let’s talk about bringing in the natural beauty of your locale. Your design should focus on enhancing the beauty of your surroundings, not compete with it.

• For example, for a vineyard wedding in Tuscany, you might want to play up the romance with candlelit tables, rich greenery, and soft neutral tones that let the rolling hills take center stage.
• For a modern Mexico celebration, vibrant hues, bold architectural elements, and statement florals can create a lively and chic setting that still feels sophisticated.
• As another example, a French countryside wedding might incorporate rustic-chic decor with soft pastels, vintage glassware, and romantic lighting.

The key to planning a destination wedding is balance. You don’t want to go so overboard with location-themed decor that it feels like a postcard rather than a wedding. A huge part of that balance comes down to your color palette—choosing hues that feel both true to your vision and complementary to the setting.

 

Choosing the Right Color Palette

Before we move on from design, I also want to talk about choosing a color palette. Just because you’re getting married in a tropical location doesn’t mean you have to use bright blues and corals. While those colors can be fun and vibrant, they aren’t your only option. In fact, leaning into a more refined palette can make your wedding feel even more elevated and timeless.

Neutrals like warm taupes, soft ivories, and sandy beiges create an effortless elegance, while deep greens bring a rich, natural contrast that complements lush landscapes. For a touch of glamour, soft metallics like champagne gold or antique silver can add depth and sophistication without overwhelming the space. The key is to choose colors that feel authentic to you while enhancing, rather than competing with, the beauty of your surroundings.

And of course, a huge part of the design process is knowing which vendors can bring your vision to life. So let’s talk about that next!

 

Vendor Selection: Finding the Right Team

Selecting the right vendors is one of the most important decisions you’ll make for your destination wedding. And knowing which vendors you can work with locally or if you need to bring in vendors from the U.S. is a tricky balance, which differs for all couples. I touched on this earlier, but selecting the right vendors is crucial to a smooth destination wedding. Some professionals—like photographers, hair and makeup artists, and even planners—might be worth bringing in from home to ensure their style and expertise align with your vision. Others—like florists, caterers, and rental companies—are often best sourced locally to avoid logistical challenges and additional costs.

 

COMMON PITFALLS TO AVOID

We’ve talked about what goes into planning a destination wedding—the logistics, the guest experience, the budget—but now, let’s go over some common mistakes couples make when trying to DIY a destination wedding.

A destination wedding is a completely different experience from a traditional wedding in your hometown. It comes with a unique set of challenges, and without the right preparation, things can quickly become overwhelming.

Here are some of the biggest pitfalls to avoid:

• First, Underestimating Costs. One of the biggest pitfalls is underestimating costs. Many couples focus on the big-ticket items like the venue and catering but forget about the hidden costs—things like vendor transportation, import taxes, and even permits required for certain wedding locations. These add up quickly, and if you’re not prepared, they can take a huge bite out of your budget.
• Second, another mistake I often see is poor communication with vendors and guests. Unlike a local wedding where vendors and guests are familiar with the area, a destination wedding requires crystal-clear timelines, travel details, and expectations. Vendors need to know exactly when and where they’re expected. Guests need guidance on flights, accommodations, and what to expect when they arrive. If these details aren’t communicated well in advance, you’ll spend your wedding weekend putting out fires instead of enjoying the celebration.
• Lastly, if you’re going to host a destination wedding, make sure that you give yourself time to enjoy the experience. Couples often overload themselves with details, leaving little time to enjoy the experience. I always tell my couples: Your wedding weekend should be just as much about you as it is about your guests. But what happens when you’re juggling last-minute details, answering a hundred guest questions, and stressing over vendor arrivals? You barely get to enjoy the experience. This is one of the biggest reasons why working with a planner is so valuable—we take all of that stress off your plate so you can actually relax, be present, and soak in every moment with your loved ones.

So if you’re planning a destination wedding, don’t fall into these common traps. Plan ahead, communicate early and often, and most importantly—don’t try to do it all on your own. Your wedding should feel like a once-in-a-lifetime celebration, not a logistical nightmare.

 

CONCLUSION

If you’re dreaming of a destination wedding but feeling overwhelmed by the details, let’s chat. Reach out today to book a consultation or send us a DM on Instagram. 

And don’t forget to check out our other resources, like our shop! We have our Ultimate Wedding Planning Checklist, Budget Bundle, Mood Board Template, and so much more.