A destination wedding allows you to celebrate your love in an incredible setting, whether it’s a serene beach in Fiji or the stunning islands of Greece. Little wonder that so many couples choose this option, as it offers not only a beautiful place to exchange vows but also a memorable getaway.
However, planning a wedding from afar can be both exciting and a bit overwhelming. Unlike a wedding not far from home, celebrating in a distant location requires extra preparation for both you and your guests. But don’t worry—our destination wedding timeline guide has you covered. Follow it to navigate the key steps and timings, ensuring your celebration goes off without a hitch and turns into the magical event you’ve always dreamed of.
Your Destination Wedding Timeline:
LOCATION, LOCATION – 18-12 Months Before
This is the really fun part—start dreaming! Spin the globe and jot down some of the locations you’ve loved or would love to visit. It could be a favourite holiday spot or the sentimental site of your proposal. Alternatively, consider ‘neutral ground’ if you come from different countries and want to avoid favouring one family over the other.
For instance, an Australian and an American living in Hong Kong might choose Bali as a neutral location for their wedding, rather than Australia or America. The excitement of travelling and having family and friends join you at your chosen destination is what makes a destination wedding so special.
An escape from the everyday is a key part of the appeal of a ‘holiday wedding.’ Destination weddings offer not only a magical experience but also a chance for you and your guests to step away from the normal routine of daily life.
Related: The ultimate guide to planning a destination wedding
Once you’ve narrowed down your location shortlist, decide how much time you can allocate to the trip. If you only have a few days, opting for a destination with shorter flight times might be best to avoid spending too much time ‘recovering’ upon arrival.
Next, check out any legal and religious requirements in your chosen location. Doing a bit of due diligence will help you avoid potential planning pitfalls. Research the destination thoroughly—understand its seasons, climate, and any specific regulations.
Have a rough idea of how many guests you want to invite. Whether you’re planning an intimate affair with just your immediate family or a larger celebration with extended family and friends, this decision will influence your choice of venue and your final budget.
On a budget with your destination wedding? Don’t be discouraged. Many resorts offer generous wedding packages, so you might find that your dollar goes further than expected. A destination wedding, which often includes a holiday and honeymoon, can also help you save a considerable amount of money.
GET EXCITED! 12 months before
Booking Your Venue
Booking your venue should be your first priority, as it will influence many aspects of your wedding—from the number of guests you can accommodate and the practicality of travel for your guests (e.g., great grandma might find some locations challenging to reach) to the overall style and your budget. Once you’ve decided on a date, inform your guests as soon as possible. A destination wedding, particularly overseas, is a significant decision and commitment for your guests. They’ll need to plan for airfare, accommodation, and time off work well in advance.
Your top priorities should be locking in your flights, choosing your venue, and booking accommodation for yourself. If you’ve chosen a somewhat ‘pricey’ resort to marry at, and it’s possible, offer nearby accommodation options for your guests across various budgets. This process will be smoother to manage from afar if you select a wedding venue with a wedding coordinator or consider hiring one through research. A skilled coordinator can be invaluable in helping you organise and execute the perfect celebration.
A destination wedding doesn’t necessarily mean a tiny guest list but it’s unlikely that each of your second cousins will be able to join you. For some couples this is a plus, you’ll just have your very nearest and dearest by your side. For those who can’t make it due to work, budget or health reasons, be understanding – you can always host a big party with a fun photo reel when you return.
TOP TIP! Don’t forget to “count each expected guest, not each couple” when you are working out your budget/guest list.
Check your passports are in order. They’ll need to have at least six months left on them from the date you start your trip.
Have fun with your stationery, and start your branding, theme or colour scheme right from this stage. Create some excitement for your guests with an invitation box or save the date cards, including any practical information you have at hand including dates, dress code info, where you’ll be staying etc. You may need to follow this initial invite up with more information as you get closer to the date.
Related: Your comprehensive guide to Destination Wedding Invitations – from timelines to styles.
START A WEDDING WEBSITE
This is a fab way to manage and organise and update your wedding guests, wherever you are in the world. There are plenty of sites to choose from and lots of free choices these days.
BEFORE YOU GO – 8-12 months ahead
A destination wedding can still showcase your dream wedding gown. Just look out for or talk to your designer about travel-friendly fabrics and styles and get in early if you’re having a gown made to measure.Your designer will also be able to help you pack your gown ready for flight.
Your resort will be able to recommend, assist with and even organise most of the reception elements such as flowers, cakes, decorations and entertainment. But if you want to book services like a photographer yourself, get online and start looking for options and recommendations.
Other essential items include wedding bands, shoes, headpiece and/or veil, groom’s suit and shoes, bomboniere if applicable.
DETAILS, DETAILS – 3-5 months
Now is the time to finalise your cake, music, entertainment, and ceremony details with your resort or coordinator. Consider incorporating a local touch to make your celebration unique. For instance, if you’re having a Balinese wedding, you might include elements such as long tapered white ceremonial flags, traditional Balinese umbrellas, the tossing of fresh local flowers or petals, Balinese-dressed flower girls leading the bridal party, or even some local music like rindik (a bamboo xylophone). Adding these touches can enhance the cultural experience and make your wedding even more memorable.
Courtesy Centara Villas Phuket
Otherwise, an aisle of shells or flower arch are both perfect for a beach celebration, a local dance troupe could be charming for a Thai wedding, fire twirlers for a South Pacific ‘I do’ or a rustic timber arbour for a mountain wedding. Incorporating a local blessing into your ceremony is also a meaningful way to honour your location. Ask your coordinator for more ‘local’ ideas.
Related: Everything you need to know to pull off a perfect beach wedding
THE FINAL COUNTDOWN – 1-3 months before
Organise transfers for yourselves and possibly your guests too.
Organise welcome goodie bags for your guests’ hotel rooms which include a couple of fun items as well as practical info such as start times, maps and directions.
Update and confirm your budget, order of events and RSVPs with your resort or coordinator. Confirm all details with your guests via your wedding website or email/phone.
Finalise travel documents and any last minute payments. Pick up your gown, suit and rings.
ON ARRIVAL
Leave yourself at least a day or two to settle in, meet with your wedding coordinator and have any last-minute pampering and prep like manicures and massages. You may also like to have a low-key get together with your guests. Give them a moment to settle in and get over their jet lag though!
TOP TIP! Guests will appreciate an informal gathering to get the mingling started. Try a beach barbeque, spa pampering cocktails by the pool or a golf or sailing day.
THE BIG DAY
Real Wedding – Paul & Kodie – Van Deventer, Mountainview Game Ranch (read the story!)
Keep your morning free. Even for a relaxed destination wedding you’ll need some time to prepare, calm down and take care of any last- minute decisions and emergencies.
Don’t forget to have breakfast. Just because you’re in paradise doesn’t mean you won’t need sustenance to get through the day.
Group photo. Aim to have one of these at the wedding and then the day after too. These memories are priceless and a great idea to include in your thank-you cards.
You might also want to create a hang-over kit to be placed in your guests room for the next day!
THE FINAL FAREWELL
An informal brunch is a good way to gather everyone together before saying goodbye. Ensure transport has been organised to ferry guests to the airport in plenty of time.
Header Image: by Nadi Bay Photography, from the real wedding of Kelly and Ian at Plantation Island Fiji
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