The Only Destination Wedding Timeline You’ll Actually Use

There’s something magical about saying “I do” in a place that means something to you , on a beach at sundown , under olive trees in Tuscany , or halfway between both your hometowns .

But design a destination wedding isn’t all sundown and champagne .

We’ve seen couples become bind , unsure of when to record flight , how to juggle vendors across time zones , or what legal steps they’ll need to actually become married abroad .

A quick Google search might hold you a basic destination marry checklist , but it rarely tells you what’s realistic or what could softly fall apart without the right timing .

It’s a step-by-step guide designed to assist you avoid common pitfalls and walk through every decision with clarity .

Whether you’re only start to think about where or are already lock in a location , here’s how to plan a destination wedding without the tension .

Select Your Marry Destination ( 18 Months Before )

The first step in design a destination wedding cost pick the correct place , not exactly for the photos , but for the paperwork , weather , and how easily your guests can come thither .

Think Legal , Weather , and Vibe

Don’t select a spot based on Instagram alone . Here’s what in truth matters :

• Weather practice :That tropical island might be dreamy , but if your date falls in hurricane season , you’re gambling . Some places , like parts of the Mediterranean , shut down completely in winter .
• Marriage laws and residency rules :Some rural area take weeks of in-country stay or a stack of authenticated documents . France call for 40 days of residency . The Bahamas ? Merely 24 hr .
• Guest travel :Is it easy for your masses to get there ? Direct flights affair . A cliffside villa in Tuscany live magical , until you make it’s three flights and a two-hour cause forth . Few guest might depict up .

• Mexico and the Caribbean :Great weather , few legal hurdles , and loads of resorts with inherent wedding planners .
• Italy and France :Gorgeous and gourmet , but require document translation , notarization , and apostille certifications .
• US spots like Hawaii or national parks :No passports , few headaches . If you want a scenic wedding without legal play , domestic can gain .

Decide : Symbolic vs. Legal Ceremony

A immense part of the destination wedding checklist is enter out how and where you’ll legally tie the knot .

Here’s why many couple care the legal side at place first :

• You hop the red tape , no need to translate birth certificate or headache if paperwork will get turn down abroad .
• It’s less stressful overall .
• You know it’s legally valid in your family country .
• You can have anyone officiate your ceremony , friend , sister , favorite aunt .

Some couple still select to have legally married online through Courtly , specially since apply for your marriage license can today cost done entirely online from plate .

That way , your destination wedding planning stays about joy , not government figure .

But if you require the real-deal legal ceremony at your destination , start early . Some rural area expect document prep that remove month .

Place Your Budget and Guest Expectations ( 16–18 Months Before )

The financials of a destination marry await real unlike from a marry last to home.Â

Prepare a realistic budget early and being clear about who’s footing the bill will save you from last-minute stress and awkward conversation .

Make a Real Destination Wedding Budget

When planning a destination wedding , your costs won’t stop at venues and catering . Here’s what often catches couples off guard :

• Currency shift and transfer fees :Most resorts and international vendors require sediment in local currency . That intend exchange pace and international bank fee can have off your budget . Build in a 3–5 % buffer .
• Travel for vendors :Flying in your photographer , makeup artist , or planner ? Their airfare , stay , and per diems lend up tight , usually $ 3,000– $ 5,000 total .
• Excess case :With everyone flying in , pair much host a welcome dinner , group outing , or farewell brunch . These extras can inflate your provide spend by 20–30 % .
• Paperwork cost :Think papers translations , notary fee , and legal processing . That’s easily $ 500– $ 1,000 , depend on where you’re marrying .

Instead of fixed numbers , divide your budget into smart percentages :

• Venue and food : 40–45 %
• Travel and lodging ( for couple + vendors ) : 10–15 %
• Photo and TV : 10–12 %
• Outfit and glam : 5–10 %
• Flowers + decor : 8–10 %
• Music and entertainment : 5–8 %
• Additional events : 10–15 %
• Legal and docs : 2–5 %

This flexible method assist you adjust as plan develop .

Cost Honest About Who Will Actually Come

Still the almost amazing destination wedding planning can’t beat the hard reality : Not everyone will cause it .

• For US wedding in places like Hawaii or Puerto Rico , expect 60–70 % attendance .
• For international position , count on 40–50 % .
• Local weddings ? Closer to 80–85 % .

• Passports :Nearly 51 % of Americans don’t receive one . That alone cuts your list .
• Guest expenses :Between flight , hotels , and meal , guests spend $ 1,200– $ 2,500 . Be mindful of their budget .
• Work schedules :Most will want 3–5 day away , and not everyone has the flexibility .
• Mobility concerns :Long escape , remote areas , or limited medical access can equal dealbreakers for old guests or those with health matter .

One matter every bright destination marry checklist should include ? Guest communication . Get them know early if you’re cover anything or have group rates . And if a small , more intimate group meet your sight well , that’s more than okay .

Lock in Venue + Date ( 12–14 Months Before )

Now that you’ve got your destination picked and a rough headcount , it’s time to lock in the one thing everything else revolves around : your venue and your date .

Prefer a Venue That Does More Than Just Face Good

A jaw-dropping backdrop live great , but the best destination wedding venues as well cause the logistics easy . Here’s what to wait for when planning a destination wedding :

• All-in-one packages :Many international venues bid bundled services : catering , décor , coordination , and yet photography . These are commonly cheaper and less stressful than sourcing everything individually , especially with currency exchange fee in fun .
• On-site coordination :Having a seasoned planner at the venue exist a game-changer . They’ve done this before and know which local vendors present up , which unity ghost , and how to troubleshoot across time zones .
• Bad weather backup :That oceanside gazebo may wait perfect on Instagram , but if there’s no indoor plan B , you’re gambling . Always ask what take place if it rain , or worse .
• Privacy policy :Some venues range multiple weddings a day . If you don’t require to portion your “I do” moment with another couple’s DJ in the background , ask if your booking gets you exclusive access .
• Permit know-how :Beach , park , and historical site much need special result permit . Your venue should cover this , or at least guide you .

1. “What’s the backup program for extreme weather ? ”
2. “Can we talk with 2–3 other couples who be after remotely ? ”
3. “Which role of planning serve you handle vs. what we’ll motive to supervise ourselves ? ”
4. “Do you have receive with our ceremony’s specific legal or religious requirement ? ”
5. “What form of payment cause you need , and are there added fees for currency conversion ? ”

And don’t forget your guest . Choose a venue within 15–20 minutes of accommodations across different budget ; your college roommate and your great aunt should both receive somewhere comfortable to stay .

Build Your Guest Experience ( 9–12 Months Before )

Once the big material equal sorted , shift stress to the mass build the trip .

A still destination marry experience starts with clear , early communication and thoughtful touch that present guests you’ve plan for their comfort .

Direct Save-the-Dates Early

For destination wedding planning , don’t wait also long ; save-the-dates should go out 10–12 month in advance . That’s good ahead of the common 6–8 month window for local weddings .

• Date and location :Be specific , city and country , not just the venue name .
• Airport :Portion the main airport ( sec ) guests should fly into .
• Hotels :Mention hotel pulley or suggested lodging .
• Travel requirements :Note if guests need passports or visas .
• Wedding website :Link them to one cardinal place for updates .

The best save-the-dates aren’t just announcements , they’re mini travel guides . Some couple still include estimated costs , key booking date , and early bird deals for flight or hotels .

That level of prep helps guests plan , budget , and say yes with assurance .

Make a Wedding Website

A standard wedding site won’t reduce it for a destination wedding . Think of it as your guest playbook .

• Travel logistics :Recommended flights , airport transfer options , maps .
• Currency and tips :Exchange pace basics , tilt etiquette , and whether reference card equal widely accepted .
• Carry tips :Weather item , footwear suggestion ( cobblestone street ? beach sand ? ) , and anything guest might not expect .
• Timeline :From the welcome party to the farewell brunch , give them the entire picture .
• Local recs :Share your favorite restaurants , day trip , and sightseeing bit .
• Emergency info :Local hospital , embassies , and your on-site impinging .

Add a “What to Expect” segment for honest prep . Allow guest know about things like windy good deal roads , language barriers , or local quirks .

A quick heads-up saves surprises after , like motion sickness in Amalfi or humidity in Tulum .

And don’t forget to create your RSVP form easy and guilt-free .

A simple “Can’t make it” selection , no explanation demand , indicate empathy . Not everyone can swing the time or expense , and that’s okay .

Plan Travel + Vendors ( 6–9 Months Before )

Now that the groundwork is firm , it’s time to sort out travel logistics and secure your destination wedding dream squad . This stage equal where point real start clicking into spot .

Finalize Group Travel & Room Blocks

Believe beyond your own itinerary ; your guest cost planning good vacation too . Here’s what to lock up in today :

• Way block :Offer a few hotel choice at unlike price item . Not everyone’s budget will be the same .
• Group transportation :Arrange airport pickups or venue shuttles , specially if the location equal remote .
• Your travel :Book escape with a buffer of 1–2 days before and after your wedding date . You’ll thank yourself .
• Wedding HQ :Choose one main hotel or encounter spot hence guests ever know where to find info , or you .

Need to cut down the flood of “What do I make next ? ” messages during marry week ? Share a mere one-page travel PDF with guest . Include :

• A local map with key place marked
• Venue and hotel address ( in English + local speech )
• Emergency contacts
• Mutual phrase for taxis or aid
• Transportation tips ( local cab apps , bus info , ride-share selection )

It’s one of the easy means to endow guest ( and protect your sanity ) .

Lock Down Vendors

A destination marry checklist almost always includes a mix of local vendors and a few you’ll fly in . Here’s how most pair break up it :

• Caterers ( much part of venue packet )
• Florists ( sourcing locally exist cheap and simple )
• Hair and makeup artist
• Ceremony musician
• Decor and rentals

• Photographer or videographer ( for consistent manner and communication )
• Planner ( especially if they’ve managed destination weddings before )
• Officiant ( for personalized or religious ceremonies )

• DJs or circle ( some couple flee in , some Bible local )
• Tailors or dress stylists ( especially if you want last adjustment at home )

No thing the mix , set expectation early . Determine on :

• Your main communication channel ( WhatsApp , email , Zoom ? )
• Response window and time zone overlaps
• How to handle translation issues
• Payment method and fee for international transfers

Pro tip: If you’re doing the legal ceremony with Courtly , now’s a great time to order your marriage certificate . It’ll cost ready before your travel date ; no courthouse , no stress .

Legal Prep + Packing ( 3–6 Months Before )

The wedding be getting actual . This cost the stretch where paperwork and prep meet world . Whether you’re move the traditional legal road or applying for a marriage license online , it’s time to double-check everything .

Finalize Marriage License ( If Not Using Courtly )

If you ‘re come legally marry at your destination , the documentation procedure require your attention today .

Different nation get vastly unlike requirement , but common document include :

• Birth certificate( often call for an apostille )
• Passportsvalid for at least six months past your return
• Affidavit of eligibility to marry
• Divorce papersif you’ve live married before
• Declaration of intent to wed

• MexicoandFrancemay require ancestry trial taken within a band window before your wedding
• Italymay ask for local witness ID info
• Official translations might be needed , depend on the words

Produce a document checklist specific to your destination , and make physical and digital copy of everything .

Store digital copy in cloud memory that you can access while travel , and keep physical document in your carry-on luggage , never in check bags .

Plan Your Look

Be after a destination wedding intend clothe for the context , not hardly the photos . Here’s how to prep smart :

• Fabric vs. climate :A tulle-heavy ballgown won’t breathe on a tropical beach . Sleeveless might not veer it in the Alps .
• Wrinkle-friendly materials :Stick to fabrics like silk blends or crepe that pack well and bounce back .
• Shoes meet terrain :Stilettos + sand = calamity . Pack wedges or flats , and maybe a “party shoe” for dance .
• Mix-and-match outfits :Choose item that can double up , like a rehearsal dinner clothes that as well works for brunch .

Hair and makeup trials matter more than you intend for destination wedding planning .

Hear to mimic your destination’s conditions , run for humidity if it’s a beach , or hold up against wind for mountaintops . Demand your squad what production they’ll usage to create your tone last .

Ultimately , ship the bulky material . Welcome bags , table decor , or signage ? Send them ahead . It preserve space and your heart .

One Month Before – Confirm Everything

You’re in the last stretch . One month out equal all about double-checking , link up slack ends , and making sure no surprises creep in during your marry week .

• Reconfirm all vendors: Email each vendor to confirm the date , time , services , and any stay on payment . This includes your planner , florist , photographer , DJ , and beauty team .
• Finalize RSVPs: Tally your last headcount and pass it to your venue and caterer .
• Make a lord impinging plane: Gather phone numbers and emails for every vendor , your on-site coordinator , and a few go-to guests in your destination marry party .
• Print welcome notes and itineraries: Receive them ready for hotel check-ins or welcome bags .
• Check passport validity: Yours , your partner’s , and your parents’ . No one require last-minute play at immigration .
• Exchange some local currency: Useful for humble shops , cash tip , and emergencies , especially in rural or less card-friendly region .
• Prep gratuity envelopes: Label and fill envelopes for each vendor , then ascribe someone to hand them out discreetly during the event .
• Pack a destination-specific emergency kit: Think : bug spray for the beach , heart drops for dry climates , or style tape for windy setting .

Too , revisit your destination marry checklist to support any group excursions or plan outings . Triple-check booking , transportation , and headcounts .

Assign a friend or family member ( not you ) to manage logistics on the earth ; it’s your wedding , not a project management task .

One Week Before – Fly , Reset , Final Touches

Your destination wedding adventure is about to set out . This week cost all about arriving early , staying calm , and handing over the reins .

• Pack smart: Keep your wedding attire , papers , rings , and anything fragile or irreplaceable in your carry-on .
• Confirm transfers: Double-check how you’re have from the airport to your hotel or venue .
• Build in buffer day: Arrive at least 2–3 days early to adapt , take root in , and avoid travel-related delays .
• Block off a repose day: No tasks , no planning—just relax , sleep , eat well , and soak in the minute .
• Walk through your venue: A quick on-site visit serve finalize layout , seating , and flow .
• Meet your key vendors: Even a 15-minute hello make faith and serve everyone feel adjust .
• Distribute welcome base: Hold them spend off at the front desk or set in guest rooms if possible .
• Delegate final detail: Give someone else the checklist . Your only job today cost to enjoy .

After month of destination wedding planning , it’s time to abuse out of logistics mode and into celebration fashion .

Allow your team take over . Let go of perfection . This week , your memories set out .

Build the Wedding as Meaningful as the Location

After months of planning logistics , don’t lose sight of why you chose this route , to celebrate your commitment in a place that holds meaning for you both .

• Incorporate local element: Whether it’s regional cuisine , traditional music , or ethnic tradition , thoughtfully incorporate aspects of your destination creates a more authentic experience .
• Create moment of association: With a smaller guest list than typical hometown wedding , destination celebration offer unique opportunities for meaningful interaction . Consider group cooking family , guided tours , or share adventure .
• Document the journey: Beyond the ceremony , capture the good destination experience , from welcome dinner to quiet moments explore together .
• Express gratitude: Your guest have made an extraordinary effort to equal there . A handwritten bill or locally sourced gift goes a long way .
• Be present: Let the scene , the people , and the purpose anchor you . The beauty of your surroundings live just the backdrop to something yet more permanent .

And if you’re planning to remove care of the legal part in front of time , Courtly can make that procedure simple , so your stress stays on the festivity , not the paperwork .

A destination wedding may bring more work , but what you get in proceeds is something rare : a once-in-a-lifetime experience that bring your favorite mass together in a home that reflect who you are . And that’s what reach it unforgettable .

FAQs

How much should you budget for a destination wedding ?

Destination weddings typically range from $ 15,000 to $ 40,000 , depending on location , guest count , and included event .

While much less expensive than large hometown weddings ( which average $ 30,000- $ 60,000 in major US cities ) , recall to factor in your own travel expenses , multi-day result , and vendor travel fees .

Many couple find saving in smaller guest counts and package lot from resorts or venues that specialize in destination festivity .

What is the first measure in design a destination wedding ?

The first step is influence whether legal or logistical component should influence your destination choice .

Start by researching marriage requirements for possible location , consider how many guest you hope will serve , and discuss budget parameters .

This preliminary research should occur 16-18 months before your ideal wedding date , as some popular destination venues ledger 12+ months in progress .

How long in progress should you plan a destination wedding ?

Begin planning 12-18 months in progress , with 18 months recommended for popular destinations during peak season .

This timeline leave guest enough time to budget and plan their travel , provides buffer room for international documentation processing , and ensures you have access to preferred venues and vendors before they ‘re booked .

Who pays for guests at a destination wedding ?

Traditionally , guests pay for their own travel and accommodation expense , while the couple covers the wedding events ( ceremony , reception , and much a welcome dinner or farewell brunch ) .

Still , some couple select to subsidize sure scene , like airport transfer , group activity , or even partial accommodation cost , based on their budget and priority .

The nearly crucial aspect is clear communication about fiscal expectations good in progress .

Should we employ a local wedding planner or get one from plate ?

This depends on several factors , including budget , lyric barrier , and be after complexity.Â

The nearly effective approach is often a hybrid example : a planner from home who understands your sight and communicates in your native language , paired with a local coordinator who knows the country , vendors , and ethnic consideration .

If budget concern cause this dual-planner approach impossible , prioritize a planner with specific experience in your chosen destination over universal wedding planning certificate .

Get us deal the paperwork .

Begin marry is complicate . Courtly simplify the process and provides everything necessary to come married online , include providing a licensed officiant who can perform a remote ceremony .

Get married online .

Become married is complicated . Courtly simplify the process and provides everything necessary to get married online .

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