If you love travel, want a naturally beautiful aesthetic, or like the idea of celebrating longer than one day with a change of scenery, a destination wedding or special event may be perfect for you. I was one who considered a destination wedding years ago. Imagining exchanging vows on a white-sand beach and dancing the night away under a canopy of stars in the tropics was enough for me to start pinning down exact destinations and setting sights on specific properties. However, when I paused the daydream for a moment and considered if those we really wanted to be in attendance could physically make the journey, the entire game plan changed. 

That’s why it’s also my number-one tip for couples and hosts: make sure your VIPs can actually make the journey, both physically and financially, before moving forward. Once you’ve confirmed that, you can start tackling the other key parts of your destination wedding planning checklist.

Destination Wedding & Event Planning Checklist

Communicate early and often

Give guests as much notice as possible so they can plan travel, manage their calendars, and budget accordingly. Centralize all the communications on your wedding website and keep it updated.

Guest Travel Costs

If you’re not covering airfare or hotel expenses, consider the financial impact on your guests. Offering group rates, partnering with a travel agent, or providing flexible payment options can make attending your event more feasible.

Travel Requirements

Know the entry and exit requirements for your destination, including visas, passport validity rules, vaccinations, and customs regulations. These details can vary widely and may require advance preparation.

Legal Marriage Requirements

Legal requirements vary by country, but here are some common elements to prepare for: 

• Documentation: Most countries require valid passports, birth certificates, and proof of single status (e.g., divorce decrees or death certificates if previously married). Some may require an affidavit of eligibility to marry, signed at a consulate.
• Residency Requirements: Some destinations require you to be in the country for a certain number of days before the ceremony (e.g., at least 24 hours for Bahamas and Jamaica, 4 days in Mexico).
• Translations & Apostilles: Documents may need to be translated into the local language and authenticated with an apostille (a form of international notarization).
• Witnesses & Officiants: Legal ceremonies often require 2–4 witnesses and must be performed by a government-authorized officiant. 
• Symbolic vs. Legal Ceremonies: Many couples choose to legally marry at home and host a symbolic ceremony abroad to simplify logistics.

Best Time to Host Your Event

Understanding your destination’s climate and weather patterns is crucial. Avoid hurricane season, heavy rains, or extreme heat by selecting a time when the weather will complement your celebration.

Shipping & Logistics

If you plan to bring any décor, attire, or event materials with you, research international shipping requirements and customs fees. In many cases, sourcing items locally can save money and reduce stress.

Choosing the Perfect Venue

Make sure your event space suits your guest list and vision. Consider location, layout, amenities, and the venue’s ability to handle your technical, catering, and décor needs. Be clear on what can be brought in, what time the music must stop, and any required vendors. Also, be sure you love the weather alternate option as much as Plan A. Because weather can be unpredictable no matter how much you plan, you don’t want to end up hating your weather alternative back up space in case it comes down to that. Or, breaking the budget to make your Plan B space as good as Plan A. Your planner will be able to guide you with designs and logistics based on all scenarios. 

Accommodation Options

Ensure there are lodging choices nearby for all guests, ideally at different price points. This is especially important for destination events in remote or exclusive areas.

On-Site Resources & Vendors

Learn about the availability of local food sources, floral designers, musicians, and AV support. Some destination wedding venues offer full-service packages, while others may require importing key vendors.

Personalize it!

Incorporate local culture by adding regional cuisine, music, or traditions to make your celebration unique. Traveled to the destination prior? Consider incorporating newfound favorites of yours into the celebration.

Be considerate of your guests’ journey and allow down time for them to explore the destination on their own, if they choose to. But don’t assume all guests want to be left alone, so provide the option of group activities. Consider welcome dinners, excursions, or tours to give guests a fuller experience of the location to maximize their experience.

As your wedding and event planner, we will tackle all these points (and then some!) to guide you through every detail of your destination celebration. From sourcing the perfect location/venue, securing hotel room blocks, designing the look and feel, and planning cuisine, we are here to make it happen for you with careful planning, clear communication, and flexibility. 

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