The Ultimate Destination

Wedding Checklist:

From 12 Months Out

to the Big Day

A destination wedding can be a magical, once-in-a-lifetime experience—but it also requires more logistical coordination than a local ceremony. From choosing the perfect far-flung venue to ensuring your guests’ travel details are in order, an organized timeline is a must. Below is a comprehensive checklist, broken down by timeframe, to help you plan the destination wedding of your dreams with minimal stress.

12 Months Out:

Laying the Foundation

Choose Your Destination & Narrow Down Dates
- Research possible locations based on weather, travel accessibility, and overall vibe (e.g., tropical beach, European villa, mountain retreat).
- Identify a few potential dates that align with your schedule and desired season.
Set Your Budget
- Determine how much you can comfortably allocate toward the wedding.
- Factor in travel and accommodation expenses (for you and any family or friends you may be assisting).
Hire a Destination Wedding Planner
- Look for a planner experienced in your chosen location or specializing in destination weddings.
- A professional can help with local logistics, vendor sourcing, and understanding cultural or legal nuances.
Lock Down Your Venue & Date
- With your planner’s guidance, reach out to potential venues early to confirm availability on your preferred dates.
- Secure the venue with a deposit to finalize your wedding date.
Create a Rough Guest List
- Estimate how many people are likely to travel for your destination wedding.
- Keep in mind that your guest count impacts every aspect of your budget—venue size, catering, décor, accommodations, and more.
- Destination weddings often have more intimate guest counts due to travel requirements.
Key Vendors (Sourced by Your Wedding Planner)
- Once your venue and date are finalized, your planner will reach out to vendors who match your style and budget:
  - Invitation Designer – Designs save-the-dates, formal invitations, menus, escort cards, programs, and any other stationery needs.
  - Photographer & Videographer – Professionals who know how to capture the unique scenery and lighting at your destination.
  - Florist – Familiar with local blooms or can source specific flowers for your theme.
  - Caterer or Venue Catering – Must accommodate dietary preferences and, if desired, highlight local cuisine.
  - Entertainment – Could be a DJ, live band, or local musicians for an authentic cultural vibe.
  - Hair & Makeup Artists – Stylists who understand the climate (humidity, heat, wind) to keep you looking your best.
  - Officiant – Local officiants can guide you through cultural or legal requirements if you’re not bringing your own.
  - Transportation Providers – Arrange reliable shuttles, buses, or cars for you and your guests.
  - Rentals – Tents, tables, chairs, bars, linens, tableware, and other design pieces essential for the overall look and comfort of your event.
Research Marriage License Requirements
- Every country (or region) may have different legal procedures.
- Gather necessary documents (birth certificates, passports, etc.) and confirm any residency or waiting-period rules.
Begin Saving & Tracking Expenses
- Use a separate account or spreadsheet to track all wedding-related costs.
- If your wedding is in another country, keep an eye on fluctuating exchange rates.
Start Wedding Attire Shopping
- Bridal gowns and suits may take several months to arrive, plus time for alterations.
- Consider fabrics that suit your destination’s climate (e.g., lightweight for a tropical setting).

8–6 Months Out:

Securing Key Details& Design

Book Accommodations for You & Your Guests
- Reserve a block of rooms at a hotel or resort near your venue.
- Negotiate group rates and provide booking details to your guests.
Send Out Save-the-Dates
- Give your guests plenty of notice to budget and plan for travel.
- Include basic travel tips, accommodation info, and local guidelines.
Confirm Travel Arrangements
- Book your own flights and, if needed, arrange airport transfers or shuttles.
- Offer assistance to VIP guests especially the elderly or those new to international travel.
Plan Guest Activities
- Consider group outings (beach bonfires, guided tours, wine tastings) to let guests experience the locale.
- Provide a clear itinerary so they can schedule around these events.
Choose or Design Invitations
- For a destination wedding, formal invitations typically go out about 4–6 months in advance.
- Include RSVP details, attire guidelines, and a link to your wedding website.
Select Wedding Party Attire
- Coordinate bridesmaids’ dresses, groomsmen’s outfits, or special attire for the bridal party.
- Allow enough time for ordering and alterations.
Confirm Menu & Tastings (If Possible)
- Rely on recommendations from your planner or venue if you can’t do an in-person tasting.
- Discuss dietary needs or preferences early.

4–2 Months Out: Final Details

Finalize Décor & Theme
- Decide on color schemes, floral arrangements, and table settings.
- If shipping décor items, plan for possible customs delays.
Draft a Detailed Timeline
- Collaborate with your planner and venue coordinator to outline the day (ceremony, cocktail hour, reception, etc.).
- Build in buffer time for photos, transportation, or unforeseen delays.
Arrange or Finalize Group Activities & Excursions
- Book any experiences that require reservations (e.g., private boat trips, adventure tours).
- Share sign-up information and costs with interested guests.
Check Passport & Document Validity
- Ensure passports are valid at least six months beyond your wedding date.
- Apply for visas or additional documentation if needed.
Send Out Formal Invitations
- Must be sent out no later than 12 weeks before the wedding (if not already done).
- Request RSVPs by a firm date to finalize your headcount.
Confirm Vendor Bookings
- Reconfirm details with each vendor (photographer, florist, caterer, entertainment).
- Verify payment schedules and note any outstanding balances.
Create a Seating Chart & Final Guest List
- Once RSVPs are in, finalize seating arrangements.
- Provide the venue and caterers with your final headcount.
Plan Welcome Bags or Favors
- Destination weddings often include gift bags with local treats, itineraries, and small souvenirs.
- Order items in advance and decide how they’ll be handed out (hotel check-in, welcome dinner, etc.).
Schedule Wedding Party Events
- Arrange the rehearsal dinner, welcome party, or post-wedding brunch.
- Book restaurants or event spaces if these gatherings are off-site.

The Month Of:

(Note: By this point, your wedding planner will handle most final tasks, letting you enjoy your destination and time with loved ones.)

Confirm Final Payments & Budget
- Your planner coordinates any remaining balances or vendor fees.
- Keep tips ready to distribute to vendors or staff.
Review the Timeline & Distribute It
- Your planner will ensure everyone—from vendors to the wedding party—knows the schedule.
- This includes rehearsal times, ceremony start, and reception details.
Pack or Ship Any Remaining Items
- Last-minute décor or personal items? Your planner oversees shipping or local pickup.
- They’ll confirm everything arrives safely and on time.
Coordinate Transportation
- Your planner confirms all shuttle, car, or bus services for you and your guests.
- They finalize pick-up and drop-off times with transportation providers.

The Week Of: Relax & Enjoy

Arrive Early
- Aim to get there several days before the wedding to adjust, finalize details, and handle any errands.
Do a Venue Walk-Through & Rehearsal
- Your planner will walk you through the setup and schedule.
- Practice the ceremony with the officiant and wedding party to iron out any issues.
Distribute Welcome Bags
- Have your planner or the hotel staff deliver welcome bags at check-in.
- Include a warm note or itinerary to keep guests informed.
Pamper Yourself
- Schedule final spa treatments, hair and makeup trials, or simply take time to relax.
- Aim for a restful night before the big day to stay energized.
Delegate & Soak It All In
- Lean on your planner or trusted friends for day-of errands or last-minute tasks.
- Focus on enjoying your surroundings, guests, and the anticipation of “I do!”

Destination weddings come with added logistics, but a well-structured timeline keeps stress in check. By starting 12 months out—enlisting a planner, setting a realistic budget, finalizing a venue, and keeping your guest list at the forefront—you’ll ensure a smoother planning process. As the wedding day approaches, trust your planner to handle the last-minute details, allowing you to embrace the excitement of celebrating in a beautiful, far-off place with those you love most. Every wedding is unique, so adapt these steps to suit your specific location, guest list, and personal vision. Communication, organization, and a capable planner will make your dream destination wedding an unforgettable reality. Safe travels and happy planning!

Xoxo,

Latham