How to Plan a Destination Wedding: From Venue to Guest Experience

Why Destination Weddings Keep Growing in Popularity

Roughly 25 percent of American couples now choose destination weddings, and the number continues to climb. The appeal is straightforward: a destination wedding combines the ceremony, the celebration, and the honeymoon into a single experience. It naturally limits the guest list (solving the "do we invite my parents' friends' neighbor?" dilemma), often costs less than a traditional hometown wedding, and creates a shared travel experience that your closest friends and family will remember for decades.

The average US wedding cost reached $35,000 in 2025. A destination wedding in Mexico, the Caribbean, or Southeast Asia can deliver a comparable experience for $15,000-$25,000, while a European destination wedding ranges from $20,000-$40,000. The math works because labor, venue, catering, and floral costs are significantly lower in many international destinations.

But destination weddings also introduce complexities that traditional weddings avoid: legal requirements in foreign countries, international travel logistics for dozens of guests, weather risks, language barriers, and the challenge of planning from thousands of miles away. This guide addresses each one.

Step 1: Decide If a Destination Wedding Is Right for You

It Works Well If...

• You and your partner love to travel
• You want an intimate celebration (typically 30-80 guests rather than 150-300)
• You are comfortable with some guests being unable to attend
• You want to combine the wedding and honeymoon
• Your families are spread across multiple cities or countries (a destination levels the playing field)
• You prefer experiences over formality

It May Not Work If...

• Having every relative present is essential to you
• Many of your closest guests have limited travel budgets or mobility issues
• You are extremely particular about every detail (remote planning introduces variables you cannot control)
• You want traditional cultural or religious elements that require specific local resources

Step 2: Choose Your Destination (12-16 Months Before)

Key Factors in Destination Selection

• Legal requirements: How easy is it to get legally married in this country? (See detailed breakdown below)
• Weather: What are the odds of rain, extreme heat, or hurricanes during your preferred month?
• Accessibility: How many flights and connections do your guests need? Are direct flights available from major hubs?
• Venue options: Does the destination offer your preferred style (beach, vineyard, castle, cliff)?
• Cost: What does the overall cost look like for both you and your guests?
• Infrastructure: Are there enough hotels, restaurants, and activities to keep guests entertained for a multi-day stay?

Legal Requirements by Popular Destination

Legal requirements vary enormously. Some countries make it extremely easy; others require weeks of residency and mountains of paperwork.

Country	Residency Requirement	Key Documents	Processing Time	Difficulty
Mexico	None	Blood tests (done locally), passport, birth certificate, 4 witnesses	2-3 days	Easy
Italy	None	Nulla Osta (no impediment certificate from your embassy), passport, birth certificate	2-4 weeks advance paperwork	Moderate
France	40-day residency	Birth certificate, proof of residency, multiple published banns	40+ days	Difficult
Greece	None	Passport, birth certificate, certificate of no impediment, blood type	1-2 weeks advance filing	Moderate
Jamaica	24 hours	Passport, birth certificate, decree absolute (if divorced)	24-48 hours	Very Easy
Costa Rica	None	Passport, witnesses	1-2 days	Very Easy
Thailand	None	Passport, affidavit from embassy, translated documents	2-3 days	Easy
Bali, Indonesia	None	Passport, baptism certificate (for religious ceremonies), embassy letter	3-5 days	Moderate
Portugal	None	Birth certificate, certificate of no impediment, passport	2-3 weeks advance filing	Moderate
St. Lucia	None	Passport, birth certificate, decree absolute (if divorced)	2-3 days	Very Easy
Spain	Civil registry requirement	Birth certificate, Certificado de No Impedimento, consular certificate	3-6 weeks advance filing	Moderate-Difficult
UK	7-28 day notice period	Passport, proof of address, birth certificate	28 days notice	Moderate

Pro tip: Many couples simplify the process by getting legally married at their local courthouse a few days before departure (or after returning), then having a symbolic ceremony at the destination. This eliminates all foreign legal requirements while preserving the emotional experience. Discuss with your officiant whether this approach feels right.

Step 3: Set Your Budget (12-14 Months Before)

Destination Wedding Cost Breakdown

Expense	Budget Range	Notes
Venue rental	$2,000-$15,000	Varies enormously; all-inclusive resorts may include this
Officiant	$300-$1,500	Some countries require a local officiant
Catering (50 guests)	$3,000-$15,000	$60-$300 per person depending on destination
Photography/Videography	$2,000-$6,000	Destination photographers often include travel in their fee
Flowers and decor	$1,000-$5,000	Tropical flowers are often cheaper than imported varieties
Music/DJ	$500-$2,000
Hair and makeup	$300-$800
Wedding planner	$2,000-$5,000	Strongly recommended for destination weddings
Attire (dress, suit, alterations)	$1,000-$5,000	Budget for shipping or traveling with garments
Stationery (save-the-dates, invites)	$300-$800	Digital invitations are increasingly accepted
Welcome bags for guests	$20-$50 per guest	Thoughtful local items, itinerary, and snacks
Welcome dinner (night before)	$1,000-$5,000	Often at a local restaurant or casual venue
Transportation (for couple)	$500-$2,000	Flights, transfers
Total estimate (50 guests)	$13,000-$62,000

What Guests Typically Pay For

In destination wedding etiquette, guests are responsible for their own:

• Flights
• Accommodation
• Meals (except the wedding reception and any hosted events like a welcome dinner)
• Activities and excursions

The couple typically covers:

• The ceremony and reception (food, drink, venue, entertainment)
• A welcome dinner or cocktail party
• Airport transfers (optional but appreciated)
• Welcome bags with local information and treats

How to Be Guest-Budget Friendly

• Choose a destination with affordable accommodation options at multiple price points. If the resort hosting the wedding charges $400/night, ensure there are $80-$150 alternatives nearby.
• Provide an accommodation block with a negotiated group rate. Most hotels offer 15-25% off rack rate for wedding blocks of 10+ rooms.
• Give plenty of notice. 12-14 months allows guests to save, find deals on flights, and arrange time off.
• Do not expect expensive gifts. The guest's travel expense is effectively their gift. Many couples state "your presence is your present" on their wedding website.

Step 4: Communicate with Guests (10-12 Months Before)

The Communication Timeline

12-14 months before: Save-the-Date

• Send save-the-dates as early as possible. For destination weddings, this is critical for guest planning.
• Include: destination, date, wedding website URL, and a note that formal invitations will follow.
• Digital save-the-dates (via email or Paperless Post) are perfectly appropriate and faster.

10-12 months before: Wedding Website Launch

Your wedding website is the information hub for a destination wedding. It should include:

• Accommodation options with booking links and group rate codes
• Flight information (nearest airport, recommended airlines, approximate costs)
• Visa requirements for the destination
• Packing suggestions and weather expectations
• Schedule of events (welcome dinner, ceremony, reception, morning-after brunch, optional group activities)
• Local transportation information
• Restaurant recommendations for meals not hosted by the couple
• FAQ section addressing common concerns

Recommended platforms: Zola, The Knot, Squarespace, or WithJoy (all offer free wedding website templates).

8 months before: Formal Invitations

• Send earlier than traditional weddings (8 months vs. 6-8 weeks)
• RSVP deadline: 4-5 months before the wedding
• Include a response card for the welcome dinner and any organized activities

2 months before: Final Details Email

• Confirmed schedule of events with times and locations
• Transportation logistics (shuttle schedules, taxi information)
• Emergency contact information
• Weather update and final packing recommendations
• Reminder about passports, travel insurance, and any visa requirements

Step 5: Hire a Local Wedding Planner (10-12 Months Before)

A local wedding planner is not a luxury for destination weddings. It is a necessity. You are planning an event in a foreign country where you may not speak the language, do not know the vendor landscape, and cannot visit the venue monthly.

What a Destination Wedding Planner Does

• Venue scouting and booking (they know which venues look good in photos vs. which are actually great to work with)
• Vendor coordination: Florists, caterers, musicians, photographers, rental companies
• Legal paperwork guidance: Navigation of local marriage laws and documentation
• Timeline management: Ensuring everything runs on schedule despite the relaxed attitude that many warm-climate destinations embrace
• Day-of coordination: Running the event so you and your family can actually enjoy it
• Backup plans: What happens if it rains? If the generator fails? If the caterer is late? Your planner has contingencies.

How to Find a Good One

• Ask the venue. Most established wedding venues have preferred planner lists.
• Destination wedding forums: WeddingWire's destination wedding forum and Facebook groups for specific destinations are active communities.
• Industry directories: ILEA (International Live Events Association) and ABC (Association of Bridal Consultants) maintain searchable directories.
• Instagram: Search hashtags like #[destination]wedding or #[destination]weddingplanner and review portfolios.

Planner Cost

Expect to pay $2,000-$5,000 for a full-service destination wedding planner. Day-of coordination only runs $800-$1,500. This is money well spent.

Step 6: Select Your Venue (8-10 Months Before)

Venue Categories for Destination Weddings

All-Inclusive Resorts

The simplest option. Resorts like Sandals, Dreams, Secrets, and Excellence offer wedding packages ($3,000-$10,000) that include the venue, officiant, basic decor, cake, champagne toast, and sometimes photography. Upgrades are available for everything.

Pros: Turnkey, predictable cost, guests can book rooms on-site

Cons: Can feel generic, limited customization, multiple weddings may happen on the same day

Private Villas

Renting a villa (through Luxury Retreats, Vrbo, or local agencies) for your wedding group creates an intimate, exclusive experience.

Pros: Complete privacy, unique character, exclusive use

Cons: Requires bringing in all vendors, may need additional event permits

Historic Venues (Castles, Estates, Ruins)

Italy, France, Spain, Ireland, and the UK offer extraordinary historic venues. A Tuscan villa, an Irish castle, a Greek clifftop estate.

Pros: Stunning photography, unique atmosphere, memorable

Cons: Higher cost, potential restrictions on noise/timing, may require significant travel from guest accommodations

Beach and Outdoor Venues

The classic destination wedding setting. Available worldwide, from Caribbean beaches to Bali clifftops to Greek island terraces.

Pros: Natural beauty, minimal decor needed, romantic atmosphere

Cons: Weather dependent (backup plan essential), sand in shoes, wind affecting hair and veils

Step 7: Plan Guest Experience (4-6 Months Before)

A destination wedding is not just a ceremony. It is a multi-day experience. The best destination weddings create a loose schedule of optional activities that bring the group together without overcommitting anyone's time.

Suggested Multi-Day Schedule

Day 1 (Arrival Day)

• Welcome bags in hotel rooms
• Optional casual gathering at hotel bar or pool (not hosted, just a "we'll be here if you want to join" message)

Day 2 (Pre-Wedding Day)

• Optional group activity: beach day, wine tasting, guided tour, cooking class, snorkeling trip
• Welcome dinner in the evening (hosted by the couple, casual attire, at a local restaurant or venue)

Day 3 (Wedding Day)

• Ceremony (afternoon or early evening)
• Cocktail hour
• Reception (dinner, dancing, speeches)

Day 4 (Morning After)

• Farewell brunch (hosted, casual, 10:00 AM-12:00 PM)
• Guests depart at their leisure

Weather Contingency Planning

Have a plan for rain. For every outdoor venue, identify:

• The indoor backup option (does the venue have a covered space?)
• The plan B timeline (at what point do you make the call to move indoors?)
• Tent or canopy options (can be added for $1,000-$5,000 depending on size)
• Umbrella availability (clear umbrellas make for beautiful photos in the rain)

Step 8: Final Preparations (2-4 Months Before)

For the Couple

• Confirm all vendor contracts and payment schedules
• Schedule a final video call with your planner to review every detail
• Arrange marriage license paperwork (if legally marrying at the destination)
• Book couples' spa treatment for the day before the wedding (excellent for stress reduction)
• Plan how to transport your dress/suit (carry on the plane in a garment bag or ship ahead via FedEx International)
• Prepare welcome bags
• Write vows (if applicable)
• Create a detailed shot list for your photographer

For Guests

• Send the final details email (schedule, transport, weather, emergency contacts)
• Confirm the hotel room block and release any unbooked rooms back to the hotel
• Arrange group transportation from airport to hotel and between venues
• Prepare a printed schedule card for welcome bags

Destination Wedding vs. Hometown Wedding: Cost Comparison

Category	Hometown (150 guests)	Destination (50 guests)
Venue	$5,000-$15,000	$2,000-$10,000
Catering	$10,000-$30,000	$3,000-$12,000
Photography	$3,000-$8,000	$2,500-$6,000
Flowers	$2,000-$8,000	$1,000-$4,000
Music	$1,500-$4,000	$500-$2,000
Planner	$2,000-$5,000	$2,000-$5,000
Attire	$2,000-$5,000	$2,000-$5,000
Welcome dinner	N/A (rehearsal dinner $2,000-$5,000)	$1,000-$4,000
Couple's travel	N/A	$1,000-$3,000
Total	$25,500-$80,000	$14,500-$51,000

The savings come primarily from the smaller guest count and lower per-person costs in many international destinations. However, the couple's travel and accommodation costs are additional expenses not present in a hometown wedding.

Plan Your Destination Wedding Trip with TripGenie

Coordinating travel logistics for a destination wedding -- your own flights, guest accommodation blocks, pre-wedding activities, and post-wedding honeymoon -- is a planning challenge that benefits from structure. TripGenie can help you map out the full experience, from the arrival day logistics to the farewell brunch, ensuring your multi-day celebration flows smoothly and every guest knows exactly where to be and when. Build itineraries for different guest scenarios (arriving early, staying late, bringing kids) so everyone has a plan that works.

Final Thoughts

A destination wedding is equal parts romantic vision and logistical project. The romance takes care of itself when you are saying your vows on a cliff overlooking the Mediterranean or on a beach at sunset. The logistics require deliberate, early, and thorough planning.

Start with the destination and legal requirements. Hire a local planner. Communicate early and often with your guests. Build in weather contingencies. And remember that the purpose of the event is not a perfect production -- it is the beginning of a marriage, celebrated with the people who matter most, in a place that takes everyone's breath away.

The details will not be perfect. The experience will be unforgettable. And that is the entire point.