Tips for Planning The Ultimate Destination Wedding Weekend
Most of the time I see newly engaged brides talking about a destination wedding, it’s usually a discussion of where they should even begin. Planning a wedding from afar seems incredibly daunting and most couples don’t know where to start. To help you through the process, here are top tips for planning your destination wedding weekend from expert planners and yours truly.
Cavin Elizabeth Photography
Although this is almost always my best advice for any couple getting married, it’s especially vital for a destination wedding weekend. Hiring a planner who either is local to your wedding city or is simply well versed in destination planning will be a lifesaver.
Helena of Rock Paper Scissors adds, “To make the best of your destination wedding weekend, trust a professional wedding planner to arrange all the details. Also, having an accurate guest list from the very beginning would be fundamental to have a stress free wedding. Picking the desired wedding theme and craft a schedule with the help of your wedding planner, will let you have the energy to enjoy your wedding day.”
Hire a Planner
Although this is almost always my best advice for any couple getting married, it’s especially vital for a destination wedding weekend. Hiring a planner who either is local to your wedding city or is simply well versed in destination planning will be a lifesaver.
Helena of Rock Paper Scissors adds, “To make the best of your destination wedding weekend, trust a professional wedding planner to arrange all the details. Also, having an accurate guest list from the very beginning would be fundamental to have a stress free wedding. Picking the desired wedding theme and craft a schedule with the help of your wedding planner, will let you have the energy to enjoy your wedding day.”
Cavin Elizabeth Photography
Planners will be able to offer valuable insight into the logistics of your planning. For example, Mylene of White Eden Events notes, “we notice that 15%-20% of the guest list usually can’t make it to destination weddings.” Knowing insider info like that will tremendously help your planning!
Planners will be able to offer valuable insight into the logistics of your planning. For example, Mylene of White Eden Events notes, “we notice that 15%-20% of the guest list usually can’t make it to destination weddings.” Knowing insider info like that will tremendously help your planning!
Cavin Elizabeth Photography
Masi Events suggests that couples, “take a look at the dates you are considering and see if there is any city event happening over that weekend. Sometimes, if there are large events they could potentially cause plane tickets or hotel rates to be higher. It could also have an effect on the overall experience for your guests.”
Securing Your Date and Guest Accommodations
Masi Events suggests that couples, “take a look at the dates you are considering and see if there is any city event happening over that weekend. Sometimes, if there are large events they could potentially cause plane tickets or hotel rates to be higher. It could also have an effect on the overall experience for your guests.”
Cavin Elizabeth Photography
On the matter of accommodations, they also noted, “If your wedding reception is not at a hotel, consider contracting a rooming block with a hotel located in a fun part of town and within close proximity to your venue. Hotels will typically offer groups reserving 10 or more rooms a discounted rooming rate 10% to 20% less than advertised rates, provided your group books at least 90% of the reserved rooms. To confirm the right number of rooms we typically divide the estimated guest count in half, then request rooms based on 40% of that number to ensure that your financial commitment is met. For example for 200 estimate guests, we would request about 40 rooms. Communicate the rooming block to your guests on the wedding website, save the date and a reminder card in your invitation suite, to ensure your family books their reservations as soon as you confirm the block.”
On the matter of accommodations, they also noted, “If your wedding reception is not at a hotel, consider contracting a rooming block with a hotel located in a fun part of town and within close proximity to your venue. Hotels will typically offer groups reserving 10 or more rooms a discounted rooming rate 10% to 20% less than advertised rates, provided your group books at least 90% of the reserved rooms. To confirm the right number of rooms we typically divide the estimated guest count in half, then request rooms based on 40% of that number to ensure that your financial commitment is met. For example for 200 estimate guests, we would request about 40 rooms. Communicate the rooming block to your guests on the wedding website, save the date and a reminder card in your invitation suite, to ensure your family books their reservations as soon as you confirm the block.”
Cavin Elizabeth Photography
Jacqueling Hallgarth says, “Whether your destination wedding is in a villa in Tuscany, metropolitan loft in NYC, or beachside in Croatia, it's important to immerse yourself in the culture and provide a memorable guest experience. Your guests will be traveling far and wide to be with you, so you want to showcase the foreign city through intricate details like the local food, wine, and music. Also since traveling can add on another level of stress and time, you want to make sure to keep things informative and convenient for your guests. A detailed wedding website listing out which airport to fly into, links to train or rental cars, things to do in the area, and weekend events, can be very helpful!”
Showcase the Destination’s Offerings
Jacqueling Hallgarth says, “Whether your destination wedding is in a villa in Tuscany, metropolitan loft in NYC, or beachside in Croatia, it's important to immerse yourself in the culture and provide a memorable guest experience. Your guests will be traveling far and wide to be with you, so you want to showcase the foreign city through intricate details like the local food, wine, and music. Also since traveling can add on another level of stress and time, you want to make sure to keep things informative and convenient for your guests. A detailed wedding website listing out which airport to fly into, links to train or rental cars, things to do in the area, and weekend events, can be very helpful!”
Cavin Elizabeth Photography
Guests will be out of their element for your destination city, so be sure to give them all of the information they need to know in order to get to the wedding on time and also to enjoy the city and it’s offerings.
Jennifer Fox adds, “One thing I cannot stress enough when planning a destination wedding weekend is to have a guest itinerary with multiple guest activity options. Be sure to include pertinent information such as venue addresses, directions and phone numbers while also providing a list of activities available to your guests. Everything from lawn games and local hiking trails to spa services and wine tasting excursions. Anything to make your guests feel well looked after, no matter your budget!”
Don’t Skimp on Guest Care
Guests will be out of their element for your destination city, so be sure to give them all of the information they need to know in order to get to the wedding on time and also to enjoy the city and it’s offerings.
Jennifer Fox adds, “One thing I cannot stress enough when planning a destination wedding weekend is to have a guest itinerary with multiple guest activity options. Be sure to include pertinent information such as venue addresses, directions and phone numbers while also providing a list of activities available to your guests. Everything from lawn games and local hiking trails to spa services and wine tasting excursions. Anything to make your guests feel well looked after, no matter your budget!”
Cavin Elizabeth Photography
Mylene of White Eden Events reinforces this message by saying, “Make your guests feel special and welcome ahead of the wedding. Provide them practical information on your wedding website about the area to ease their trip, tips and ideas of things to do. Most of your guests will make a vacation out of their trip and won’t only stay for the length of your wedding. Ask your local wedding planner for local information, ideas and tips. Treat your guests upon arrival with a welcome basket in their hotel room, they will feel awaited and special.”
Mylene of White Eden Events reinforces this message by saying, “Make your guests feel special and welcome ahead of the wedding. Provide them practical information on your wedding website about the area to ease their trip, tips and ideas of things to do. Most of your guests will make a vacation out of their trip and won’t only stay for the length of your wedding. Ask your local wedding planner for local information, ideas and tips. Treat your guests upon arrival with a welcome basket in their hotel room, they will feel awaited and special.”
Cavin Elizabeth Photography
Cavin Elizabeth is a wedding film photographer based in San Diego, California. Her wedding work has taken her all over the United States and abroad. In addition to being a photographer, Cavin is an educator and an avid blogger of wedding planning tips for brides and grooms. She authored the book A Bride’s Guide to a Picture Perfect Wedding, which teaches couples how to make wedding plans that are best for photography.
Cavin Elizabeth is a wedding film photographer based in San Diego, California. Her wedding work has taken her all over the United States and abroad. In addition to being a photographer, Cavin is an educator and an avid blogger of wedding planning tips for brides and grooms. She authored the book A Bride’s Guide to a Picture Perfect Wedding, which teaches couples how to make wedding plans that are best for photography.