Planning a destination wedding is a dream come true for so many couples, but it can also feel a little overwhelming. From choosing the perfect location to ensuring your marriage is legally recognised, there’s a lot to organise. Unlike traditional weddings, destination celebrations come with extra layers, like organising travel arrangements, legal paperwork abroad, and coordinating from afar. That’s why having a clear checklist and timeline can be a real lifesaver.
In this guide, we cover everything from those exciting early plans 16 months out, right through to the magical ceremony and even the moments after. Whether you’re imagining sun-drenched beaches, a romantic European castle, or a cosy vineyard overseas, you’ll find practical tips to help make your destination wedding planning joyful, manageable, and full of love.
Let’s start planning!
12 to 16 Months To Go
Get a Wedding Planner Book or Folder
It’s time to get organised! Use a wedding planner book, binder or app to keep everything in one place, including inspiration photos, budget spreadsheets, vendor contracts, notes and more. A digital folder is also great for keeping copies of important documents in one place.
Create a Wedding Budget
Your first and most important step is setting your wedding budget. Your budget will guide every decision you make. Begin by discussing how much you and your partner are comfortable spending. Consider different price points and allocate funds for each category.
Decide on a Location
Think about where you and your fiancé want to get married. The chosen destination sets the tone for your celebration. Consider the climate, seasonality (rain or hurricane seasons), travel requirements, and cost of travel for you and your guests. Make sure your destination can accommodate your wedding and offer venue, vendor, and transportation options.
If you're dreaming of a destination wedding, it's best to pad your budget by 10–15% for unexpected or last-minute costs.
Research Marriage Requirements
Every country has different rules about getting married abroad, and some are more complicated than others. Find out if a civil ceremony prior to the wedding is necessary.
For UK couples, you might need a certificate of no impediment (CNI) or an affirmation to prove you’re allowed to marry or register a civil partnership. Get this done well in advance to avoid last-minute surprises.
Draft a Guest List
Drafting a guest list will help you get an estimated number for your venue search and travel arrangements. Decide early if you’d like your wedding to be an adults-only or family-inclusive event. Keep in mind that destination weddings typically have a lower attendance rate than traditional weddings.
Hire a Wedding Planner
Hiring a wedding planner, especially one local to your chosen destination, is one of the best things you can do. They’ll know the best venues, trusted vendors in the area, as well as legal protocols and cultural nuances.
Pick a Wedding Theme
Choose a theme or style that reflects your personality and complements your location. Think Boho beach, elegant garden, rustic-chic villa, or modern tropical. Your wedding theme or style will guide your invitations, attire, flowers, and decor.
Set a Wedding Date
Set a date that works for your destination and your loved ones. Keep in mind peak and off-season travel, weather (avoid hurricane season), local holidays or festivals that may affect pricing or availability.
Book a Travel Agent
A travel agent familiar with destination weddings can help plan travel and accommodation for you and your guests. They can usually secure group discounts, coordinate accommodation, and manage the itinerary for your guests.
Visit Venues
If your budget allows, plan a scouting trip to visit potential venues. This trip is also a good time to meet with local vendors, sample catering or cakes, and tour accommodations.
Walk around the space and ask your wedding venue about on-site coordination and available packages. If you can’t visit venues in person, rely on virtual tours, online reviews, and your planner’s recommendations.
Secure Your Venue
Once you have found the perfect wedding venue, book it and confirm availability for your desired date. Make sure they can accommodate both your ceremony and reception. Also, ask about cancellation policies, backup plans, capacity, and what’s included.
Get Wedding Insurance
Wedding insurance is essential for any couple planning a wedding abroad. Invest in wedding insurance to protect your big day from unforeseen issues, including weather, vendor cancellations, or travel disruptions. Be sure to get both liability insurance and cancellation insurance for comprehensive coverage.
Plan Your Engagement Party
Celebrate your engagement before the whirlwind of planning begins. An engagement party is a good way to introduce family members and friends, and celebrate together if some people won’t be able to attend the destination wedding.
Take Your Engagement Photos
Schedule a session with a wedding photographer to capture your engagement. You can use these professional photos for your save-the-dates, wedding website or invitations.
9 to 11 Months To Go
Choose Your Wedding Party
Choosing your wedding party is more than just selecting your besties. You’ll want reliable people who are enthusiastic about helping and attending a wedding abroad. Consider travel expenses, availability, and how involved they can be, months before the wedding.
Send out Save-The-Dates
The sooner you send out save the dates, the better. Because destination weddings require advanced planning, you need to give your guests plenty of time to book travel and accommodation, arrange childcare, and renew passports if needed.
Research Vendors
Start researching your core wedding vendors, including your wedding photographer, caterer, florist, and entertainment. If you’re hiring locally, look for vendors who are familiar with destination weddings.
Top Tip:
Some couples bring their vendors to their chosen destination, especially for crucial roles like the wedding photographer or makeup artist.
Build Your Wedding Registry
Even if you’re hosting a wedding abroad, guests will likely want to celebrate with a gift. Now is the time to create your wedding registry. Choose online platforms that are easy for international wedding guests to use. Consider a honeymoon fund if you’d prefer contributions toward travel experiences rather than traditional gifts.
Create Your Wedding Website
Your wedding website is your digital central hub for your guests. Include local maps, venue details, wedding itinerary, links to the registry, travel advice, accommodation recommendations, and RSVP details. This keeps everyone informed and excited.
Begin Wedding Dress Shopping
For the destination wedding bride, wedding dress shopping should begin now. Fabrics, climate, and portability all matter. Think lightweight materials for tropical locations, or sleeves for a mountain wedding destination.
Purchase Airline Tickets
Book early to get the best price points and flight options. Booking months in advance also gives you first pick on routes with fewer layovers. Encourage your guests to do the same. Consider arriving at the destination at least a few days early to acclimate and manage any last-minute issues.
Consider Travel Insurance
Investing in travel insurance is essential when planning an international wedding. Unforeseen events, flight cancellations, and illness can happen, and travel insurance can give you peace of mind and avoid costly fees.
Find an Officiant
Whether you’re having a ceremony and reception in one location or splitting the two, you’ll need a licensed officiant. Decide if you want someone local or someone close to you to lead the celebration.
Top Tip:
If you're hiring someone local, ensure they speak your language fluently and understand your ceremony preferences.
Hire a Photographer and Videographer
Your wedding photographer and videographer will capture the memories you’ll treasure forever. They book up fast, especially in high-demand locations and peak seasons, so act early. Review full portfolios and read reviews. Ask if they’ve shot at your wedding venue before, and if they’re familiar with destination wedding logistics.
Reserve Room Blocks
Help your guests by reserving hotel room blocks. List all details clearly on your wedding website or invitations, so guests can book with plenty of time. Reserving accommodation provides everyone with a comfortable place to stay during your wedding.
Make a Wedding Itinerary
Start mapping out your destination wedding itinerary. Include the wedding day timeline, welcome party, ceremony, reception, and any group activities.
Top Tip:
Plan activities that showcase your chosen destination, such as a catamaran cruise, wine tasting, or group hiking, can add unforgettable memories.
8 to 6 Months To Go
Shop for Bridal Accessories
Once you’ve found your dream dress, it’s time to bring your bridal look to life with the perfect accessories! Explore beautiful shoes, sparkling jewellery, delicate veils, chic clutches, and even stylish sunglasses. Choose pieces that complement your gown, reflect your unique style, and suit your destination’s terrain and weather. And don’t forget a comfy backup, whether it’s flats for dancing the night away, sandals for those dreamy beach strolls or a pretty cover-up for when the sun sets and the temperature drops!
Attend Your First Dress Fitting
Your first dress fitting should be scheduled around this time, with additional fittings planned closer to the wedding date. Make sure you don't forget your shoes and undergarments to see the full effect.
Shop for Bridesmaid Attire
Finding the right bridesmaid attire that complements your wedding dress and suits the destination is key. Coordinate bridesmaid dress styles, fabrics, and colours with your theme and venue. Choose lightweight materials or sleeveless options for warmer climates. Be clear on timelines so your bridal party has plenty of time to make alterations if needed.
Once you’ve chosen your bridesmaids’ dresses, it’s time to complete their look with accessories that suit both the outfit and the destination. Think about the climate, the venue, and your overall wedding style when selecting items like jewellery, shoes, hair accessories, and clutch bags. For the beach, barely there sandals, pearl earrings, or pearl hair vines can add a relaxed and breezy touch. For more formal venues, such as villas or vineyards, consider elegant drop earrings, block heels, and a statement clutch.
Find a Caterer
Food is a highlight of any wedding, and destination weddings are no exception. Whether you want a five-course formal dinner or a beachside BBQ, now is the time to secure a caterer that can accommodate your vision.
Book a Live Band or DJ
Your music sets the mood for the entire celebration, from the ceremony to the dance floor. Booking your entertainment early ensures availability. Ask your band or DJ for video samples or attend a live performance. Also, confirm whether they bring their own equipment or need support from your venue.
Hire a Florist
Florals set the tone for your wedding day. A local florist familiar with your weddings will know what blooms are in season and how to source them efficiently. Think beyond bouquets, incorporate flowers into your ceremony and reception areas, welcome dinner, and wedding events. For more inspiration, check out our handy wedding flowers checklist.
Order Your Wedding Cake
The wedding cake is one of the focal points of the reception. Start working with a local cake designer or one recommended by your wedding planner. Schedule a tasting or video call well in advance to discuss flavours, style, and size based on your guest count.
Secure Your Rehearsal Dinner
The rehearsal dinner often kicks off the wedding celebrations. Choose a local restaurant or ask your venue to host your rehearsal dinner. For something unique, include local dishes on the menu or dance performances to entertain your guests.
Book Your Hairstylist and Makeup Artist
Hair and makeup are a must for any wedding. Choose professionals who can travel to your venue and who truly understand your desired bridal look. Make sure to read reviews, look at portfolios and ask about trial options.
Trial appointments offer a fantastic chance to experiment with different styles, share your preferences, and make sure you love how you look. Bring along some inspiration photos and any accessories that you plan to wear on the big day. This will help your stylist ensure that the accessories can be attached or removed easily without disturbing your hairstyle on the day.
Ivory and Co Pearl Multi Silver Hair Pin (Set of 18)
Shop for the Groom’s Suit
For the groom, his attire should align with the venue, formality, and climate. Choose breathable or lightweight fabrics like linen for warmer climates. Order custom suits months in advance to allow enough time for tailoring.
Shop for Groomsmen Attire
Like the bridesmaids, your groomsmen should look sharp and dress to impress. Align their look with the groom’s suit and the overall wedding vibe. Also, set clear expectations for fitting appointments and order deadlines. Don't forget about the little details such as cufflinks, pocket squares, sunglasses and even socks!
Order Your Wedding Invitations
Work with a printing or design company to create your wedding invitations. Consider the number of guest households and choose a design that matches your wedding theme. Add key information, including your venue details, wedding itinerary, registry link, wedding website, dress code, travel and accommodation info, and RSVP details.
Arrange Wedding Transportation
If your ceremony is in a different location from your reception, you may need to arrange transportation for you and your partner, as well as your guests. Work with your wedding planner, or research local shuttle bus services or car hire companies to get quotes.
3 to 5 Months To Go
Order Wedding Décor and Rental Items
Depending on your wedding venue package, you may need to rent items like ceremony seating, reception tables and chairs. Incorporating other décor pieces in key places can also enhance the setting, such as welcome signs, seating charts, floral arches, and table centrepieces. Confirm on-site delivery options with your venue stylist or vendor.
Check Your Passports
Make sure both you and your partner have valid passports before travelling, usually with at least six months’ validity, but this depends on your wedding destination. Share reminders with guests on your invitations or wedding website.
Get Any Required Vaccines or Blood Tests
Some international destinations may require you to get vaccinations or blood tests before travelling. Research any travel requirements well in advance to avoid mishaps.
Finalise the Menu
Plan a menu tasting with your wedding caterer or venue. If you're unable to visit, request photos, sample menus, or references. Review your RSVPs and include options for any dietary restrictions.
Send Out Invitations
Once your wedding invitations are finalised and have arrived, you can start gathering the names and addresses of your guests. When sending invitations, include a self-addressed, pre-stamped envelope for guests to respond with.
Purchase Wedding Rings
At this point, it’s time for you and your partner to order your wedding rings. Allow enough time for engraving or resizing if needed. Whether you pick a platinum or gold set, consider your lifestyle, budget, size and the style of your engagement ring.
Purchase Outfits for Wedding Events
For those pre-wedding and post-wedding events, you’ll want to have outfits planned for your bachelorette, welcome pool party, rehearsal dinner and post-wedding brunch. Whether you’re planning on wearing white or adding colour, shop for attire that aligns with your vision for each event.
Make Honeymoon Plans
Now it is a good time to make honeymoon plans. Book travel and accommodation early to find the best deals and packages. Be sure your dates and travel plans tie in smoothly with your wedding itinerary.
Obtain Your Marriage License
Since you’re getting married abroad, you’ll need to apply for your marriage license beforehand, ideally no less than a month before your wedding. This is because some countries require a waiting period before you can collect your wedding license. Keep in mind that a wedding license usually has an expiration date from the time you obtain your license to the wedding date.
1 Month To Go
Buy Extra Necessities
As your wedding approaches, you’ll need to buy extra necessities like a guest book, pens, place cards, luggage tags, and a cake topper. If you’re making bathroom baskets, you’ll also need to purchase items such as sunscreen, bug spray, plasters, flip-flops and sunglasses for guests.
Purchase Wedding Party Gifts
If you're giving your bridal party or partner a gift, now is the time to finalise those plans and have them wrapped and ready to go. For bridesmaids, a dainty bracelet or pair of drop earrings can make for a beautiful, heartfelt gift to wear on the big day. For the groomsmen, cufflinks or a watch box can add that extra special touch.
Contact All Vendors
In the month leading up to your big day, ensure you contact all your vendors. Make final payments for vendors, confirm arrival times, and double-check accessibility and contact information to avoid stress on your wedding day.
Create Welcome Bags
Personalised welcome bags are a lovely way to welcome your guests and a small detail they will adore. Add snacks, keepsakes, a personal note, and a detailed wedding itinerary in each bag.
Finalise Vows and Readings
Make time to complete or review your vows before the ceremony. Consider tone and length. Print off your vows and practice saying them out loud to gain confidence. Also, assign and finalise ceremony readings to relatives or friends.
1 Week Before
Pack Your Bags
When it comes to destination weddings, packing isn’t just about clothes; it’s about making sure every meaningful detail makes it there safely. It's a good idea to start early and create a checklist of essentials, including your wedding attire, any accessories, legal documents, and anything personal or custom that may be hard to replace abroad. If you're bringing items like stationery, welcome bags, favours, or parts of your décor, pack them carefully in your hand luggage or spread them across trusted travel companions’ suitcases to avoid any mishaps.
Don’t Forget the Everyday Essentials
While wedding items are key, don’t forget everyday essentials like sun cream, insect repellent, painkillers, travel adapters, and any medications. Pack these early to avoid forgetting anything essential.
Arrive at Your Wedding Destination
Get to your destination at least 3–5 days before the wedding. This gives you plenty of time to manage last-minute tasks, finalise plans, and settle into your accommodation.
Make your guests feel welcome as they arrive at your wedding venue. Hand out welcome bags that include local maps, water, snacks, sunscreen, and an itinerary of wedding events. This personal touch is a staple of top-tier destination wedding planning.
Host Your Welcome Party
A welcome dinner or cocktail hour helps everyone break the ice and sets the tone for the celebration. It's a great way to gather your nearest and dearest before the official ceremony and reception.
Do a Venue Walkthrough
Visit the wedding venue with your wedding planner to confirm accessibility, décor layout, seating, and on-site vendor requirements. Make sure all elements for your dream wedding are in place.
Have Your Rehearsal Dinner
This intimate dinner allows the wedding party to connect before the special day. Traditionally hosted by the couple or parents, it's also a good time to present thank-you gifts to the bridal party and family.
Lay Out Your Wedding Attire
Set aside your wedding dress, shoes, jewellery, undergarments, accessories and other attire. Doing this before the ceremony reduces stress on the wedding day.
Go to Bed Early
You’ll need to rest and relax the day before your wedding day. Go to bed early, have a self-care evening, and prepare to wake up energised and get ready to walk up the aisle.
The day you’ve been dreaming of is finally here! It’s time to soak in every moment and celebrate your love! While your main focus should be enjoying yourself, here are a few final tips to help the day run smoothly:
Get Ready with Plenty of Time
Start your morning calmly by giving yourself enough time for hair and makeup, bridal party photos, and slipping into your wedding dress without feeling rushed. Factor in time for any last-minute touch-ups or outfit adjustments so you can feel completely confident as you walk down the aisle.
Fuel Up and Hydrate
Eat a proper breakfast and stay hydrated throughout the day. You’ll need the energy, especially if your ceremony is later in the afternoon.
Don’t Forget the Essentials
Make sure your wedding rings, marriage licence or any required documents are safely packed and easily accessible. Assign someone you trust, like the best man or maid of honour, to be in charge of these key items so you can focus on enjoying the moment.
Thank Your Guests
Thank your guests, your wedding party, and anyone who’s helped bring the day together; a few heartfelt words go a long way.
Have a Quiet Moment Together
In the whirlwind of the day, try to set aside a few minutes to pause with your new spouse. Whether it’s a private first look or a walk along the beach after your ceremony, taking time to reflect together will help you soak in the joy of it all. You may even find that your photographer will take some beautiful candid shots of these special moments.
After Your Wedding
Collect Personal Items
Gather your personal belongings like the guest book, wedding stationery, attire, and décor pieces. Also, you’ll need to return any rental items if vendor collection isn’t included in the package.
Say a Final Goodbye to Guests
Whether it’s over a post-wedding brunch or poolside gathering, give your guests plenty of love and gratitude before they head home.
Travel Home as Newlyweds
Once the venue is cleared, your bags are packed, and guests have departed, it’s time to travel home as a newlywed couple. Arrange transportation to the airport from your accommodation for a stress-free journey.
Head Off on Your Honeymoon
Start married life on a high note! Whether it’s at your chosen destination or elsewhere, relax and celebrate your marriage with your new husband or wife.
Send Thank You Cards
Within a few weeks after your wedding, send thank-you cards to everyone who attended or sent gifts. Include a special message and a wedding photo from your photographer for a personal touch.
We hope this guide leaves you feeling calm, confident, and excited for the unforgettable journey ahead. Whether you're heading to sun-soaked shores or a romantic city escape, here’s to a celebration filled with love, adventure, and once-in-a-lifetime memories. And if you need a little help with the finishing touches, we’re always here. Love, Amy x
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