Planning 101: The Exact Timeline To Book Your Destination Wedding
Thinking about having a destination wedding? You might be wondering, "How early should I start booking and preparing for my destination wedding?" Don't worry, as I have all the information and expert advice you need to ensure your dream wedding is flawlessly planned!
If you're envisioning a breathtaking destination wedding to say "I do," you've landed in the perfect spot. I've been assisting couples like you in orchestrating their ideal weddings in paradise for several years, and I'm here to offer guidance on the ideal timing for booking and organizing your destination wedding. So, let's get ready and embark on this thrilling journey together!
Step 1 – Secure the wedding date and time (12-18 months in advance)
Picking the perfect date and time for your destination wedding is the crucial first step. It's more intricate than scheduling a local wedding on a Saturday afternoon. That's where a destination wedding specialist, like me, comes in! We'll help you find the ideal venue to match your style and budget, saving you from endless searching. Failing to secure your date and time is one of the top mistakes couples make when planning a destination wedding.
Step 2 – Get a group contract set up (As soon as the venue is selected)
After finalizing your wedding date and time, the next step is to secure a group contract. This contract guarantees that all your guests have accommodations at a consistent rate, enhancing everyone's experience. In my role as a destination wedding specialist, I collaborate with a travel supplier (as opposed to direct resort bookings) to arrange the group contract, streamlining the process and ensuring you receive the best offers available.
Step 3 – Send out Save the Date invites (Give guests as much time as possible, at least 6 months, preferably a full year)
Now that you've locked in the wedding date and group accommodations, it's time to share the excitement with Save the Date invitations! Ensure these invitations contain all the necessary information. If you're collaborating with a destination wedding travel specialist, we can establish a wedding website for your guests to effortlessly book their rooms. Plus, booking with the group can offer fantastic benefits like complimentary rooms and upgrades!
Step 4 – Pre-wedding planning (6-9 months before the wedding)
Now enters the in-between phase, with some time to spare before the big day. To maximize this time, here are some tips:
Consider a pre-wedding planning trip to your chosen destination, taking advantage of any available discounted rates.
Explore exciting group activities, such as a catamaran cruise, to keep your guests entertained!
Send out reminders to your guests, encouraging them to RSVP by reserving their rooms with a minimal deposit.
If you're hiring a photographer or videographer not on the resort's preferred list, plan for the outside vendor fee or consider having someone from the U.S. attend as a guest to avoid this additional cost.
Step 5 - Start planning the wedding (Between 4-6 months from the wedding)
Even if your resort hasn't delved into the finer details yet, begin your planning journey by crafting a Pinterest board filled with your wedding inspirations for decor, colors, and flowers. This will ensure that when the time is right, you'll have a precise vision of your preferences. Additionally, you'll be able to make informed choices regarding the menu, photography packages, and the music selection for the reception.
Step 6 – Final Payments and Transfers (60 – 75 days before travel)
About two months prior to the big day, it's the time to settle the final payments for room reservations. Remember to collect your guests' flight details to facilitate seamless transportation coordination. It's crucial to double-check these itineraries to guarantee alignment with their room dates, as last-minute discrepancies can pop up. If you're working with a destination wedding specialist, like me, rest assured that this responsibility is in capable hands. ;)
Step 7 – Tips, reminders, and travel documents, oh my! (2 weeks before travel)
As the wedding day approaches, send out travel documents via email approximately two weeks prior to the trip. Encourage your guests to carefully review the documents and inform you of any questions or discrepancies. Offer them useful tips and reminders for a smooth trip, covering information about online check-in, shuttle services, gratuities, and emergency contacts. Again, this is something I can easily take off your plate.
Phew, we've got it all covered! Planning a destination wedding might appear overwhelming, but with this timeline and with the support of a destination wedding specialist, you'll be well-prepared to bring your dream wedding to life in paradise!
Embarking on the journey of planning a destination wedding is an adventure in itself, and we trust that our guide has served as a valuable compass on your path. At the very least, you now possess a clearer understanding of the timeline required to plan your destination "I Do!"
If you're prepared to transform those dreams into plans and you're considering some assistance in putting your destination wedding together, Here is a link to schedule a complimentary consultation with me today! I can’t wait to join you on your path to 'happily ever after'!
