We’re a little biased as wedding planners here, but we’d say that planning a wedding is pretty exciting — it’s even more exciting when a multi-day wedding is in the cards. Choosing the backdrop is among the first steps in the process, and more and more of our couples are choosing destinations near and far from the homes they’ve made together. Whether it’s on a quiet sandy beach, within the walls of a historic castle, or amidst lush vineyards, a destination wedding can fully immerse your guests in a unique experience. With thoughtful planning and the right guidance, you can make your destination wedding feel effortlessly special. Let's explore how to plan an incredible destination wedding weekend like a pro.

Choosing the Perfect-For-You Destination

Identifying Your Ideal Locale

Selecting the right destination is the first step towards bringing your wedding to life. Your choice should reflect your personal style and aesthetic as a couple. Are you drawn to the romantic allure of Mallorca, the exotic beaches of St. Tropez, or the iconic sunsets of Santorini? Are you looking for something that feels like worlds away, but is easily accessible for all of your loved ones? Do you have emotional connections to a domestic standout like Aspen or Miami? Each destination offers its own unique charm and experiences, and it's essential to choose a location that resonates with your story.

Seasonality and Climate Considerations

When selecting your destination, considering the season and climate is a must. The timing of your wedding can greatly impact not only the ambiance but also the availability and cost of venues and services. It’s critical to understand the best times to visit your chosen destination to ensure the best possible weather conditions for your celebration.

For example, a summer wedding in Europe might mean beautiful weather but it can also mean higher prices and larger crowds. On the other hand, an off-peak season wedding might offer more availability and intimate settings. Fall weddings in the south of France, for instance, can offer a picturesque backdrop with autumn foliage within a quieter season.

PHOTO COURTESY OF EL ENCANTO, A BELMOND HOTEL - SANTA BARBARA, CALIFORNIA

Budgeting for a Destination Wedding Weekend

Understanding Costs

A destination wedding weekend is an opportunity to create an entirely unique experience, but requires expert-level budgeting to ensure that all aspects align with your expectations and standards. Major expenses typically include venue(s), travel, accommodations, and vendors. Understanding these costs from the beginning can help you make informed decisions and prioritize what matters most to you and your partner.

Investing in guest experiences can elevate your celebration to massive heights. We recommend considering hosting any and all of the following: welcome dinners, group excursions, yoga classes, farewell brunches, and more. For instance, a private yacht cruise in Greece could give your guests an unforgettable experience exploring the nearby islands, creating lifelong memories and experiencing the beauty of your chosen destination up-close and personal.

Contingency Planning

When planning a destination wedding weekend, it's essential to have a contingency fund for unforeseen expenses that may be out of your control. Currency fluctuations, unexpected decor needs, and weather-related adjustments can all impact your budget. Having a financial buffer allows you to adapt to challenges without compromising the experience.

If you run into any unexpected situations that require additional spending, having a contingency fund will allow you to adjust your plans while ensuring that your guests are comfortable, all without adding stress to you and your partner. Foresight, preparation, and a production team of pros will allow you to enjoy your multi-day wedding just as much as your guests do.

Hiring the Right Team

The Role of a Destination Wedding Planner

A skilled destination wedding planner is invaluable in navigating the complexities of planning a wedding multi-day wedding — especially abroad. From logistics and vendor selection to legal requirements, a planner with local connections and expertise keeps things running smoothly until the last guest departs. We bring invaluable insight into the nuances of planning in different regions and provide support that keeps our clients feeling as relaxed as possible throughout the process.

How does it work when a wedding planner isn’t local to your wedding destination? We partner with local experts to support management of everything from tastings and decor to last-minute changes, allowing you to focus on enjoying your wedding weekend with your loved ones. Our local relationships and connections help close the distance between you and your wedding venue, whether it’s 20 or 2,000 miles away.

Selecting Local Vendors

Working with local vendors brings authenticity to your destination wedding weekend. Local floral designers, caterers, and rental companies, for example, know the area and can provide unique insights and services that reflect the destination’s culture. Their expertise and familiarity with the region can greatly enhance the overall experience for you and your guests.

Partnering with a local catering company, for example, allows you to curate menus that authentically highlight traditional dishes and flavors. These local touches add depth to the celebration, and allow you and your guests to immerse yourselves in the culture of your chosen location.

PHOTO COURTESY OF ROSEWOOD LONDON - UNITED KINGDOM

Navigating Legal and Logistical Challenges

Understanding Legal Requirements for International Weddings

Each country has its own legal requirements for marriage, so it’s crucial to plan carefully and prepare any necessary documentation. Requirements might include residency periods, birth certificates, and legal translations. Having all of the required documents in order will make the process much smoother and help you to avoid any last-minute complications.

Furthermore, completing legal paperwork well in advance and liaising with local officials will ensure the ceremony is legally recognized both locally and back home. By taking care of these details early on, you can focus on your celebration without any legal worries.

Psst…having a wedding outside of the United States and want to avoid all of the above? Have a local courthouse wedding before you leave town.

Travel and Accommodations

Considering travel and accommodations for your guests is a key piece of destination wedding planning. We support our clients in securing room blocks at nearby hotels, arranging transportation, and providing detailed itineraries for the weekend. All of the above enhances your guests’ experience and makes them feel well-cared for and appreciated.

Creating a personalized travel guide for your multi-day wedding, including recommendations for local experiences and restaurants, can add an extra layer of warm hospitality for your guests. Whether they are first time visitors or regulars, guests always appreciate seeing the destination through your eyes.

PHOTO COURTESY OF ETÉREO AUBERGE - RIVIERA MAYA, MEXICO

Creating a Singular Experience

Personalized Touches

Weaving personal elements and cultural traditions into your wedding weekend is what takes it to the next level. From including locally-sourced decor to incorporating local customs, these touches reflect your aesthetic as well as your connection to the destination. Personalization is what transforms your wedding into a truly one-of-a-kind event that is reflective of your relationship and resonates with your guests.

Thoughtfully embracing local traditions by incorporating cultural ceremonies or gifting guests with handcrafted items grounds your wedding weekend in the location. Finding ways to respectfully lean into the destination’s culture will result in some of you and your guests’ most vivid memories.

Guest Engagement

Ensuring your guests feel involved and truly seen is the special sauce for a standout destination wedding weekend. We always recommend kicking off the weekend with a welcome party to get everyone acquainted, and creating opportunities for interaction through casual activities throughout. A little friendly competition doesn’t hurt, either.

Having opportunities to engage with your guests before and after your wedding ceremony is easily the biggest pro of hosting a destination wedding weekend. Gathering your favorite people to celebrate together is great, but extending that celebration beyond one day is even better.

Planning and hosting a destination wedding weekend is quite possibly one of the most exciting moments of your life. With the right planning and expertise, it’ll be truly unforgettable for all of the right reasons. Let’s talk about yours.

Our Guide to Planning a Destination Wedding Weekend for the Ages