Brides who have an eye on destination weddings typically fall into two categories: over-planners and under-planners. Over-planners schedule every minute, flight, and activity for their guests, while under-planners pick a spot on the map and expect their friends and family to figure the rest out. There is a happy medium between the two. By following these do’s and don’ts, you should be able to plan a wedding that makes you happy and keeps your guests relaxed.
Do: Give Your Guests Extra Time to Plan
It’s one thing to ask your relatives to drive 15 minutes to the local church, it’s quite another to invite them to Mexico, Alaska or Europe. Save-the-dates for destination weddings aren’t optional. For a local wedding, you could send the notice six months out, but that should be pushed to at least eight months if you’re asking your guests to travel.
International travel takes planning. Your guests have to schedule their flights, update their passports, and find someone to take care of their kids, pets, or homes. Also, the longer planning time will let your guests schedule your wedding before their vacations. If you’re getting married during a peak travel time — like the holiday season or Spring Break — then you might end up with cancellations due to other plans.
Do: Balance Structured Activities with Free Time
Your guests will be thrilled to spend the weekend relaxing at the beach in the St Thomas or zip lining through the Saint Lucian forest. Try to incorporate an activity plan to bring everyone together during your destination wedding.
When guests check in, make sure they receive a welcome bag and a schedule of events. This schedule can include optional activities for your guests to share with you (like touring a historic sugar plantation or cigar rolling lessons), or group activities to bring the whole party together. The easiest group event is dinner and drinks, where everyone can spend the day by themselves and come together at night.
In your welcome bag, incorporate items that your guests can use during these group activities. For a Caribbean wedding, try bottles of local rum, flip flops, sunglasses and sunblock. This way your guests feel appreciated and truly a part of your wedding, not just on their own tropical getaway.
Don’t Forget a Backup Location
While you might dream of an outdoor wedding on the beach, or a canopy ceremony in the jungle, you still need an indoor location (like a ballroom) as a back-up. Tropical locations are notorious for afternoon showers, and rainforests acquired their name for a reason. Talk with the wedding planner and the venue about backup plans in case of weather, or other unforeseen circumstances.
Before you book, research seasonal elements that might derail your perfect day. Your destination wedding planner is the perfect resource to ask for help.
Do: Research Group Rates at the Hotel or on a Cruise Ship
Your guests have to buy more than an outfit and a present for your wedding, and some might have to save for months to celebrate your marriage. The flight and hotel or cruise cost alone might completely put off a few of your guests. To make sure that everyone who is important to you can make it, research which hotels at your destination or cruise ships have group rates. If you can get a discount by buying in bulk (a group rate), then a few more guests might be able to make the trip.
However, don’t get involved in the booking yourself. If you’re handling your guests’ passports and accepting checks to book their passage, then you’re going to get overwhelmed. You already have a wedding to plan– you can’t take on the role of full time travel agent!
To minimize these questions, consider creating a guide for your guests with a travel agent. Give them a few options for airlines and departure times, and include instructions for getting to the hotel or cruise ship. This way you won’t be responsible for travel preparations, and you guests will feel like they’re making the best decision.
Do: Choose a Place That’s Semi-Easy to Get To
Many people choose destination weddings for familial reasons. They might choose to wed in Puerto Rico because half of their family already lives there, or moved from there years before. However, if you’re just looking for a destination wedding to get away, then consider picking a location that’s easy to get to.
Consider a location that has direct flights from your closest International hub to reduce cost and connection risk.
That being said, if you’re in love with a particular location and culture, go for it. This wedding is a once-in-a lifetime memory, and your guests will think so too.
Don’t Try to Stick With Local Currency
A lot can happen to the American economy in the next six to eight months, and even more can happen to local economies. This means you could end up paying significantly more than you planned if your agreement with the venue or florist is in the local currency instead of US Dollars. Making sure your deposits are in dollars will help you stay on budget, and vendors in smaller countries might appreciate it too. Some Caribbean countries accept dollars when they can, so if you’re planning a wedding in theBahamas, the decision will be made for you.
Do: Dress for Where You’re Going
There’s a reason most grooms skip the dark, heavy suit jackets for Caribbean weddings. The summer heat and humidity is too much, and wearing anything other than a white shirt would make them to pass out. This advice is crucial for brides as well. Each petticoat added to the dress is more weight and heat getting trapped in.
Shopping for your destination takes some planning. If you live in typically cold environments, then finding light grooms wear and dresses will be hard during the winter months. Consider shopping during the summer months, or looking for dresses when you visit the venue. Warmer destinations specifically order dresses that offer the length and flow you want without the weight — which is ideal for tropical summer weddings.
Don’t Ship Items to the Venue
While shipping decorations might seem like a great way to send them without dragging extra suitcases through the airport, you could pay hundreds more. Shipping internationally is extremely expensive with extra taxes and fees charged at any stop. Sending a five-pound box from Miami to the Bahamas could cost more than $100 in some cases.
Whatever you need to bring with you, pay the extra baggage fee and check it on the plane. If you have multiple bags, enlist family and friends who are involved to check one for you. The probability that the bags arrive safe and on-time is greater anyway. Better yet, speak with your wedding planner about ordering the items through ImagineVIP so everything will be delivered directly to your wedding venue. A lot simpler and stress-free solution for the couple
Do: Look for a One-Stop-Shop Venue
Work with your wedding planner to find local hotels or cruise lines that offer wedding packages — especially if you can only visit once before the wedding. This way you can have the food, flowers, decorations, and music all provided by one place. This will save you time and might get you a better cost. Many hotels and cruise lines perform weddings daily and have agreements top vendors in the area. They will get a better deal than if you’re cold-calling from a different country.
Having a wedding planner can be a lifesaver for your destination wedding. They’ll understand the best times and places for your nuptials, and ensure everything is ready on your big day.