Destination weddings offer a unique and memorable way to celebrate your special day, but they come with additional planning considerations beyond a traditional local wedding. Whether you're planning a beach wedding in the Caribbean, a romantic ceremony in Europe, or a tropical celebration in Hawaii, this comprehensive checklist covers everything you need to know.
This guide addresses both couples planning destination weddings and guests attending them. From legal requirements and travel documentation to packing lists and cultural considerations, we've covered every detail to ensure your destination wedding is stress-free and unforgettable.
Planning a destination wedding requires starting even earlier than a local wedding. Your first step is choosing your destination and thoroughly researching wedding requirements. Different countries and even different states have varying laws about who can perform marriages, what documents are required, and how long you must be in the location before the wedding.
Some destinations require couples to be in the country for a specific period (often 2-7 days) before the wedding can legally take place. Others require specific documents like birth certificates, divorce decrees, or single status affidavits. Some documents may need to be translated or apostilled (certified for international use). Research these requirements 9-12 months in advance to ensure you have time to gather everything needed.
Consider whether you want a legal ceremony at the destination or a symbolic ceremony with a legal ceremony at home. Many couples choose to get legally married at home (often at city hall) and have a symbolic ceremony at their destination to avoid complex international legal requirements. This can simplify the process significantly.
Book your destination venue and accommodations early—popular wedding destinations book up quickly, especially during peak seasons. Negotiate group rates for hotel blocks, as your guests will need accommodations. Consider the travel time and jet lag for your guests when choosing dates, and be mindful of weather patterns at your destination.
One of the biggest decisions for destination weddings is whether to bring vendors from home or use local vendors. Bringing your photographer, for example, means paying for their travel and accommodations, but you'll have someone whose work you know and trust. Using local vendors can save money and they'll know the area, but you'll need to research and potentially work with them remotely.
Hiring a local wedding planner or coordinator is highly recommended for destination weddings. They understand local laws, customs, vendor networks, and can handle issues that arise. They can also help with language barriers and cultural considerations you might not be aware of.
Research what can be shipped to your destination versus what must be purchased locally. Some items may be subject to customs fees or restrictions. Consider electrical requirements if you're bringing any equipment—different countries use different outlets and voltages.
As a guest at a destination wedding, your planning starts much earlier than for a local wedding. RSVP as early as possible—the couple needs to know numbers for hotel blocks and planning. Check your passport expiration immediately; many countries require passports to be valid for at least 6 months beyond your travel dates.
Passport renewals can take 8-12 weeks (or longer during busy periods), so don't wait. Research visa requirements for your destination—some countries require visas even for short tourist visits. Apply for visas well in advance, as the process can take several weeks.
Book flights early for the best prices, especially if you're traveling during peak season. Consider arriving a day or two early to adjust to jet lag and time zones. Book your hotel room from the couple's room block if they've arranged one—this often gets you a better rate and helps the couple meet their room block requirements.
Purchase travel insurance. Destination weddings involve significant financial investment, and travel insurance can protect you from cancellations, delays, medical emergencies, and lost luggage. Some credit cards offer travel insurance, but read the fine print to understand coverage.
Schedule a doctor appointment well before your trip to discuss travel health. Some destinations require specific vaccinations, while others have recommended vaccinations. Your doctor can advise on health risks, necessary medications, and preventive measures.
Fill all prescriptions before you leave and bring extra supply in case of delays. Pack medications in your carry-on, not checked luggage. Bring copies of prescriptions in case you need refills or have issues at customs. Research local medical facilities at your destination in case of emergencies.
Pack a first aid kit with basics like bandages, pain relievers, antacids, and any personal medications. For tropical destinations, bring high-SPF sunscreen and insect repellent. Research food and water safety at your destination—some places require drinking only bottled water or avoiding certain foods.
Packing for a destination wedding requires more thought than a local wedding. Most importantly: pack your wedding outfit in your carry-on, not checked luggage. Lost luggage is a real risk, and you don't want to arrive without your wedding clothes. Pack a backup outfit as well, just in case.
Consider the venue type when choosing shoes. Beach weddings require different footwear than ballroom weddings. Pack appropriate formal wear if required, but also casual clothes for other days of your stay. For tropical destinations, bring swimwear and appropriate outerwear for the climate.
Pack travel adapters for electronics, as different countries use different plug types and voltages. Bring your camera and charger, and consider a portable phone charger. Pack your wedding gift or plan to ship it ahead—check customs regulations if shipping internationally.
Bring copies of all important documents—passport, travel insurance, flight confirmations, hotel reservations. Email copies to yourself and leave copies with someone at home. Label all luggage clearly with your contact information.
Notify your bank and credit card companies of your travel plans to avoid having cards frozen for suspicious activity. Research local currency and exchange rates. Some destinations are primarily cash-based, while others are card-friendly. Bring a mix of payment methods.
Check foreign transaction fees on your credit cards—some cards charge fees for international purchases, while others don't. Research tipping customs at your destination, as they vary widely. Budget for tips, local expenses, and any activities you plan to do.
Check your phone plan for international coverage. Many plans charge high fees for international use. Consider purchasing an international data plan or using a local SIM card. Download offline maps of your destination in case you don't have data access.
Download a translation app if you're traveling to a country where you don't speak the language. Save important phone numbers offline, including the couple's contact information, hotel, and local emergency numbers. Research WiFi availability at your hotel and the wedding venue.
Research local customs and traditions at your destination. Understanding cultural norms shows respect and helps you avoid unintentional offenses. This is especially important for religious ceremonies or traditional cultural weddings.
Learn basic phrases in the local language if traveling internationally. Even simple greetings and "thank you" go a long way. Be respectful of local customs, dress codes, and traditions, especially if the wedding incorporates local elements.
Confirm all bookings 1-2 weeks before your trip. Check flight status before leaving for the airport. Arrive at the airport early—international flights typically require arriving 3 hours before departure. Pack your carry-on with essentials in case your checked luggage is delayed.
Plan for jet lag by arriving early if possible. Adjust your sleep schedule gradually before travel if you can. Stay hydrated during travel, and bring entertainment for long flights. Confirm hotel check-in times and review the wedding day timeline.
Being aware of common mistakes can help ensure a smooth destination wedding experience:
Destination weddings create unforgettable memories, but they require thorough planning and preparation. This checklist covers everything from legal requirements and travel documentation to packing and cultural considerations, whether you're planning the wedding or attending as a guest.
Start planning early, research thoroughly, and be prepared for the unique challenges and opportunities that destination weddings present. With proper preparation, your destination wedding can be the celebration of a lifetime!
For more wedding-related resources, check out our complete wedding planning checklist, our wedding guest guide, our wedding party checklist, and our honeymoon planning guide.