How to Plan a Destination Wedding Using a Comprehensive Checklist

Photo: Kumantsova Productions | Venue: Dreams Dominicus La Romana

If the prospect of hosting your nuptials in your hometown doesn't get you excited, it’s time to learn how to plan a destination wedding. And guess what? You’re not alone. According to internal data, which surveyed 10,474 recently married US couples, 17% of newlyweds had a destination wedding in 2025. Whether it’s a domestic or international affair, to-be-weds are looking for unconventional locales, places closer to family or fun vacation spots to have their celebrations. So no matter the reason for your destination wedding obsession, we have an expert-backed timeline to help you plan your dream event from start to finish. Plus, see the dos and don’ts of having this type of wedding to ensure you’re well prepared. 

What's a Destination Wedding?

Amos Gott, the chief event architect of AmosEvents, tells us his definition of a destination wedding: “This is any wedding where the couple and a meaningful portion of their guests travel away from home to celebrate. That could mean a coastal town two states away, a mountain resort across the country or a villa in Tuscany, Italy.” Gott adds: “The celebration starts the moment guests begin planning their trip, and it often extends well beyond the ceremony itself. A destination wedding is part wedding, part hosted getaway, and the most successful ones treat both with equal care.”

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What’s the Difference Between a Domestic and In-State Wedding?

A destination celebration differs from a hometown one simply because it’s not a local event. But there are some major dissimilarities when it comes to planning a destination wedding because of the timing. “A destination wedding timeline needs to start earlier because travel logistics become part of the planning process. For a traditional, local wedding, guests only need to know where to show up. For a destination wedding, they need time to budget, arrange transportation, secure accommodations, request time off from work and, in some cases, obtain or renew their passports,” Gott explains. 

A Step-by-Step Timeline for Destination Wedding Planning

Is “how do I plan a destination wedding” at the top of your mind? If the answer is “yes,” you’ve come to the right place. Keep reading to see what travel-wedding tasks you should complete 18 months to 1 week before your celebration. 

12–18 Months Before Your Destination Wedding

“For international weddings, I typically recommend couples beginning planning 12–18 months in advance—sometimes even earlier for highly sought-after locations or properties with limited event dates. Couples aren’t just competing for venue availability. They’re also vying for hotel inventory, room blocks, preferred vendors and airline pricing,” Gott says. See what to-dos should be on your list according to experts. 

• Determine your wedding vision and budget: First, start with the fun part, which is figuring out your wedding style. Then, put careful thought into your budget. “Establish a preliminary budget that accounts for destination-specific expenses, including travel, accommodations, transportation, shipping and potential international vendor fees,” Keith Willard, the owner and planner of Keith Willard Events, suggests. 
• Create your guest list: Determine what loved ones you’d like to celebrate with, and use the WeddingWire Guest List Manager. Consider putting some feelers out to see who’s able to travel for your event. 
• Pick your destination, wedding date and venue: Ensure the location aligns with your budget, wedding aesthetic and guest count. “Once you do that, establish your preferred wedding date, while keeping local weather patterns, peak tourism seasons and major holidays in mind.” Willard says. Finally, choose a venue that works best for your celebration as soon as possible. 
• Research local marriage laws: Marriage requirements differ among each state and country. Ensure you look up permit regulations, residency restrictions and documentation must-haves so you're prepared. 
• Look into travel requirements: For international weddings, it’s important to find out about passport and visa prerequisites and entry restrictions for you and your guests so there’s a lower risk of travel hiccups. 
• Hire a wedding planner: This person should be familiar with the area, local vendors and the possible logistical challenges associated with the locale. 
• Send your save-the-dates: Doing this far in advance allows for guests to start saving and planning for the trip. 

9–11 Months Before Your Destination Wedding

These are the next steps you should take during the 9- to 11-month mark. Don’t forget to take notes. 

• Create a wedding website: At minimum, your wedding website should include important addresses, recommended airports, hotel accommodations and travel guidance.
• Book the hotel room blocks: “Establish courtesy hotel room blocks at approximately three different price points whenever possible. Courtesy room blocks require no financial obligation from the couple,” Willard says. 
• Hire your core vendors: Sign on the dotted line with a (preferably local) photographer, videographer, florist, caterer and DJ and/or live band. 
• Visit the venue and meet other local vendors: If possible, schedule a site visit so you can tour the venue in person. And since you’re already in the area, you should also try to meet your core vendors face-to-face. 
• Start planning other wedding-related events: “Plan the full guest experience including welcome events, excursions, farewell gatherings and transportation schedules,” Gott says.
• Begin purchasing your wedding attire: This is especially important to start early if you’re planning on ordering any bespoke pieces or will require clothing alterations. And if you have a wedding party, you should tell them to do the same. 
• Buy your airline tickets: If your destination wedding requires this, it’s best to start snagging those early-bird deals as soon as possible. 
• Make contingency plans: Take the time to discuss with your wedding planner what your plan B should be for inclement weather, transportation delays and other destination-specific challenges.

3–8 Months Before Your Destination Wedding

Here’s another round of wedding tasks that should be done for domestic and international destinations.

• Send your wedding invitations: For destination weddings, it’s okay to send your wedding invitations out early, say about 4 to 5 months prior, because it gives your loved ones plenty of time to RSVP. Don’t forget to include information directing guests to your wedding website.
• Finalize your food menu: Depending on how far away you are from your wedding location, you might not be able to do a tasting. If that’s the case, communicate frequently and clearly with your caterer about your wants and needs to get the best food for your event. 
• Book wedding day transportation: You and your guests will need a way to get around during the wedding weekend. If you can fit it in your budget, arrange transportation between airports, hotels and wedding venues.
• Hire the rest of your vendors: Starting booking your wedding officiant, baker, rental company, hair stylist and makeup artist during this time. 

1–8 Weeks Before Your Destination Wedding

You’re almost at the finish line! Here’s some of the last things you need to check off your list.

• Finalize and confirm everything: Some, but not all, of the wedding details you need to confirm are: flights; accommodations; all paperwork; vows; vendor payments; deliveries and ceremony and reception timelines.
• Organize your travel and legal documents: Once you’ve verified that all your required travel and marriage documents are complete, ensure you organize them in folders, envelopes or a binder, and put them in a safe place. 
• Ensure everyone’s on the same page: “Distribute detailed itineraries, including transportation schedules, event times, locations and emergency contact information to your VIPs and vendors,” Gott suggests.
• Pack the essentials: “Prepare a detailed packing list, and keep essential wedding items, documents, jewelry and attire in your carry-on luggage,” Willard says. 
• Arrive early to your wedding location: If possible, show up to your international destination at least four days before the wedding so you can get settled and finalize last-minute tasks. This is also a good idea if you’re traveling to a place where you’ll have to fight jet lag.

Destination Wedding Tips and Mistakes to Avoid

Even though we provided insight into how to start planning a destination wedding, there’s still some extra advice our experts want to give you. Before you finalize any important details, check out these top tips. 

Take the Destination Wedding Cost Into Consideration

“Couples sometimes assume that having a destination wedding will automatically be less expensive than getting married at home. That isn't necessarily the case. While some destinations offer excellent value, there can be additional expenses that couples don't initially consider. Things like transportation; shipping; vendor travel fees; currency fluctuations; international transaction fees and import duties can add up quickly,” Willard says. This explains why our internal data found that the average cost of a destination wedding was $42,000, compared to $33,000 for a hometown event. That said, not all destination weddings are the same. Willard encourages couples to establish a realistic budget early so you know where you fall on the cost scale and to build in a contingency for unexpected expenses.

Think About the Guest Experience Before Choosing a Destination

“Pick a destination that works as well for your guests as it does for your Instagram feed. A breathtaking location loses some of its appeal when travelers need three connections, two ferries and a prayer to get there,” Goff urges. Willard agrees, adding: “Think about the destination from your guests' perspective. Remember, your guests are investing their own time and money to celebrate with you. Making the experience as easy and enjoyable as possible is one of the best ways to show your appreciation.” 

Hire a Destination Wedding Planner

Willard highly recommends hiring a planner that’s very familiar with your destination. “When you're planning a wedding from hundreds or even thousands of miles away, having someone local on the ground is invaluable. You want a planner who knows the area backward and forwards. For international weddings, this becomes even more important because they’ll know about local customs; language differences; legal requirements and business practices that some couples may never anticipate,” he says. 

Communicate Frequently With Your Guests About Logistics

Having a wedding website that’s consistently up-to-date is the best decision a couple can make for their out-of-state celebration. “The couples who have the smoothest destination weddings are the ones who provide guests with clear information early and often. Travel instructions, timelines, accommodation details and more eliminate unnecessary confusion and dramatically improve the guest experience,” Gott says. If you want to know how to plan an overseas wedding that guests will love, this task is especially important to be on top of. 

Incorporate Thoughtful Gestures for Your Guests

“Guests are investing significant time and money to celebrate with you, which is why simple gestures like transportation assistance, welcome amenities, local recommendations and thoughtfully-planned downtime leave a strong impression,” Gott says. Remember, your loved ones want to feel cared for, well-informed and included when they agree to attend a destination wedding. “The view is just the backdrop. The hospitality is what becomes the memory,” Gott adds.