Destination wedding planning: How to do it in 9 steps

For engaged couples planning their dream wedding day, the “where” is often just as important (if not more so) than the “when.” Even if it's at the little chapel of love, it’s a big decision. 

Hometown ceremonies will always have a classic charm, but when it’s time for the happy couple to say “I do,” more brides, grooms, and guests are packing more than an overnight bag. The destination wedding industry is thriving, generating $28 billion in 2023—an impressive $7 billion increase from 2022, according to Research and Markets’ 2023 Destination Wedding Global Market Report. By 2027, it’s expected to surpass $78 billion.

And it’s easy to see why. They combine the magic of exchanging vows with the adventure of exploring a new place. Nothing quite compares to a destination wedding. Planning one, however, involves additional challenges alongside all the other typical to-dos. Coordinating with vendors from afar, often across languages and time zones, can be complicated. Add to that researching flights and accommodations for your guests and ensuring they feel at home once they arrive, and the logistics quickly pile up.

Fortunately, with a well-curated checklist like the one we’re about to share, you’ll have everything covered and be ready to tie the knot, wherever it happens to be, without a hitch.

What is a destination wedding? Why are they so popular?

Whether you walk down the aisle on a sun-drenched Caribbean beach or share the first dance surrounded by snow-dusted mountains, tying the knot in a far-off locale adds a sense of adventure to an already unforgettable day. 

But what actually makes a destination wedding a destination wedding? After all, don’t all weddings take place at some destination, even if it is the backyard? 

There’s no golden rule on minimal distances, but technically speaking, if the ceremony happens outside the couple’s hometown or current zip code, it qualifies as a destination wedding—whether in another city or state or on the other side of the globe. In other words, the sky’s the limit.

Destination wedding pros and cons

Much of the fun comes from brainstorming potential locations with your partner and choosing the perfect place together. It might be the city where you first met, a bucket-list destination you’ve always dreamed of, or a place that connects to your family roots, rich with heritage and meaning.

Brainstorming destination wedding ideas is all about letting your imagination soar. But weighing the advantages and drawbacks of hosting your ceremony away from home will help keep your feet on the ground, too.

Pros

Unforgettable memories

Weddings are full of keepsake moments no matter where they take place, but exchanging vows in an atypical setting takes it to a new level. Be it a hot air balloon ride over Rio de Janeiro or a champagne toast in Champagne, France, destination weddings extend beyond the ceremony itself, giving the couple and their loved ones opportunities for sightseeing, group excursions, and other shared experiences that wouldn’t be possible at home.

Incorporating local elements

Destination weddings let you embrace the unique character of your chosen location. Whether welcoming your guests with Hawaiian leis to honor island traditions, serving fresh ceviche in Tulum, or saying salute with limoncello like a local along the Amalfi Coast, small details like these can play a big part in making your wedding day absolutely unforgettable.

Your ideal climate, anytime

A destination wedding lets you pair your ideal season with the perfect backdrop, no matter the time of year. Dreaming of a summer wedding in January? Australia’s sunny skies await. How about a winter wonderland in July? Patagonia’s snow-capped peaks paint the perfect scene. Depending on how far you’re willing to travel, you’ll have the world at your feet. 

Cons 

Cookie-cutter ceremony

Certain venues, like large resorts, often have on-site wedding planners, which might seem convenient. But they can also make adding personal touches to your ceremony more difficult. Before you officially book, discuss customization options with the venue and consider hiring a local coordinator that you choose to bring your vision to life.

Higher costs

Destination weddings are often less pricier than a traditional ceremony back home—for both the couple and the guests. Going abroad can be even more costly, with additional expenses typical to international travel. If you go with a far-off destination, be sure to factor in the time and resources it will take for you and your guests to arrive.

Legal considerations

Marriage laws vary by location, and some countries require couples to hold a civil ceremony at home before hosting a wedding abroad. Research local requirements early to avoid unexpected hurdles.

9 steps for planning the perfect destination wedding

It might seem overwhelming at first, but knowing how to plan a destination wedding isn’t much different than if it were happening closer to home. Step one? Remind yourself of that last sentence as much as you need to, but especially if and when any hiccups should arise. Step two? Keep those engaged eyes on the prize, whether it’s exchanging rings barefoot on a beach in the South Pacific or capturing golden-hour photos somewhere in southern Portugal. The extra preparation will be worth every moment.

Here are nine additional steps to help you and your partner map out a shared vision and timeline for your destination wedding:

1. Research destinations

Is it beneath a beachfront palapa, on the doorstep of a mountaintop chalet, or in the depths of a bustling metropolis? Once you’ve narrowed down your ideal vibe, focus on locations that align with it. Consider factors like:  

• Venue options
• Guest accommodations and travel cost
• Travel cost and availability
• Passport and visa requirements
  

2. Talk money

Budgeting might not be the most glamorous part of destination wedding planning, but it’s a must. Be realistic about what you (and your guests) can afford, then meticulously outline costs for the venue, travel, vendors, and extras like a rehearsal dinner. Once you and your partner have both agreed on a budget, stick to it.

3. Hire a planner

Coordinating a wedding from afar is no simple feat. Hiring a local wedding planner is nothing short of enlisting the aide of a fairy godmother; they’ll connect you with vendors, help secure the best deals, and handle last-minute details. That way, you can focus on making those lasting memories we keep mentioning and, most importantly, enjoying your first moments with your new spouse. Think of it as an early wedding gift to yourself.

4. Research local marriage laws and organize paperwork

Again, don’t underestimate the potential legal hurdles of getting married in a foreign country—chances are it involves more than simply showing up with an officiant. Take time to do your homework on potential requirements for your chosen location.

Start gathering essential documents as early as possible. Depending on your destination, you may need: 

• Birth certificates
• Medical certificates
• Letters of intent
• Marriage licenses
• Valid travel documents (passports, visas, etc.)
  

5. Consider wedding insurance

More often than not, the unexpected happens. Anything from weather delays to vendor cancellations can disrupt even the most solid plans. Wedding insurance offers peace of mind, covering any major incidents that could arise—and that’s especially helpful when you’re far from home. Always review the fine print to understand exactly what the policy covers, including natural disasters, venue issues, or travel disruptions.

6. Keep your guests in the loop

For your invitees, attending a destination wedding also involves more planning than a wedding happening down the road. Include sending save-the-dates (whether physical, digital, or both) and formal invitations on your checklist, along with details like location, RSVP instructions, travel info, and reception plans to keep your guests informed.

• Location: List the venue’s name and full address in the body of your wedding invitation, and be sure to include any group hotel booking details. 
• RSVP instructions: Specify a deadline and offer easy ways to respond, like a wedding website.
• Travel information: Share any specifics regarding flights, passport and visa requirements, block room reservations, and group activities outside the wedding ceremony.
• Reception details: If the reception is at a separate venue, include those details as well.
  

7. Book/confirm vendors 

If possible, plan a trip to your destination 6–8 months before your wedding day to finalize key details with vendors like caterers, photographers, and florists. Add these appointments to your checklist to stay organized and ensure nothing is overlooked. During your visit, review portfolios, sample menus, and tour venues so that everything matches your vision. Negotiate costs upfront to avoid unexpected fees and confirm that vendors are experienced with destination weddings to simplify communication. It’s also the perfect opportunity to meet your local wedding planner in person and solidify your plans together face to face.

8. Reserve accommodations

When it’s time to arrange accommodations for your guests, Engine is here to help. From confirming room blocks at top hotels to managing your group’s reservations, our dedicated team is committed to ensuring your destination wedding is all you’ve dreamed it would be—and more.

9. Plan your post-wedding farewell 

Much like traditional weddings that happen at home, it’s always fun to close up the festivities with a brunch or dinner a day or two after the ceremony and before you head off on your honeymoon. It’s the perfect chance to thank your loved ones one last time for traveling to celebrate with you.

Celebrate your perfect destination wedding with Engine

Planning a wedding? Engine’s here to lend a hand in handling your guests' group hotel bookings, so you can focus on the rest of your destination wedding checklist. Let us know all the details, and we’ll curate a list of options tailored to your needs. Once you’ve picked out the perfect spot, we’ll reserve a room block at the best rate for all your invitees and manage any updates along the way. Our dedicated team is committed to finding the perfect stay for your perfect day. Cheers!

FAQs

Should the couple cover guest accommodations?

Typically, the wedding couple doesn’t pay for their guests to attend their destination wedding. However, if the wedding party is small, some will cover the costs of flights and accommodations as a thank-you gift, depending on the budget.

How much is a destination wedding?

Destination wedding costs vary depending on where you go. A European wedding ceremony costs an average of $35,000, while a celebration in Mexico or the Caribbean could cost $5,000–$10,000 less.