The Only Destination Wedding Timeline You’ll Actually Use

There’s something magical about saying “I do” in a place that means something to you, on a beach at sunset, under olive trees in Tuscany, or halfway between both your hometowns.

But planning a destination wedding isn’t all sunsets and champagne.

We’ve seen couples get stuck, unsure of when to book flights, how to juggle vendors across time zones, or what legal steps they’ll need to actually get married abroad.

A quick Google search might give you a basic destination wedding checklist, but it rarely tells you what’s realistic or what could quietly fall apart without the right timing.

This isn’t just another list of things to do.

It’s a step-by-step guide designed to help you avoid common pitfalls and walk through every decision with clarity.

Whether you’re just starting to think about where or are already locked in a location, here’s how to plan a destination wedding without the stress.

Choose Your Wedding Destination (18 Months Before)

The first step in planning a destination wedding is picking the right place, not just for the photos, but for the paperwork, weather, and how easily your guests can get there.

Think Legal, Weather, and Vibe

Don’t choose a spot based on Instagram alone. Here’s what really matters:

• Weather patterns: That tropical island might be dreamy, but if your date falls in hurricane season, you’re gambling. Some places, like parts of the Mediterranean, shut down completely in winter.
• Marriage laws and residency rules: Some countries need weeks of in-country stay or a stack of authenticated documents. France requires 40 days of residency. The Bahamas? Just 24 hours.
• Guest travel: Is it easy for your people to get there? Direct flights matter. A cliffside villa in Tuscany is magical, until you realize it’s three flights and a two-hour drive away. Fewer guests might show up.

Top picks for easy, beautiful weddings:

• Mexico and the Caribbean: Great weather, fewer legal hurdles, and loads of resorts with built-in wedding planners.
• Italy and France: Gorgeous and gourmet, but expect document translation, notarization, and apostille certifications.
• US spots like Hawaii or national parks: No passports, fewer headaches. If you want a scenic wedding without legal drama, domestic can win.

Decide: Symbolic vs. Legal Ceremony

A huge part of the destination wedding checklist is figuring out how and where you’ll legally tie the knot.

Here’s why many couples handle the legal side at home first:

• You skip the red tape, no need to translate birth certificates or worry if paperwork will get rejected abroad.
• It’s less stressful overall.
• You know it’s legally valid in your home country.
• You can have anyone officiate your ceremony, friend, sister, favorite aunt.

Some couples even choose to get legally married online through Courtly, especially since applying for your marriage license can now be done entirely online from home.

That way, your destination wedding planning stays about joy, not government forms.

But if you want the real-deal legal ceremony at your destination, start early. Some countries require document prep that takes months.

Set Your Budget and Guest Expectations (16–18 Months Before)

The financials of a destination wedding look very different from a wedding close to home. 

Setting a realistic budget early and being clear about who’s footing the bill will save you from last-minute stress and awkward conversations.

Build a Real Destination Wedding Budget

When planning a destination wedding, your costs won’t stop at venues and catering. Here’s what often catches couples off guard:

• Currency shifts and transfer fees: Most resorts and international vendors require deposits in local currency. That means exchange rates and international bank fees can throw off your budget. Build in a 3–5% buffer.
• Travel for vendors: Flying in your photographer, makeup artist, or planner? Their airfare, stay, and per diems add up fast, usually $3,000–$5,000 total.
• Extra events: With everyone flying in, couples often host a welcome dinner, group outing, or farewell brunch. These extras can inflate your catering spend by 20–30%.
• Paperwork costs: Think document translations, notary fees, and legal processing. That’s easily $500–$1,000, depending on where you’re marrying.

Instead of fixed numbers, divide your budget into smart percentages:

• Venue and food: 40–45%
• Travel and lodging (for couple + vendors): 10–15%
• Photo and video: 10–12%
• Outfits and glam: 5–10%
• Flowers + decor: 8–10%
• Music and entertainment: 5–8%
• Additional events: 10–15%
• Legal and docs: 2–5%

This flexible method helps you adjust as plans evolve.

Be Honest About Who Will Actually Come

Even the most amazing destination wedding planning can’t beat the hard reality: Not everyone will make it.

• For US weddings in places like Hawaii or Puerto Rico, expect 60–70% attendance.
• For international spots, count on 40–50%.
• Local weddings? Closer to 80–85%.

Here’s what impacts the turnout:

• Passports: About 51% of Americans don’t have one. That alone cuts your list.
• Guest expenses: Between flights, hotels, and meals, guests spend $1,200–$2,500. Be mindful of their budgets.
• Work schedules: Most will need 3–5 days off, and not everyone has the flexibility.
• Mobility concerns: Long flights, remote areas, or limited medical access can be dealbreakers for older guests or those with health issues.

One thing every smart destination wedding checklist should include? Guest communication. Let them know early if you’re covering anything or have group rates. And if a smaller, more intimate group fits your vision better, that’s more than okay.

Lock in Venue + Date (12–14 Months Before)

Now that you’ve got your destination picked and a rough headcount, it’s time to lock in the one thing everything else revolves around: your venue and your date.

Choose a Venue That Does More Than Just Look Good

A jaw-dropping backdrop is great, but the best destination wedding venues also make the logistics easy. Here’s what to look for when planning a destination wedding:

• All-in-one packages: Many international venues offer bundled services: catering, décor, coordination, and even photography. These are usually cheaper and less stressful than sourcing everything separately, especially with currency exchange fees in play.
• On-site coordination: Having a seasoned planner at the venue is a game-changer. They’ve done this before and know which local vendors show up, which ones ghost, and how to troubleshoot across time zones.
• Bad weather backup: That oceanside gazebo may look perfect on Instagram, but if there’s no indoor plan B, you’re gambling. Always ask what happens if it rains, or worse.
• Privacy policies: Some venues run multiple weddings a day. If you don’t want to share your “I do” moment with another couple’s DJ in the background, ask if your booking gets you exclusive access.
• Permit know-how: Beaches, parks, and historic sites often need special event permits. Your venue should handle this, or at least guide you.

Before signing anything, ask:

1. “What’s the backup plan for extreme weather?”
2. “Can we speak with 2–3 other couples who planned remotely?”
3. “Which parts of planning do you handle vs. what we’ll need to manage ourselves?”
4. “Do you have experience with our ceremony’s specific legal or religious requirements?”
5. “What forms of payment do you take, and are there added fees for currency conversion?”

And don’t forget your guests. Choose a venue within 15–20 minutes of accommodations across different budgets; your college roommate and your great aunt should both have somewhere comfortable to stay.

Build Your Guest Experience (9–12 Months Before)

Once the big stuff is sorted, shift focus to the people making the trip.

A smooth destination wedding experience starts with clear, early communication and thoughtful touches that show guests you’ve planned for their comfort.

Send Save-the-Dates Early

For destination wedding planning, don’t wait too long; save-the-dates should go out 10–12 months in advance. That’s well ahead of the usual 6–8 month window for local weddings.

Include more than just the basics:

• Date and location: Be specific, city and country, not just the venue name.
• Airports: Share the main airport(s) guests should fly into.
• Hotels: Mention hotel blocks or suggested lodging.
• Travel requirements: Note if guests need passports or visas.
• Wedding website: Link them to one central place for updates.

The best save-the-dates aren’t just announcements, they’re mini travel guides. Some couples even include estimated costs, key booking dates, and early bird deals for flights or hotels.

That level of prep helps guests plan, budget, and say yes with confidence.

Create a Wedding Website

A standard wedding site won’t cut it for a destination wedding. Think of it as your guest playbook.

Here’s what it should include:

• Travel logistics: Recommended flights, airport transfer options, maps.
• Currency and tips: Exchange rate basics, tipping etiquette, and whether credit cards are widely accepted.
• Packing tips: Weather details, footwear suggestions (cobblestone streets? beach sand?), and anything guests might not expect.
• Timeline: From the welcome party to the farewell brunch, give them the full picture.
• Local recs: Share your favorite restaurants, day trips, and sightseeing spots.
• Emergency info: Local hospitals, embassies, and your on-site contact.

Add a “What to Expect” section for honest prep. Let guests know about things like windy mountain roads, language barriers, or local quirks.

A quick heads-up saves surprises later, like motion sickness in Amalfi or humidity in Tulum.

And don’t forget to make your RSVP form easy and guilt-free.

A simple “Can’t make it” option, no explanation required, shows empathy. Not everyone can swing the time or expense, and that’s okay.

Plan Travel + Vendors (6–9 Months Before)

Now that the groundwork is solid, it’s time to sort out travel logistics and secure your destination wedding dream team. This phase is where details really start clicking into place.

Finalize Group Travel & Room Blocks

Think beyond your own itinerary; your guests are planning full vacations too. Here’s what to lock in now:

• Room blocks: Offer a few hotel options at different price points. Not everyone’s budget will be the same.
• Group transportation: Arrange airport pickups or venue shuttles, especially if the location is remote.
• Your travel: Book flights with a buffer of 1–2 days before and after your wedding date. You’ll thank yourself.
• Wedding HQ: Choose one main hotel or meeting spot so guests always know where to find info, or you.

Want to cut down the flood of “What do I do next?” messages during wedding week? Share a simple one-page travel PDF with guests. Include:

• A local map with key spots marked
• Venue and hotel addresses (in English + local language)
• Emergency contacts
• Common phrases for taxis or help
• Transportation tips (local cab apps, bus info, ride-share options)

It’s one of the easiest ways to empower guests (and protect your sanity).

Lock Down Vendors

A destination wedding checklist almost always includes a mix of local vendors and a few you’ll fly in. Here’s how most couples split it:

Locally hired:

• Caterers (often part of venue packages)
• Florists (sourcing locally is cheaper and simpler)
• Hair and makeup artists
• Ceremony musicians
• Decor and rentals

Brought from home:

• Photographer or videographer (for consistent style and communication)
• Planner (especially if they’ve managed destination weddings before)
• Officiant (for personalized or religious ceremonies)

Depends on your vibe:

• DJs or bands (some couples fly in, some book local)
• Tailors or attire stylists (especially if you want final fittings at home)

No matter the mix, set expectations early. Decide on:

• Your main communication channel (WhatsApp, email, Zoom?)
• Response windows and time zone overlaps
• How to handle translation issues
• Payment methods and fees for international transfers

Pro tip: If you’re doing the legal ceremony with Courtly, now’s a great time to order your marriage certificate. It’ll be ready before your travel date; no courthouse, no stress.

Legal Prep + Packing (3–6 Months Before)

The wedding is getting real. This is the stretch where paperwork and prep meet reality. Whether you’re going the traditional legal route or applying for a marriage license online, it’s time to double-check everything.

Finalize Marriage License (If Not Using Courtly)

If you're getting legally married at your destination, the documentation process needs your attention now.

Different countries have vastly different requirements, but common documents include:

• Birth certificates (often needing an apostille)
• Passports valid for at least six months past your return
• Affidavit of eligibility to marry
• Divorce papers if you’ve been married before
• Declaration of intent to marry

Some countries add even more layers. For example:

• Mexico and France may require blood tests taken within a set window before your wedding
• Italy may ask for local witness ID info
• Official translations might be needed, depending on the language

Create a document checklist specific to your destination, and make physical and digital copies of everything.

Store digital copies in cloud storage that you can access while traveling, and keep physical documents in your carry-on luggage, never in checked bags.

Plan Your Looks

Planning a destination wedding means dressing for the setting, not just the photos. Here’s how to prep smart:

• Fabric vs. climate: A tulle-heavy ballgown won’t breathe on a tropical beach. Sleeveless might not cut it in the Alps.
• Wrinkle-friendly materials: Stick to fabrics like silk blends or crepe that pack well and bounce back.
• Shoes meet terrain: Stilettos + sand = disaster. Pack wedges or flats, and maybe a “party shoe” for dancing.
• Mix-and-match outfits: Choose items that can double up, like a rehearsal dinner dress that also works for brunch.

Hair and makeup trials matter more than you think for destination wedding planning.

Try to mimic your destination’s conditions, test for humidity if it’s a beach, or hold up against wind for mountaintops. Ask your team what products they’ll use to make your look last.

Finally, ship the bulky stuff. Welcome bags, table decor, or signage? Send them ahead. It saves space and your nerves.

One Month Before – Confirm Everything

You’re in the final stretch. One month out is all about double-checking, tying up loose ends, and making sure no surprises sneak in during your wedding week.

Here’s what you need to lock down:

• Reconfirm all vendors: Email each vendor to confirm the date, time, services, and any remaining payments. This includes your planner, florist, photographer, DJ, and beauty team.
• Finalize RSVPs: Tally your final headcount and pass it to your venue and caterer.
• Make a master contact sheet: Gather phone numbers and emails for every vendor, your on-site coordinator, and a few go-to guests in your destination wedding party.
• Print welcome notes and itineraries: Have them ready for hotel check-ins or welcome bags.
• Check passport validity: Yours, your partner’s, and your parents’. No one wants last-minute drama at immigration.
• Exchange some local currency: Useful for small shops, cash tips, and emergencies, especially in rural or less card-friendly areas.
• Prep gratuity envelopes: Label and fill envelopes for each vendor, then assign someone to hand them out discreetly during the event.
• Pack a destination-specific emergency kit: Think: bug spray for the beach, eye drops for dry climates, or fashion tape for windy settings.

Also, revisit your destination wedding checklist to confirm any group excursions or planned outings. Triple-check bookings, transportation, and headcounts.

Assign a friend or family member (not you) to handle logistics on the ground; it’s your wedding, not a project management job.

One Week Before – Fly, Reset, Final Touches

Your destination wedding adventure is about to begin. This week is all about arriving early, staying calm, and handing over the reins.

Here’s what to wrap up in the final days:

• Pack smart: Keep your wedding attire, documents, rings, and anything fragile or irreplaceable in your carry-on.
• Confirm transfers: Double-check how you’re getting from the airport to your hotel or venue.
• Build in buffer days: Arrive at least 2–3 days early to adjust, settle in, and avoid travel-related delays.
• Block off a rest day: No tasks, no planning—just relax, sleep, eat well, and soak in the moment.
• Walk through your venue: A quick on-site visit helps finalize layout, seating, and flow.
• Meet your key vendors: Even a 15-minute hello builds trust and helps everyone feel aligned.
• Distribute welcome bags: Have them dropped off at the front desk or placed in guest rooms if possible.
• Delegate final details: Give someone else the checklist. Your only job now is to enjoy.

After months of destination wedding planning, it’s time to step out of logistics mode and into celebration mode.

Let your team take over. Let go of perfection. This week, your memories begin.

Make the Wedding as Meaningful as the Location

After months of planning logistics, don’t lose sight of why you chose this path, to celebrate your commitment in a place that holds meaning for you both.

Here are the final thoughts to keep in mind:

• Incorporate local elements: Whether it’s regional cuisine, traditional music, or cultural customs, thoughtfully integrating aspects of your destination creates a more authentic experience.
• Create moments of connection: With a smaller guest list than typical hometown weddings, destination celebrations offer unique opportunities for meaningful interactions. Consider group cooking classes, guided tours, or shared adventures.
• Document the journey: Beyond the ceremony, capture the full destination experience, from welcome dinners to quiet moments exploring together.
• Express gratitude: Your guests have made an extraordinary effort to be there. A handwritten note or locally sourced gift goes a long way.
• Be present: Let the view, the people, and the purpose anchor you. The beauty of your surroundings is just the backdrop to something even more lasting.

And if you’re planning to take care of the legal part ahead of time, Courtly can make that process simple, so your focus stays on the celebration, not the paperwork.

A destination wedding may take more work, but what you get in return is something rare: a once-in-a-lifetime experience that brings your favorite people together in a place that reflects who you are. And that’s what makes it unforgettable.

FAQs

How much should you budget for a destination wedding?

Destination weddings typically range from $15,000 to $40,000, depending on location, guest count, and included events.

While often less expensive than large hometown weddings (which average $30,000-$60,000 in major US cities), remember to factor in your own travel expenses, multi-day events, and vendor travel fees.

Many couples find savings in smaller guest counts and package deals from resorts or venues that specialize in destination celebrations.

What is the first step in planning a destination wedding?

The first step is determining whether legal or logistical factors should influence your destination choice.

Start by researching marriage requirements for potential locations, considering how many guests you hope will attend, and discussing budget parameters.

This preliminary research should happen 16-18 months before your ideal wedding date, as some popular destination venues book 12+ months in advance.

How long in advance should you plan a destination wedding?

Begin planning 12-18 months in advance, with 18 months recommended for popular destinations during peak season.

This timeline allows guests adequate time to budget and plan their travel, provides buffer room for international documentation processing, and ensures you have access to preferred venues and vendors before they're booked.

Who pays for guests at a destination wedding?

Traditionally, guests pay for their own travel and accommodation expenses, while the couple covers the wedding events (ceremony, reception, and often a welcome dinner or farewell brunch).

However, some couples choose to subsidize certain aspects, like airport transfers, group activities, or even partial accommodation costs, based on their budget and priorities.

The most important aspect is clear communication about financial expectations well in advance.

Should we hire a local wedding planner or bring one from home?

This depends on several factors, including budget, language barriers, and planning complexity. 

The most effective approach is often a hybrid model: a planner from home who understands your vision and communicates in your native language, paired with a local coordinator who knows the area, vendors, and cultural considerations.

If budget concerns make this dual-planner approach impossible, prioritize a planner with specific experience in your chosen destination over general wedding planning credentials.

‍