Wedding Photography and Videography Trends for 2025
Destination Wedding Checklist: A Comprehensive Timeline
So, you’re planning a destination wedding, how exciting! Searching for the perfect Destination Wedding Checklist? You’ve reached the right place! Whether you’ve dreamed of saying “I do” on a white sandy beach, in a charming European villa, or at the top of a mountain with breathtaking views, one thing is for sure: pulling it off takes planning. A lot of planning.
But don’t worry! This guide is here to help. Think of it as your personal wedding roadmap, covering everything from the first “let’s do this” moment to the magical day itself. We’ll break it down step by step so you won’t feel overwhelmed. And to make life even easier, we’ve included a simple checklist at the end that you can refer back to whenever you need.
Ready? Let’s dive in!
🔊 Prefer to listen instead? Press play below to hear this guide on planning your destination wedding—perfect for multitasking while you plan your big day! 🎧💍✨
Your Ultimate Destination Wedding Checklist
12-18 Months Before: Dream Big & Get Organized
At this stage, anything is possible. Where do you picture yourselves exchanging vows? A tropical island? A historic castle? Maybe an all-inclusive resort where everyone can just relax and enjoy? This is the time to explore, research, and set the foundation for your big day.
What to Do:
✅ Pick a destination – think about the weather, travel logistics, and any legal requirements. Some places require you to be there for a certain number of days before you can legally get married. Also, consider the overall cost of the location, including flights, accommodations, and vendor pricing, to ensure it aligns with your budget.
✅ Set a budget and explore financing options. Destination weddings can range from intimate, budget-friendly gatherings to luxurious multi-day events. If your dream wedding is on the higher end, you might be considering a 50k loan to cover expenses like venue fees, travel costs, and guest accommodations. Whether you’re using savings, family contributions, or financing, it’s important to create a realistic budget early on.
✅ Consider hiring a wedding planner (especially if you’re getting married in a country where you don’t speak the language). A local planner can help you navigate cultural differences, legal paperwork, and vendor negotiations, saving you time and stress. If a full-service planner isn’t in the budget, a day-of coordinator is a great alternative to ensure everything runs smoothly.
✅ Start researching venues and accommodations. Popular destinations book up fast, so the earlier, the better! Look for venues that offer all-inclusive packages or partnerships with local vendors, which can simplify planning and cut costs. Be sure to check reviews and, if possible, visit in person to ensure it meets your expectations.
For more useful tips watch this video by Jamie Wolfer :
9-12 Months Before: Lock in the Details
Now that you’ve chosen a location, it’s time to secure the essentials. This is when things start to feel real!
What to Do:
✅ Visit the destination if you can. Seeing your venue in person can help you feel more confident in your choice. Plus, this trip is a great opportunity to meet local vendors, sample catering options, and get a feel for the area before the big day.
✅ Book your venue and reserve hotel blocks for guests. Make sure there’s a range of pricing options so everyone feels comfortable. Check if the venue offers group discounts or special wedding packages that could help you save on costs.
Watch this video to get some tips on how to get the best hotel room rates for your guests:
✅ Send out save-the-dates! Give your guests plenty of time to plan, book flights, and make arrangements. Include important details like the wedding location, recommended accommodations, and any travel tips to make their trip easier.
✅ Research and book flights (or at least start tracking prices). Set up price alerts and consider flying midweek for better deals, especially if your destination is popular for tourism. If you’re covering travel for close family members, this is a good time to factor those costs into your budget.
✅ Start thinking about your wedding attire. Does your dream dress or suit work with the local climate? Lightweight fabrics are best for warm destinations, while layering options are key for cooler locations. Also, don’t forget to check baggage policies to ensure your outfit arrives wrinkle-free and in perfect condition!
Photo by Tiffany Longeway on Unsplash.com
6-9 Months Before: The Fun Stuff Begins!
Now, it’s time to add personality to your wedding. The venue is locked in, but what about the flowers, the music, the photography?
What to Do:
✅ Book your key vendors: photographer, videographer, florist, caterer, and entertainment. These professionals often get booked quickly, especially in popular wedding destinations, so secure them early to avoid last-minute stress. If hiring local vendors, check reviews, request video calls, and ask for references to ensure they align with your vision.
✅ Plan fun activities for your guests. Destination weddings are often a multi-day event, so consider organizing a welcome dinner, a group excursion, or a farewell brunch. Whether it’s a snorkeling trip, a guided city tour, or a casual beach bonfire, creating memorable experiences will make your wedding feel more like a mini-vacation for everyone.
✅ Set up a wedding website with all the travel details, schedule, and FAQs for guests. This is the easiest way to keep everyone informed and prevent a flood of questions in your inbox. Include sections on accommodation options, local attractions, and a contact person (like your planner or maid of honor) for any urgent concerns.
✅ Register for gifts (or consider a honeymoon fund, especially if guests are already paying for travel). Many couples opt for experience-based gifts, like excursions or romantic dinners, which make the honeymoon even more special. If you’d prefer cash gifts, politely guide guests toward your honeymoon fund with a thoughtful message on your registry.
Watch this video by Essential Meg to learn more about booking vendors:
3-6 Months Before: The Finishing Touches
You’re getting closer! By now, the big pieces should be in place, and it’s time to fine-tune the details.
What to Do:
✅ Send out formal invitations and set up an easy way to track RSVPs. Whether you go digital or traditional, make sure guests have clear instructions on how to RSVP and any deadlines they need to meet. Consider using a wedding website or app that allows them to confirm attendance and even select meal preferences in one place.
✅ Make sure your passports are up to date (and remind guests to do the same!). Some countries require passports to be valid for at least six months beyond the travel dates, so double-check those expiration dates early. A friendly reminder to guests in your wedding communications can save them from last-minute panic.
✅ Double-check if you need any visas, vaccinations, or paperwork. Some destinations have specific entry requirements, so research ahead of time to avoid surprises. If necessary, provide guests with a simple guide on obtaining visas or required vaccinations to make the process easier for them.
✅ Confirm the wedding timeline with your vendors. Who’s arriving when? What’s the plan for the big day? Send a final schedule to all vendors, wedding party members, and key guests so everyone is on the same page. Having a printed or digital copy handy will help avoid unnecessary stress.
✅ Book beauty appointments – trials for hair, makeup, and spa treatments are a great excuse for some self-care! If possible, schedule a trial run with a stylist at your wedding location to ensure they understand your vision. Also, consider pampering yourself with a pre-wedding facial or massage to relax before the big day.
Photo by Harshil Gudka on Unsplash.com
1-3 Months Before: Final Preparations
The excitement is building! Now it’s all about making sure everything is ready for a stress-free trip.
What to Do:
✅ Start packing a list of wedding essentials – your dress or suit, accessories, and any must-have items. Don’t forget travel-friendly garment bags, comfortable shoes for dancing, and any special keepsakes, like heirloom jewelry or handwritten vows. If flying, consider carrying your wedding attire in a carry-on to avoid any lost luggage disasters!
✅ Confirm all travel and hotel reservations for yourself and your guests. Double-check flight times, hotel check-in details, and transportation arrangements to avoid last-minute surprises. If you’ve reserved room blocks for guests, send them a friendly reminder with booking deadlines and any special rates.
✅ Arrange welcome bags with local goodies for guests (a nice touch that makes them feel extra special). Include items like snacks, bottled water, sunscreen, or a small guidebook with things to do in the area. A personalized note thanking them for traveling all this way will make the gesture even more meaningful.
✅ Finalize the seating chart, menu, and ceremony details. Work closely with your planner or venue coordinator to ensure everything is set and everyone knows their roles. If you’re planning an outdoor wedding, now is the time to confirm backup plans in case of unexpected weather changes.
1-2 Weeks Before: Last-Minute Checks
Almost there! These final weeks are all about double-checking everything and making sure there are no last-minute surprises.
What to Do:
✅ Pack important documents – passport, wedding license, and any legal paperwork. Keep these in a secure travel wallet or folder, and consider making digital copies in case anything gets lost. If traveling internationally, check if you need notarized translations of any documents.
✅ Check the weather forecast and make adjustments if needed (backup plan for rain, anyone?). If rain is in the forecast, talk to your venue about covered options or rent a tent (check out these ideas!) to keep guests dry. For hot climates, stock up on fans, sunscreen, and plenty of water to keep everyone comfortable.
✅ Confirm all vendor schedules one last time. A quick call or email to double-check arrival times and expectations can prevent last-minute miscommunications. If you have a planner or point person, share a detailed timeline with them so they can handle any hiccups on your behalf.
✅ Create an emergency kit with essentials like safety pins, stain remover, and travel-size toiletries. Add extras like fashion tape, band-aids, blotting papers, and a mini sewing kit – because you never know what little fixes might be needed before walking down the aisle!
Wedding Week: Enjoy the Moment!
You made it! All that planning has led to this moment. Take a deep breath, soak it all in, and enjoy every second.
What to Do:
- Arrive a few days early to finalize any last details.
- Host a welcome event or rehearsal dinner to kick off the celebrations.
- Most importantly – relax and HAVE FUN!
Destination Wedding Planning Checklist
Now that you’ve got the full breakdown, here’s a quick Destination Wedding Checklist to keep handy:
12-18 Months Before
- Choose a destination & research marriage requirements.
- Set a budget & guest list.
- Hire a wedding planner (if needed).
- Research & shortlist venues.
9-12 Months Before
- Visit the destination (if possible).
- Book the venue & secure accommodations.
- Send save-the-dates.
- Research & book flights.
6-9 Months Before
- Book vendors (photographer, florist, etc.).
- Plan group activities for guests.
- Set up a wedding website.
3-6 Months Before
- Send invitations & track RSVPs.
- Arrange visas, vaccinations, and permits.
- Book hair & makeup trials.
1-3 Months Before
- Pack wedding attire & accessories.
- Confirm guest accommodations.
- Finalize seating chart & menu.
1-2 Weeks Before
- Double-check travel documents.
- Confirm vendor schedules.
- Prepare emergency wedding kit.
Wedding Week
- Arrive early & do a final walk-through.
- Host a welcome event for guests.
- Enjoy your big day!
Final Thoughts
Planning a destination wedding might seem like a lot, but remember, this is your special adventure! If you follow this Destination Wedding Checklist, stay organized and tackle things step by step, you’ll be able to relax and truly enjoy every moment when the time comes.
At the end of the day, it’s all about celebrating love in an unforgettable location. So take a deep breath, follow the plan, and get ready for the most incredible experience of your life.
Now tell us, where’s your dream destination wedding happening?
