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The Ultimate Destination Wedding Planning Checklist

*Find a print-friendly version here.

9-12 months before

  • Consider the type of wedding you want and choose both of your Top 3 priorities: Small or Big? Formal or Informal? Time of year? Location backdrop: beach, rooftop, gazebo or other?  What is the one thing you want your guests talking about once they leave?

  • Consider a budget: How much do you want to spend on the vacation? on the wedding? On the honeymoon? As a whole?

  • Speak with your Destination Wedding Specialist: We will pair you with the top destinations and resorts that have everything you want. We will also educate you on the best times to travel to certain destinations, the legal marriage requirements and more.

  • Go over the proposals: Your DWS will provide you with proposals featuring resort & venue details, photos as well as their pricing.

  • Choose your date: Before booking the travel, we will confirm that your wedding date, time and location is available.

  • Put down a deposit.

  • Compile a guest list: Be sure to collect your guests’ email and mailing addresses.

  • Wedding Website: We will design a custom website that will share all of the important wedding & travel information with your guests. 

  • Send out Save the Dates: Typically, your group quote will be held for 90 days from your deposit date. This means that your guests will want to place their deposits on the trip prior to this date.

6-9 months before

  • Get your passports.

  • Select the members of your wedding party.

  • Shop for wedding attire: Wedding Dress, Groom’s suit, bridesmaids & groomsmen. Keep in mind the destination’s climate.

  • Book your photographer: We can send you a list of recommendations. The good ones book quickly so the sooner, the better. 

  • Choose your Ceremony style: Will it be legal or symbolic?

  • Select the flowers you want: Style & Color. Bouquets, boutonnieres, corsages, centerpieces and any other decorations.

  • Choose your menu and cake.

  • Book any entertainment: DJ, violinist, mariachi band, fire dancers, etc.


4-6 months before

  • Get your passports.

  • If required, get blood tests, vaccines and any paperwork translated & notarized. Purchase your rings.

  • Order your invitations.

  • Buy any goods or accessories you need: décor, guest book, cake topper, etc.  

  • Book your wedding day transportation.

  • Make arrangements for pre-wedding events: We offer a number of options including: excursions, welcome reception, rehearsal dinner, cocktail party, etc.


2-3 months before

  • Send out your invitations.

  • Save a block of stopover hotel rooms. We can arrange any rooms, transportation, transfers or parking required.

  • Purchase gifts for your favours, welcome bags, parents, wedding party, and spouse-to-be.

  • Confirm details with all of your vendors: We will do this for you and get everything in writing.  

  • Spa appointments. We will schedule your hair, makeup and any other appointments requested.


1 month before

  • Prepare your Welcome letter.

  • Assemble your welcome bags. Confirm their delivery.

  • Prepare welcome letter

  • Have your final dress fitting: with your shoes & accessories. Make arrangements for its pick up and delivery.

  • Confirm guest hotel reservations. We’ll remind your guests of the block’s deadline.


2 weeks before

  • We’ll confirm your flight and hotel bookings.

  • We’ll review and re-confirm all details with all vendors.

  • We’ll send you the final guest list.


1 week before

  • Start packing: Gather all of your important paperwork. Check the baggage allowances. Make arrangements to have family members take some of the items such as favors/welcome bag in their luggage. 


When you arrive at your destination

  • Meet with the on-site wedding coordinator. Confirm all details. Do a walk through or the ceremony and reception sites.

  • Apply for a marriage license

  • If your destination requires on-site blood test, make arrangements to have them done.

  • Deliver your welcome bags:  Have them delivered to guests’ rooms or hand them to guests at check in.

  • Have a hair and makeup trial a few days before to make sure it’s exactly what you’ll want on your big day.

  • Do a food tasting: Change any menu items you do not like.

  • Have your dress pressed/steamed to smooth out any wrinkles it encountered while traveling.

  • Enjoy a mani/pedi.


On Your Wedding Day

  • Make sure you have your rings & your vows.

  • Have your DWS deliver any final gifts while you’re getting ready.

  • Relax, have fun and enjoy every moment!

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