The time has come. First of all, congratulations on your engagement! Judging by what brought you to this page, you are very recently engaged and in the earliest stages of wedding planning.
You’re probably looking for a general guideline for what you should have done by when. Unfortunately, most timelines and checklists out there are for a traditional wedding and really don’t apply to your destination wedding.
That’s where Breezy Brides comes in! The ultimate destination wedding checklist specifically catered to your destination wedding.
I’ve included an overall checklist based on how far out you are in planning your wedding. Each section is further detailed with more resources to help you in planning your destination wedding. Of course this is a general guideline and every single to-do may not directly apply to you, but I’ve tried to be as comprehensive as possible and include the biggest tasks for you to knock off.
Downloadable Destination Wedding Checklist on Etsy
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12-18 Months
Decide on your wedding budget
One of the biggest things to tackle when it comes to wedding planning. Looking at all the venues, colors, and schemes is great, but if you don’t have a budget in mind you can easily get lost in the planning process because you won’t know what to eliminate or cut back on.
Start with the big things first (resort stay, flights, wedding package, wedding dress, invitations, etc.) and then add the smaller items as you go.
Make sure you aren’t missing anything from your budget by reviewing our post, “Your Destination Wedding Budget – 16 Must Have Budget Items.”
Hire your travel agent
You may first be wondering, “is a travel agent really necessary?” Check out our post “The Pros of Using a Travel Agent for Your Destination Wedding.” In our opinion, they are a huge help when it comes to getting all your guest’s travel accommodations and flights taken care of.
Narrow down a destination and/or venue
Starting to look at resorts and destination locations is such a fun and exciting step. Looking through the resort pictures will get your imagination running with how beautiful your wedding is going to be.
On the other hand, it can be a very overwhelming step. There are thousands of resorts to pick from, all ranging in prices, perks, and accommodations. Need help narrowing it down? Schedule a consultation with me and Let’s Start Planning!
Book the date through the venue
Once you’ve got resort selected you’ll want to narrow down a timeframe as well to make sure the resort is available during the time you want. Not sure when the best time to have a destination wedding is?
Consider the following:
- December to April – the busiest season
This is the time of year most people are itching to get away from the bad weather. That usually means the more expensive time of year as well. It’s okay to still want your wedding during this time frame, just expect a little higher price for resorts and flights.
- August to November – the “off season”, or hurricane season depending on where your wedding will be
The prices are cheaper around this time but that usually means the weather isn’t quite as nice either. Depending on the location, some resorts will consider this the most likely time for a hurricane as well. Again, this may not be a deal breaker for you as long as you’re aware and have realistic expectations.
- Avoid a spring break time frame
Spring break for most universities and colleges is anytime in March or early April. Although a lot of resorts explicitly state that they don’t accommodate for spring breakers – you can never be too careful. The last thing you’d want is a bunch of 18 year old’s running around the resort making your wedding trip feel more like a college party than a vacation.
Start your guest list
Another destination wedding checklist item that might seem too soon. It’s important to start early because your budget may affect who gets cut from your guest list. Some resort wedding packages will only cover a certain number of guest’s dinners. If that’s the case, you are responsible for all the guests over that number, which can add up quickly.
Start with obvious guests like your immediate family and closest friends. After that start branching out to extended family and friends to see where your numbers are at.
Start acquiring friend’s and family’s mailing address or emails
Unfortunately, some of your guests will be harder to get ahold of than others. By starting well in advance you’re staying on track with getting your save the dates and invitations sent out on time, a crucial destination wedding checklist item.
Send out save the dates
Save the dates and invitations can be a grey area for destination weddings. Do you have a very limited number of guests you’re inviting? Or maybe you can’t justify the cost of save the dates and invites when you know most guests won’t be attending. Check out our post “The Ultimate Save-the-Date and Invite Guide for Your Destination Wedding”, or check on the infographic below for some guidance on what and how you should send your invites for your specific situation.
This may seem early, but you’ll want to give your guests as much notice as possible so they can start saving for your wedding trip months may seem early. For a destination wedding you want to allow ample time for your guests to save for your wedding so we recommend sending them now. A destination wedding checklist item you’ll be glad you finished early, too!
Best place to order your save the dates and invitations? I recommend Minted if you plan on mailing them, and Greenvelope if you plan on doing online invites.
12 Months
Anything from 12-18 months if you are just starting to plan
Start wedding dress shopping
This may seem early, but some brides have a hard time finding that perfect dress! In my opinion, it’s never too early to start looking at dress styles you’re interested in and scheduling an appointment with bridal stores to start trying some on. Who knows, you may find that perfect dress the first time, or it could take a couple different stores to find that perfect one.
Determine rooms and categories for your room block based
You should start thinking about the estimated number of guests that will attend your wedding. Once determined, you’ll want to request that your travel agent secure a certain number of rooms, dates, and room categories for your wedding group.
A few tips to consider:
- 70% of your room block should be the cheapest room category the resort has, with the remaining 30% being upgraded rooms.
- Your date range should be 2 days before your wedding events to 3-4 days after, averaging a 5 night stay for most guests.
- Err on the side of requesting a little more than you might need. You can always release these rooms back to the resort if not used, but you can’t guarantee your guest’s room if you don’t get enough to start.
Select your wedding party
If you’re choosing to have bridesmaids and groomsmen, now is the time to make the decision on who will all be included. The earlier you inform your wedding party that they’re involved the earlier they can start saving for your wedding trip.
Research marriage legalities for your location
Not every location is the same when it comes to getting married. Whether you choose a symbolic or legal ceremony, make sure you start to determine what your resort and location will require of you. Typically, if you choose a symbolic ceremony, the process is pretty seamless. A legal ceremony, however, will require a little more work.
Place order for your invitations
Invitations can be so customizable when it comes to a destination wedding. If you’re planning on sending invitations my mail or email now is the time to get them ordered. You’ll want to send your invites around 6-8 months so this gives you plenty of time to order them and put them all together.
8-10 Months
Create your wedding website
A one stop shop for all your guest’s questions. Your wedding website will include all the information they need regarding important dates, getting in touch with your travel agent, and travel accommodations. Sites like The Knot, Minted, and Zola are the most common.
If you end up booking your wedding through me I take care of the entire wedding website myself! See a sample of what that looks like here.
Book a photographer/videographer (if not provided)
A lot of resorts provide their own photographer and videographer. Make sure to ask (if it’s not directly stated in your wedding package) how many prints you get from the photographer. This can be really limited (25-50) and you’ll have to pay extra to get more. If that’s the case, or the resort doesn’t provide a photographer at all, you’ll want to start vetting photographers that travel for weddings and getting quotes for their services.
Book any other outside vendors you may want
First, determine if this is within your budget. Then, check with your on-site coordinator to see if there’s any outside vendor fees associated with them.
Other outside vendors to consider:
- Florists
- Hair and makeup
- Added decor
- Live band
Select your bridesmaid and groomsmen attire
There are many options for your wedding party’s attire when it comes to a destination wedding. Bridesmaids can go through a bridal store like David’s Bridal or Kennedy Blue, or pick their own dresses themselves within the color scheme you’re going for.
Groomsmen can rent tuxes like that of a traditional wedding, or can go through websites like Cubavera or Island Importer for beach attire. For more resources for your groom and groomsmen’s attire, check out our post “Beach Wedding Groom Attire Ideas (And Best Places to Shop).”
6-8 Months
Send invitations
One of the biggest to-do’s that feels so good to be completed! Getting all those invitations sent in the mail and impatiently waiting for the RSVP return. Give yourself a big pat on the back for crossing off this destination wedding checklist item.
Order your wedding dress
Hopefully at this point you’ve found your perfect dress! Make sure to order well ahead of time to leave plenty of time for alterations.
Review menus and resort wedding information
This one is pretty obvious. Once you’ve booked through the resort they’ll send you information to fill out, as well as options to choose from. Make sure you’re reviewing everything carefully.
Your wedding package also might not include everything you want for your wedding as well. This is the time to select any “extras” like décor, lighting, etc. and review the costs for those added items.
Choose your menu
Every resort is different so you may have done this already, or don’t have to until your wedding date is closer. Some resorts will have a set menu for all the guests. They also need to know about any special dietary restrictions for your guests well in advance.
Create your gift registry
If you’re choosing not to have a gift registry for your destination wedding you can skip this one. Many people still choose to have one and I think it’s a great idea. You’re still getting married and starting a life with someone. You might as well take advantage of the opportunity to receive gifts for this new chapter.
4-6 Months
Finalize your flight and resort reservations
You’ve had the wedding trip booked for a while, but now you can finally book your flight! Make sure to finalize your flight (times, connections, luggage requirements) and resort reservation. A destination wedding checklist to-do that will feel so exciting to have checked off.
I would also recommend writing down or printing out all your confirmation numbers for your travels. If your phone won’t load at the airport or resort, and they’re having trouble with your booking, then you’ll have the papers with necessary confirmation information so they can find you.
Finalize flowers/decorations/theme
I’m sure Pinterest has been your friend these last several months. Now’s the time to really nail down your vision and finalize your flower selection, decorations (whether you’re bringing them or picking them out through the resort), and general theme.
Obtain your passports
If you don’t have a passport already, now is the time you want to go to the dreaded post office to get this process started. Allow plenty of time to get this so you aren’t stressing last minute.
Purchase your wedding rings
If you didn’t get a wedding band with your engagement ring now is the time. Also an exciting time to pick out your future hubby’s ring! Not sure where to shop? Check out Ring Bear!
Order party favors
Sunglasses, seashells, luggage tags, oh my! If you choose to gift your guests with party favors now is the time to get those ordered to ensure you get them in plenty of time.
Debating if party favors are necessary? Consider the pros and cons. If they’re small and you can easily fit them in your luggage that’s great. If you don’t have the room and they don’t recommend mailing them to the resort it may not be worth the hassle.
Also make sure to check out our post, “The Ultimate Destination Wedding Welcome Bag Guide” if you plan on doing a welcome bag instead and need some ideas.
Buy gifts for parents and other special attendants
Etsy is your friend! So many customizable gifts for everyone involved in your wedding. Check out the following pages for some ideas:
Gift Ideas for Father/Father-in-Law
Gift Ideas for Your Mother/Mother-in-Law
3 Months
Final fitting for your dress
By now you should be close to finishing the alterations for your wedding dress. It’s so exciting to see your dress fitting perfectly and exactly how you imagined it.
Buy accessories and jewelry
Some brides will borrow accessories and jewelry from family members as their “something borrowed.” If you plan on purchasing some or all of your jewelry now would be the time. Especially if you’re purchasing online to make sure it’s exactly what you want and have time to return it if it doesn’t meet your expectations.
Buy any décor accessories you plan on bringing (cake topper, guest book, etc.)
If you want to include any personal décor accessories that the resort won’t be providing then you’ll want to purchase these as well. You may choose to personalize them which will take a little longer to make and ship to you.
2 Months
Complete all necessary paperwork and documents
Make sure any paperwork from the resort, travel agent, or travel accommodation companies is completed now.
Examples of this would be your wedding day planning paperwork from the resort, travel agent’s paperwork regarding any discounts or special offers you may receive, or travel accommodations like transport to and from the airport.
Create a seating chart
You should now have almost everyone’s RSVP’s. If not, you should at least have a really good idea of a final number on guests. If you want to have guests sitting on specific tables for your wedding reception you should start creating this chart now.
Make final payments if necessary
Hiring an outside photographer? Any vendors need down payments paid? Make sure you’ve got all the required payments in so you don’t risk losing them.
Finalize wedding itinerary
In my post “Why an Itinerary for your Destination Wedding Guests is Important” I go over why it’s nice to have an itinerary for your wedding guests. This is separate from your wedding day itinerary. It gives your guests the must-have dates and times they need to know about.
2-4 Weeks
Finalize plan to travel with dress
A destination wedding checklist item you’ll only have to worry about if you’re flying (which is most of you!). One of the most asked questions I see when planning a destination wedding. How do I make sure my wedding dress gets to the resort safely? Check out our post “How To: Travel with Your Destination Wedding Dress.”
Consider these affordable garment bags for your dress available on Amazon.
Finalize wedding day itinerary
If you’d like to stay as organized as possible on your wedding day I’d suggest a wedding day itinerary. You can make a separate one for bridesmaids and groomsmen, or one just for yourself. It’s a good idea to make sure everything stays on track and there’s plenty of time for everyone to get ready for the big day.
Confirm travel arrangements with the resort
Make sure the transport from the airport to the resort is finalized. The resort or your travel agent should give you instructions on how to find your ride and who to stay away from when leaving the airport.
Confirm with anyone that hasn’t RSVP’d
I hate to even say it, but there will be people who STILL haven’t RSVP’d to your wedding trip yet. Make sure to really get on their butts (or have a close family member if you don’t feel comfortable) to confirm if they made any plans on attending.
Ship any items you won’t be traveling with
There is conflicting information on this so this will be your discretion. Some travel agents and resorts don’t recommend shipping anything in case it gets lost in customs or the resort won’t store it. Other resorts are okay with it. If you do plan on shipping anything make sure to check with the resort to figure out the best way to do it.
Have your engagement ring cleaned
The last thing you want in all your beautiful photos is a smudgy ring! You should be able to get it cleaned for free by the place it was purchased from. If not, most jewelry stores will do it for free anyway and it takes less than 10 minutes.
1 Week
Start packing
It may seem early, but you need to have a good idea for the amount of space everything will take up. If you need to cut anything back you can prioritize what that will be. If you need to add an extra piece of luggage make sure you know how much it will cost you.
PRO TIP: If you plan on checking a bag make sure not to put anything important in there. Just in case your luggage gets lost, put all the most important items in you and your fiance’s carry on’s.
Helpful packing items:
Contact attending friends/family to notify them how they can reach you
If your cell phone provider doesn’t offer international coverage, or you don’t want to pay for it, make sure your friends and family know how to get ahold of you in case of an emergency. The resort will most likely have WiFi so most people will use Facebook Messenger or a similar chatting service.
Confirm appointment with on-site coordinator
If you’ve been working with an on-site coordinator through the resort they should have reached out to you regarding when they plan on meeting you to go over everything upon arriving at the resort. If not, reach out to them and make sure something is set up.
Pamper yourself!
The last and final to-do! You’ve worked your butt off for the last several months. Now is the time to finally start relaxing and pamper yourself. Nails, tanning, waxing, hairstyling, etc. Try to soak in this R&R because soon enough you’ll be on an airplane on your way to getting married!
Did I miss anything in this destination wedding checklist? If so, comment below or contact me here!
Have you benefited from this destination wedding checklist? Please feel free to share on social media or comment below on how this has helped you!