Where to Start When Planning A Wedding

Embarking on the journey of marital bliss begins with one crucial step: planning. As the landscape of weddings evolves, destination nuptials are gaining unparalleled momentum. Now that you’re engaged, you’re likely asking where to start when planning a wedding. But, the task can feel daunting when planning a wedding, especially one that’s set in a distant, dreamy locale. Our comprehensive guide makes this clear, giving you insights into budgeting, venue selection, local customs, and so much more.

Keep reading for the top 10 essential steps when it comes to planning the perfect wedding, whether at home or at a far-away destination.

Unveiling the Dream of a Destination Wedding

A wedding is a momentous occasion, a beautiful union of two souls. But have you considered elevating that experience by tying the knot in a dreamy destination? With endless picturesque landscapes and world-class resorts, deciding on a locale can be overwhelming. So, where to start when planning a wedding that’s beyond borders? Let’s dive in!

1. Imagine the Big Picture

Before deciding on the details, visualize your perfect day. Do you envision a sun-kissed beach ceremony in the Caribbean? Or perhaps a majestic backdrop of Europe’s historical marvels? Your dream destination should resonate with both your and your partner’s desires.

2. Budgeting the Dream

Establishing a budget is paramount, and following these financial tips offered by Forbes can help. This not only involves calculating expenses but also researching your destination’s cost factors. While some locations might be pricey, others, like Mexico or the Dominican Republic, offer luxury without breaking the bank. Check out this recent New York Times report on where people spend the bulk of their bucks while tying the knot. 

3. Prioritize and Collaborate

Each couple has unique priorities. While one might dream of lavish floral arrangements, another could crave gourmet experiences. Hence, list down your ‘must-haves’ and ‘nice-to-haves’. Collaborate and compromise to ensure the day is equally special for both.

4. Find the Perfect Venue

After narrowing down your preferred region, it’s time to pick the perfect venue. Brands like RIU and Secrets offer a myriad of all-inclusive packages tailored for every couple. Whether you’re looking for an intimate setup or a grand celebration, these resorts cater to your every whim.

5. Get Acquainted with Local Customs

Incorporate local traditions to make your wedding stand out. For instance, if you’re planning a beach wedding in Jamaica, why not include some traditional reggae rhythms to your event? It’s all about blending your style with the destination’s essence.

6. Timing is Everything

While the Caribbean might beckon with its turquoise waters, remember, it also has a hurricane season. Research your chosen destination’s best times to visit, ensuring nature complements, not complicates, your big day.

7. Ease of Access for Guests

Accessibility is vital. While secluded spots sound romantic, consider your guests. Opt for destinations with good flight connectivity. Destinations like Cancun or Punta Cana, with their international airports, ensure guests arrive hassle-free.

8. Seek Expert Guidance

While personal research is essential, collaborating with experienced planners like Destify can make a world of difference. With their vast network and expertise, they can guide you seamlessly through the process, ensuring you’re in safe hands.

9. Adventures Beyond the Wedding

Entice your guests with adventures. If you choose a place like Costa Rica, offer them jungle safaris or zip-lining adventures. A wedding is not just about the day but the memories created around it.

10. The Ultimate Checklist

Maintain a checklist. From booking the venue to finalizing the menu, check off tasks as you complete them. It keeps you organized and ensures nothing slips through the cracks.

Planning Your Dream Destination Wedding

Now that you’re armed with knowledge, are you ready to embark on the journey of planning your dream wedding? A wedding where azure waters, golden sands, or historical architectures stand as silent witnesses to your union. Dive deeper into our destination options and discover paradise.

Things you Need to Know About Destination Wedding Planning

To kick off our series, we sat down with Rachel P., an experienced destination wedding professional and current manager within Destify’s Guest Services department. From easing anxieties to getting more bang for your buck, Rachel shares all the biggest trade secrets below:

How did you get started with Destify?

I started last January. A very exciting time to join the travel industry. I was working at a membership company that dealt with a lot of customer service. I really enjoyed the level of customer service that I was able to deliver there, but was looking to do something a little bit more different day to day.

During your time with Destify, what kind of hats have you worn?

Many a hat. I started in sales, and then I was the first employee to move over to Guest Services, and now I’ve bounced around a lot. So I got to participate a lot in creating the Department and breaking the Department into multiple teams. I’m now on the concierge team, which is really exciting because it lets us get on the offensive and solve problems for couples before they exist.

I’m really excited to be able to bring proactive customer service to the Department and be able to give people an experience that they think about really positively.

Customer service definitely goes a long way, how does that tie into Destify?

I think when people come to us, they’ll expect to get problems solved. Solving them quickly, pleasantly, and going above and beyond? I’m excited to really dig into that

From getting that first call or request to actually getting somebody connected to their wedding package or to the resort. Why is it so important to hire a destination wedding planner in the first place, such as Destify?

I think that the hardest adjustment of planning a destination wedding, when you have friends who have planned an American based wedding, is that there is a difference in the customer service expectation. I’m sure there are people who talk to their American wedding planner every day, even 18 months to two years in advance.

That is not how destination weddings work. You are not going to talk to your wedding coordinator at the resort that often or that far in advance, but you can talk to us, and you can have someone who’s involved assuring you that this isn’t actually poor customer service on their end.

You don’t have anything to worry about. We can answer your common questions, and, if you have an urgent question or a complex question specifically about the wedding, we can get an answer for you. We can coordinate everybody else who is attending. For instance, if you’re hosting a wedding in Phoenix, everybody knows how to get to Phoenix, even if they’ve never been there before and nobody seems confused about it. People do get confused about getting to your destination wedding, and if you don’t coordinate with us, you have to answer all these questions yourself. We can temper our service to be an aggressive roadblock between you and your guests.

If you need to get people off your back, we can handle that for you.

It’s like the story about that Chicago couple whose destination wedding went all wrong with their guests. That would never have happened with us. We have a million fail safes in place to make sure that doesn’t happen. You know, for a fact, who is going to your wedding if they are booked, and you can look at it in real time. If it ever confuses you, there are real life people who can walk you through it.

We have guests who go on and make a booking and no one ever interacts with them personally, and we have guests we talk to all the time. We’re happy to serve both communication preferences.

What are you most excited about in the future of your role within Destify?

There are so many strange things that can happen in our customer journey. So I’m excited to really dig into what happens and anticipate ahead of time and already have solutions for people.

In your experience, what’s kind of been the biggest myth that you had you come across or that any guesses I ask you about?

I think it’s interesting the number of people who are apprehensive about their wedding just being this cookie-cutter thing that nobody at the resort cares about. That’s not true. These resorts that host weddings do care. The staff is going to know who the bride and groom are. When you’re there, you’re going to feel so special. You can have that Instagram worthy wedding on a beach or beautiful gazebo, with or without sand. Because personally I definitely don’t want the sand in my wedding dress. They just don’t mix.

What’s something that people don’t often realize about destination weddings?

You can really make it a whole experience. I think the other thing that people don’t take advantage of necessarily enough, maybe, I don’t know if you would call it a myth, is that you can bundle in multiple events. You can really make this a whole weekend of celebrating your love.

There’s just no way that multiple staff members won’t know exactly who you are, that you’re the future newlyweds, you’re going to feel like a celebrity when you’re at the resort. You’re going to come home tan, rested, and with a nice belly full of margaritas.

What’s a huge difference between domestic and destination weddings?

Destination weddings are not any more or less assembly line-like than getting married at a hotel in America. There are all of these as packages you can take advantage of in both places. But I guarantee you that the bank for your buck goes further in a destination wedding.

So speaking of bang for your buck, how much does destination wedding planning itself actually cost?

Well, our services are free. You can have a hundred-person wedding at most of these resorts for under $10K in the actual ceremony and reception costs. There’s absolutely nowhere in America that you can do that.

I would call the $10k one, like, “moderate bones.” You’re not going to have custom florals with your $10k, but you are going to have full decor with a moderate amount of choice food and drink and wait staff.

The nice thing about the destination wedding is that the upgrades are truly all à-la-carte, so you can just pick the ones you actually care about. You don’t have to pick the DJ to get the six other things. You can really pick what you want.

Destination weddings is an industry that has exploded in the last five to ten years, and I think people feel a lot of pressure and expectation to live up to an influencer’s wedding.

You see these things on Instagram and you have no idea whether that person went into debt for their wedding, which no one should do. You definitely don’t have to do that for a destination wedding.

Which is fantastic because we handle that part of it, right?

Especially with, like, the payment plans for your hotel room and for paying for the wedding itself are so much more flexible with us than they are for a domestic wedding.

Plus the experience of booking a beautiful destination like Cancun or Punta Cana is worth just being there right?

Absolutely. You’re already in a beautiful backdrop. With the wedding packages available at the resorts themselves, you can save money on the floral and photography add-ons. Or you can even have a friend who’s a photographer join.

I have never seen any of our Destify Couples truly pay for something that they don’t care about, which absolutely happens in America.

What do you envision for the future of destination weddings?

I really think we’re seeing an increase in people wanting to travel. People are looking for a reason, in the least cynical way possible, to make their wedding the one that someone wants to come to. The last 18 months have taught people the value of time, and people want to maximize what they experience in life.

Destination weddings are simply more fun. There’s so much more to offer than just going to a ceremony and then going to a reception where you eat the same boring piece of chicken and nothing was different about this wedding verses that wedding. So I think people are looking for unique experiences and destination weddings provide that.

What’s the biggest piece of advice that you have for couples planning a destination wedding right now? What’s the secret sauce, if you will?

Ask for help. The thing that people don’t think about when they want to get married on a beach is how complicated it is to keep track of who is coming, if they actually booked, if they figured out how to get themselves to the right resort, if they know how they’re getting there. Your guests are going to have so many more questions than you could ever be prepared for, because the couples planning destination weddings tend to be seasoned travelers.

You should not count on your guests to be seasoned travelers, and it truly can be a full time job fielding the questions from your guests. You have plenty of other things going on in your life. Trust somebody who won’t get frustrated answering the same question 17 times, who is there to help with all the resources you need.

Lean on us. We’re here. Ask us your questions. There’s not a question that’s too stupid. There’s not a question that we haven’t heard before and can’t get an answer for you. Your wedding is supposed to be fun, and it is way more fun to pick out flowers and linens and playlists than it is to help your second cousin book a room for her and her three children.

So, what would happen if I tried to plan it myself?

If you do it yourself, you’re going to have Excel spreadsheets and emails to follow up on. We give you a portal. It’s all in there. The coordination part? It really ain’t easy. There’s no reason to take on the burden of coordination.

De-Stress Your Destination Wedding

Planning a wedding has the stigma of being overly stressful for wedding couples, but that’s not always true with today’s modern destination weddings. A wedding is a major ordeal, in that it is your big day to celebrate the rest of your lives as two. But that doesn’t have to mean planning it becomes a grueling experience. Just remember to keep a calm attitude and a positive outlook, and follow our suggestions below to make planning your destination wedding a breeze.

Choosing a Destination Made Easy

The first “hard” part about booking your wedding is choosing a destination. Some couples already know the exact location and resort they would like to share their vows at, but that is not generally the case. The best way to choose a destination is to be clear of both your vision and your budget with your travel agent. They’ll help to find a plethora of resort options, from family-friendly to adults-only, in popular spots or even more exotic locations.

As a couple, you need to begin considering your guest list size, and their budgets too. Together with your agent, you can find resorts that will fit that budget. Some resorts offer a variety of room categories, including entire “clubs” of preferred suites. This allows for accommodation for every price range and level of comfort they may desire. If who makes it to your wedding isn’t as much of a concern, you can find your ideal resort and your agent can help you send out e-vites to your entire list.

When determining your vision, imagine a ceremony location that speaks to you as a couple. Do you both love the beach? Take a look at our beach venue gallery for inspiration. There’s also plenty of options beyond the beach, from oceanfront gazebos to rooftop terraces. Choosing where you want to host your wedding should bring feelings of excitement and joy to the planning process. It’s a great entry point to create a wave of positivity as you continue to plan in the following months.

Travel Arrangements

A common factor of stress for any couple planning their destination wedding is the thought of coordinating travel for your guests. With Destify that isn’t a burden for the couple, as you’ll have a dedicated agent where all of your guests can book. Together with our providers, we find the most affordable flights for your guests to get from point A to point P, where the P stands for paradise. There’s no stress for your guests either, they can pay low deposits and hop on payment plans to make attending your wedding easy.

Plus, we price match. If a guest finds a cheaper flight then your agent, we can often price match that flight so they get the best deal. Guests can book rooms directly from your wedding website, and on that same website, they’ll get resort information and more. With a dedicated agent for each group, you gain one person that each guest can reach out to with any travel concerns, so you don’t have to worry about how anyone will get there.

Listen to Your Emotions

Let’s face it, feeling stressed when planning your wedding is normal. But luckily for you, hosting a destination wedding means you have a support system built in with your travel agent and wedding department. There’s always a contact of support available to you, much more so than hosting a local wedding where you’re in charge of finding each vendor. Your wedding department can help you plan everything, from floral arrangements to the food for the reception.

Take some inspiration from our many Destify Couple interviews. You’ll find numerous stories of couples in the same boat you are, and often you will see that they found the wedding process much easier than they ever expected. If family members or a bridal party is a part of your wedding, they too can offer forms of support to rely on. It’s okay to feel overwhelmed, but there’s no need to ever feel alone! Planning a wedding can be stressful but it doesn’t have to be negative. Take stock of your emotions often.

Let the Planning Begin

Our couples fall into many categories, from laidback and easy going to hands-on planners. There’s no right or wrong way to plan your destination wedding. Hosting a wedding at all-inclusive resorts falls under a different timeline than a local stateside wedding, and many couples find the process to be more streamlined. That’s because much of the decor and ceremony planning doesn’t actually start until about 3 months before the wedding date. There is much you can do in the meantime, from dress shopping to checking in on your guests.

Again, by hosting your wedding at one of our resorts, you’re getting a built-in wedding department and coordinator. Our most common advice from past couples is to “trust the process”. Email response time could be slow but the resort’s know what they’re doing. These wedding departments are planning tons of weddings throughout the year, so they often wait until around 3 months before your date to get into the details of your wedding.

It may make you nervous if you’ve booked with a year in advance and your wedding is 6 months away and you haven’t yet chosen much for your ceremony. This is indeed common, and you can be confident that your planning will start at a quicker pace the closer and closer you get to your wedding date. Take a look at our destination wedding timeline to get the full scoop. Once you are at the resort you’ll meet with your coordinator in person to finalize last minute details.

Remember the Bigger Picture

Planning a destination wedding may actually give you more free time than you expected. The idea of a wedding in a tropical location should be one free from stress. Really, there’s no need to be nervous if much of your time before your wedding is equally as stressless. Remember what it is you’re planning in the first place, a destination wedding that will also double as an amazing vacation for you and all of your guests! Sit back and let the good times roll.

Remember, at the end of the day, it’s about creating memories that last a lifetime. So why not make it grand? Start the next chapter of your love story with Destify and let us create those meaningful memories with you. Ready to transform dreams into reality? Contact us today!

5 Mistakes to Avoid When Planning Your Destination Wedding

Planning a destination wedding is the thrill of a lifetime. Destination weddings allow you to immerse yourself in another culture, but they also come with a unique set of obstacles to overcome. When organizing a wedding from abroad, avoid these mistakes.

1. Not Getting Everything in Writing

Sometimes you may choose to add additional decor, food, or entertainment with a party beyond your resort’s all-inclusive packages. These vendor contracts exist to ensure that you get what you paid for while also safeguarding both parties. Each expectation you discuss should be written down to avoid any misunderstandings, miscommunications, or flaws if there are staff changes.

2. Not Accounting for Wind and Sun

Checking the tidal charts is crucial if you’re hosting a beach wedding. You’ll need ample dry sandbar to get everything done, from setup to ceremony time and breakdown. Contrary to popular belief, the sun can actually be used as your friend! However, always account for the timing of your ceremony in relation to how hot or cold it’ll be during the day. Many of these procedures are already taken care of at resorts like Sunscape Cancun Resort and Dreams Rose Hall Resort & Spa. They have set time slots for a reason, so straying from them could cause unnecessary problems. Allow the professionals to handle this stage after years of hosting vacation weddings.

3. Not Sending Your Destination Wedding Invitations Soon Enough

Repeat after us: I should send my wedding invitations early. Wedding invitations for a destination wedding should be mailed 4-6 months before the wedding date, with a four-week response deadline. At that point, many foreign hotels want the final room numbers.

4. Planning a Legal Ceremony Without Doing Your Homework

Before you can marry, many countries have a “residency time” requirement in specified locations. It usually lasts a day, but it can last up to a week or more for legal ceremonies. You may also have to file papers months in advance and show up at a local government office with documentation from home. Even then, they may or may not be available if you’re traveling during a cultural holiday. Do your homework ahead of time and save yourself the trouble. Have a spiritual ceremony at your destination and make it official at home at your local courthouse.

5. Not Booking an All-Inclusive Resort

Trust us, when it comes to destination weddings, you’ll need an all-inclusive resort. Hosting your wedding week at resorts like Majestic Elegance Costa Mujeres and Hyatt Zilara Rose Hall automatically qualifies you for endless benefits. From spa discounts to customized catering menus, all-inclusive wedding packages and resorts guarantee a getaway complete with affordable tropical luxury.

A Step-by-Step Guide to Timing Your Destination Wedding

Have you ever wondered just how early is too early to start planning your big day? Whether you’re envisioning a sunset ceremony on a Caribbean beach or a lavish affair in a European castle, getting the timing right is crucial. From booking your ideal venue to sending out those all-important invitations, this blog will unfold the ultimate timeline for wedding planning. Are you ready to discover the secret to perfectly timed wedding planning? 

What Is the Ideal Timeline for Wedding Planning?

When it comes to orchestrating the perfect destination wedding, timing is everything. Ideally, the sweet spot for beginning your preparations is about 12 to 18 months in advance. This timeline strikes a balance, offering enough leeway for detailed planning and ensuring availability at your dream location, without the stress of last-minute rushes or the uncertainty of planning too far ahead.

How Far in Advance to Book a Wedding Venue

Booking your venue should top your priority list. Securing your dream spot early not only guarantees the date you desire but also allows for better coordination with vendors and service providers. According to Forbes, the average couple spends 250 hours planning their wedding, underscoring the importance of giving yourself ample time to manage every detail meticulously.

However, booking too early, say more than two years in advance, might lead to unforeseen challenges. Preferences and trends can change, and you might find yourself tied to choices that no longer resonate with your vision. On the flip side, waiting too long might limit your options, as popular venues and suppliers get booked quickly, especially in peak wedding seasons.

Start your planning process within this recommended timeframe to enjoy the luxury of choice without feeling rushed. You can thoughtfully select every element that will make your day unique, from the color palette to the menu, ensuring your wedding reflects your personal style and story. As your wedding is the beginning of a beautiful journey, planning it should be as joyful and stress-free as possible. Here are some tips for planning a stand-out wedding celebration.

Factors to Consider for Your Timeline for Wedding Planning

When orchestrating the fairy tale destination wedding of your dreams, several key factors come into play, shaping the timeline of your planning journey. The first, and perhaps most crucial, is seasonality. Popular wedding destinations have peak and off-peak seasons which significantly influence venue availability and cost. Opting for a shoulder season can offer the perfect compromise between favorable weather and affordability.

Venue availability is another pivotal factor, so when should you book a wedding venue? The answer largely depends on the popularity of the location. Coveted venues in high-demand destinations often require booking at least a year in advance, especially if you’re eyeing a specific date.

Guest considerations are equally essential. Sending out save the date for destination wedding notices well in advance is crucial, as more planning is needed for weddings abroad. It gives your loved ones ample time to arrange travel, accommodations, and time off work. This notice is even more important if you’re planning a wedding during holiday seasons or school breaks, as guests may need to book travel and accommodations far in advance to avoid high costs and limited availability.

If You Just Can’t Wait to Get Started

Booking your wedding venue early, especially up to two years in advance, has its perks and pitfalls. For couples pondering, “Can you book a wedding venue 2 years in advance?” the answer is yes, but we would not recommend it. Early booking secures your dream venue and date, offering peace of mind. However, it may limit flexibility with changing trends or personal circumstances, as a lot can change in two years. 

A Timeline for Wedding Planning That Suits You

The art of destination wedding planning is all about perfect timing. Whether you’re an early planner or prefer a shorter engagement, understanding when to book each element is key. Each decision sets the stage for your special day. Ready to turn your dream wedding into a reality? Visit Destify today for comprehensive assistance in planning your perfect destination wedding. Let’s make your special day unforgettable, one (well-timed) step at a time.