The Ultimate Destination Wedding Planning Timeline & Checklist

Planning a wedding is one of the most exciting journeys you’ll ever embark on, and when you’re dreaming of a destination wedding, that excitement often gets dialed up to a whole new level. We totally understand why you’re considering it—who wouldn’t want to exchange vows in a beautiful, far-off place with the people who mean the most to you?

But here’s the truth: planning a destination wedding can feel overwhelming. If organizing a traditional wedding is hard (and it definitely is!), then planning a destination celebration is off the flippin’ charts. There’s a lot to think about — flights, accommodations, legalities, vendors in another country—and it can quickly start to feel like too much. As you’re staring at your to-do list, it’s easy to feel stuck. How do you turn this beautiful dream into reality?

Well, you’re in the right place. Over the last 10 years, I’ve had the privilege of helping hundreds of couples plan their dream destination weddings. Today, I’m sharing a detailed timeline and checklist to help you navigate this process step by step. Consider this your go-to guide for making your dream wedding come true!

12-18 Months Before Your Wedding

1. Hire a travel advisor specializing in destination weddings

This should be your first step. A travel advisor who knows the ins and outs of destination weddings can be an absolute game-changer. They’ll help you navigate the complexities of planning a wedding from afar, from finding the perfect location to managing your guests’ travel arrangements.

2. Draft your guest list  

Start thinking about who you want to invite. Will it be an adults-only affair, or are kids welcome? This will influence your budget and help you narrow down the best destination for your wedding.

3. Finalize your wedding budget

Set a budget for all wedding-related expenses, including travel and accommodations. Having a clear budget from the get-go will make decision-making easier as you move forward.

4. Consider in-destination marriage requirements

Every destination has its own legal requirements for marriage, such as residency rules and paperwork. Make sure you’re aware of these well in advance.

5. Secure your wedding date  

Once you’ve decided on a location, it’s time to lock in your date. A deposit is usually required to secure your spot.

6. Design your wedding room block

Work with your travel advisor to set up a room block for your guests at the hotel. This ensures that everyone has a place to stay and can be near the action.

7. Review wedding website options

A wedding website is a great way to keep your guests informed. Start exploring your options and consider what details you’ll need to include.

9-12 Months Before

1. Decide on your wedding party crew

Make sure they are legally able to travel out of the country, have the appropriate ID or are willing to obtain it.

2. Collect guest’s email and mailing addresses

3. Order & send Save the Dates!

Send Send out save-the-dates as soon as possible. This gives your guests plenty of time to make travel arrangements.

4. Say YES to the DRESS!

Take destination climate into consideration when choosing fabric and style. Tip: Don’t forget to also choose the accessories, head or hair pieces, shoes and under garments. Your shoes may change from ceremony to reception depending on your chosen locations (i.e. beach/ terrace). Allow plenty of time for multiple alteration appointments depending on the style of your dress. 

5. Select color & attire for your wedding party  

Again, comfort is key. Choose styles and fabrics that will keep everyone feeling cool and comfortable throughout the day.

6. Start thinking about vendors

If you’re hiring outside vendors, now’s the time to start securing contracts. You’ll need to finalize arrangements with your photographer, videographer, and anyone else you want to bring in.

7. To create a gift registry or not?

When choosing a gift registry keep in mind your guests are making a considerable investment to travel for your wedding. Ultimately the choice is yours and what feels right for you. 

6-9 Months Before

1. Purchase airline tickets  

Book your flights and encourage your guests to do the same.

2. Plan pre-wedding events

Start planning any bridal showers, bachelor/bachelorette parties, or other pre-wedding events. Get those dates and locations locked down.

3. Schedule dress fittings

Make sure your dress fits perfectly by scheduling alterations. Also, remind your wedding party to order their attire.

4.Order + Send your wedding invitations (if applicable)

Some couple’s send save the dates AND then wedding invites at a later date as a way to remind guests to make their reservations. There is no right or wrong way.

5. If you’re hiring outside vendors, now would be the time to start getting these contracts finalized.

If you are using the hotel’s partners, you will review your options closer to 3-5 months before the wedding date.

6. Start thinking about your honeymoon

Decide whether you’ll extend your stay at the wedding resort or move to a different hotel for your honeymoon.

3-5 Months Before

1. Plan an excursion or activity for your guests

Consider planning a group excursion or activity. This is a great way to make your wedding weekend even more memorable.

2. Purchase wedding rings & accessories

3. Purchase guest book, cake topper, wedding cake knife, champagne flutes

Allow for adequate time if you’re engraving any of these items as a keepsak

4. Will you be organizing welcome bags for your guests?

5. Create a playlist for your wedding reception

Start putting together a playlist for your reception, including any must-play or must-not-play songs.

6. Check in with your wedding party

Ensure that all dress fittings are scheduled and that everyone’s attire is on track.

7. Finalize your honeymoon plans

Make sure your honeymoon plans are set, including flights and transportation.

8. Don’t forget about resort and honeymoon attire!

Shopping can be a great stress reliever but only if you don’t leave it to the last minute list.

9. Nudge any last minute guests to register if they haven’t done so.

Your final headcount will be important to move into the next phase of planning.

2-3 Months Before

1. Order + Organize welcome bags, place cards, etc. for your wedding day

If you’re planning to give welcome bags to your guests, now’s the time to start organizing them.

2. Purchase a gift for your partner to celebrate the day!

3. Purchase gifts for your bridal party

4. Check in with your wedding party to make sure all fittings are complete

5. Finalize the seating chart 

Based on your RSVPs, create an editable seating chart for the wedding day.

1-2 Months Before

1. Prepare vendor envelopes with tips 

2. Confirm details with all your vendors

Make sure that everything you communicate is done so in writing! No exceptions on this!

2. Write your vows  

3. Final wedding dress/ suit fitting 

Arrange to pick up your attire or have it delivered.

4. Share wedding events  

Share the schedule of your wedding events with your guests. This can be included in their travel itinerary.

2-3 Weeks Before

1. Start packing 

Pack all your wedding items and make sure everything fits in your luggage.

2. Reconfirm flights  

Schedule changes are common so you want to make sure you have the most up to date info.

3. Get a final haircut and color

4. Delegate wedding day duties to your wedding party

5. Give your readers their scripts, if necessary.

6. Finalize and get your music list to your DJ

7. Get your image and video requests to your photographer and videographer

Arrival at the Hotel

1. Meet with your wedding planner 

This is usually required by the resort to happen 2-3 days prior to the wedding.

2. Schedule spa time

Take some time to relax and pamper yourselves before the big day.

3. Don’t stress about the small stuff and enjoy every single moment.

A Final Reminder for all Destination Wedding Couples

As you work through this timeline, remember that planning a wedding—especially a destination wedding—can feel like a lot. It’s totally normal to feel a bit overwhelmed. But don’t worry—destination weddings are becoming more common and accessible, and there are plenty of professionals who can help guide you through the process.

If you ever feel stuck or just need some advice, I’m here to help. Let’s chat. Book a free consultation, and we’ll work together to turn your wedding vision into reality.