Get your US destination wedding plans off to a head-start. Understand best locations, logistical considerations and guest management with White Wave Events the destination wedding expert for stress-free destination weddings.
The United States is a great place for a destination wedding!
Many couples have the dream of a destination wedding. Picture saying “I do” on a Hawaii beach, in wine country in California, in a historic mansion in Charleston or amongst the mountains of Colorado. It’s romantic, memorable and personal.
However, it’s also very complicated logistically. Bringing people from all over the country, working with vendors that are out of your comfort zone, arranging travel and hotel plans can be stressful.
How can this be done? Follow the step-by-step guide below
Why Choose a Destination Wedding?
- More intimate: 30-75 guests are just the right amount of people with fewer than 200 (naturally filters to this number)
- Extended Celebration: Weekend event instead of 4-hour reception
- Memorable Location: Unique venue, built-in photo backdrops, and a place that means something to you (where you met, love traveling, family roots)
- Less Stress: Smaller scale, closer vendor relationships
- Personal Meaning: Choose a place that means something to you (where you met, love traveling, family roots)
Timeline – When to Start Planning
This is a step-by-step guide to planning your future when you are a middle school student.
- At 12-18 months, the ideal time. Select a destination, book a venue and sign key vendor deals.
- 9-12 months: Minimum for destinations – popular Napa, Hawaii, Caribbean destinations book up.
- 6-9 months: Potential for shoulder or less-popular seasons or sites.
- Less than 6 months: Stressful, limited vendor, increased costs.
Step 1: Choose Your Destination (3-6 Months Before)
Top places to get married in the US:
Beach:
- This is Hawaii (Maui, Big Island, Oahu)
- Riviera Maya, Mexico (easier for guests from the USA)
- From U.S. Virgin Islands (no passport is required)
- Florida Keys
- Caribbean islands
Mountains & Nature:
- Aspen, Vail and Rocky Mountains in Colorado (USA)
- The state of Utah (with gorgeous red rocks)
- Lake Tahoe
- Jackson Hole, Wyoming
Wine Country:
- Napa Valley, California
- Willamette Valley, Oregon
- Sonoma County
Historic Charm:
- Charleston, South Carolina
- New Orleans
- Savannah, Georgia
- Scottsdale, Arizona
Consider:
- Guest access (flights, drive time)
- Season and weather
- Accommodations (venue, travel to venue for vendors)
- How you feel about the place.
These are some of the best destination wedding locations USA couples consider.
Step 2: Secure Your Venue (12 Months Before)
You can find more information about the Classifieds Ad Campaign in Step 2: Secure Your Venue (12 Months Before).
A 12-18 month advance booking is required for popular venues.
Types of venues:
- Resort: All inclusive (Rooms, Ceremony, Reception) – convenient and less individualised.
- The event’s destination venue: Standalone (hired for the event) – more customization more coordination.
- A hybrid option is available for hotel ballroom.
What to confirm:
Shows that all guests will be accommodated, rooms will be available, the capacity of the venue, and its layout. Also demonstrates: catering is provided or arranged for guest participation, the time required for events (rehearsal, cocktail hour, reception), and weather contingencies.
These are important factors while selecting the best destination wedding venues USA.
Step 3: Hire Key Vendors Early (9-12 Months Before)
Key Vendor Identification:
- Local wedding planner: Very essential for destination wedding. They are familiar with vendors, transportation, legalities.
- Photographer: Book early, as talent is in high demand.
- Include if not provided with venue.
- For destination weddings, one of the requirements is to have local vendors that are available.
- Transportation: Shuttles from and to the hotel, ceremony, reception.
Step 4: Communicate With Guests Clearly (9-10 Months Before)
The time for a Destination wedding is even longer than the time for a save-the-date.
Wedding website: Essential. Include:
- What about your decision to make this choice?What went into your decision?
- Information on travel (airplane and car rentals)
- Recommended hotels
- On the weekend, we will be participating in the following activities:
- Estimated costs
Roundtable: RSVP date is earlier than usual, due to logistics needs (headcount)
Accommodation Options:
Make a few calls for a group rate at 2-3 different hotels: premium, mid-range, budget.
Step 5: Handle Logistics (6 Months Before)
Scout out and manage logistics 6 months ahead of time.
Legalities:
- Passport or other government-issued photo ID (varies by state/location)
- Officiants available (some require an officiant or additional credentials in the area)
- Beach ceremony, Outdoor venue (required permits)
Travel coordination:
- Guest travel suggestions
- Airport shuttle arrangements
- Parking logistics
- Anytime you have visitors, prepare to give them welcome bags.
- Planning a weekend activity/itinerary – the weekend activity/itinerary has been planned.
Vendor coordination:
- Details regarding ceremony/reception date.
- Load-in/setup plans
- For weather: make sure that you have a plan for backup in place.
Step 6: Confirm Everything (3 Months Before)
- Final guest count
- Dietary restrictions (catering)
- Vendor confirmations
- Seating arrangements
- Run-of-show timeline
- Contingency plans
Common Destination Wedding Mistakes to Avoid
Some common missteps to avoid when planning a common destination wedding are:
- Not using all local resources: Your destination wedding planner is worth every penny
- overcommunicate through your wedding website
- Not keeping in mind travel expenses: Your guests travel far to celebrate, not attend a marathon.
Budget Considerations
Some of the reasons for why destination weddings are less expensive per person (but more expensive overall) than other types of weddings are:
- Venue rental (standalone)
- Vendor travel
- Your accommodation
Same price for 50-75 people at a beautiful place, very memorable – makes sense to me.I think 50-75 people at a beautiful place does cost about as much as 150 people do at a standard venue – but is MUCH more memorable.
How a Wedding Planner Helps
The wedding planner can help you in many ways.
When it comes to destination weddings, a local planner comes into handy:
- Work with vendors and discounts.Working with vendors and discounts.
- Understanding of local rules and procedures.
- Use of on-the-day coordination (particularly if you are not local)
- Problem-solving in real-time
- Budget management across multiple vendors.Multiple vendor management of budgets.
Key Takeaway:
While it sounds like a travel fantasy, destination weddings are possible if you plan ahead, book early, and hire the right people. The main things that are important are getting started early, being clear about the messages and having local hands to do things that you simply can’t do from a distance.
The outcome a weekend to be remembered forever.
Explore on Instagram and Facebook, and start designing a wedding that feels unmistakably yours.
