If you’ve been hoping for someone to come rescue you from wedding- planning woes, or have been questioning whether hiring a destination wedding planner is worth the money, THIS IS YOUR SIGN to utilize the knowledge and skills of an expert.
As a travel advisor, I’ve worked with countless couples in organizing and creating their dream destination wedding.
Whether it’s a small gathering of family only, or a celebration with 200 guests, all of my clients had one thing in common when reaching out to me: they wanted a unique and memorable destination wedding and they knew, in order to pull it off, they needed the skills that a destination wedding specialist brings to the table.
No matter the budget, country, venue, or guest list, I share the same secrets with all my couples. And I’m here to reveal some of them to you! So, get ready to take notes, and…b r e a t h e.
Here are my TOP essential destination wedding secrets behind pulling off that flawless destination wedding!
1. Communicate Effectively and Often with your Guests
From highlighting your destination’s most enticing details to sharing information on flights and reserving rooms, your wedding celebration will run much more smoothly if destination wedding guest communication is clear-cut and streamlined, from beginning to end.
The most optimal way to achieve this is by having one point-of-contact, i.e. a wedding advisor, who serves as a funnel for all your information. Think of the old saying, “too many cooks in the kitchen”. The more people you have trying to handle one event, the more hectic and muddled it can become.
As a service to my clients, I create a customized website through which guests can make bookings for the big event. I also use a travel itinerary builder called Travefy. It’s a phenomenal way to manage all the wedding details and to keep everyone on the invite list in the loop! It builds excitement, but, most importantly, everyone feels at ease, informed, and an integral part of the wedding celebrations.
I place information such as wedding destination and venue details, timelines of to-do’s for guests such as booking flights and accommodations, important customs and immigration details, the wedding week itinerary, and even special notes from the bride and groom, like “please indulge us by wearing white!”
You can use Apps such as travaa and wanderlog too, which are also good for building itineraries, mapping out your trip, or sharing plans with others. Consider downloading WhatsApp, as well. It’s another efficient way to communicate important wedding updates in real time, especially while at your destination.
The bottom line is: your wedding day shouldn’t be hectic or ruined because a guest missed the memo about reserving rooms, getting a transfer from the airport, or, heaven forbid, the wedding attire color scheme!
2. Plan for Unexpected Costs
You might be a world traveler. Maybe you’ve visited a dozen European countries, two in Asia, and three in Africa. You’ve navigated those trips with success and made countless memories along the way.
However, planning a wedding in a foreign country with a guest list of 100 people traveling from ten states and five different countries is a task that even the most experienced globetrotter does not have the stamina to tackle.
Many couples take on the challenge of managing all the details of planning their destination wedding. They figure it will save them money, but in the long-run, they are surprised with extra fees that they never even knew existed.
(Photo by Echo Photography)
Here’s what to plan for:
Local vendors such as photographers, florists, or DJs, may charge additional taxes or service fees not initially included on their websites or quotes. In some countries, value-added taxes (VAT) can increase the overall cost by 10-20%! Make sure to inquire about the possibility of these increases with the vendors you choose.
Also take note that if you’d like to bring your own decorations or wedding materials with you to your destination, you may incur customs fees or import taxes. Know the import tax rates of the country you’ll be married in!
Not having rides organized and booked to and from the airport can cost you, as well. So can last-minute changes in transportation. Coordinate shuttles or airport transfers for yourselves and your guests. It is an important detail that tends to get overlooked. (Note: travel advisors have often built strong personal relationships with companies that they utilize consistently for their reliability and familiarity. We build transportation into our packages).
Also keep in mind that some destinations charge permit fees for hosting events in public spaces. Having your wedding ceremony on the beach at grandma’s winter villa in the Dominican sounds heavenly, but it would really dampen the spirits if you were hit with a surprise fee in order to make it happen.
(Photo Courtesy Baldwin Travel)
Additionally, remember that sometimes the weather doesn’t cooperate – even in paradise – and the beach wedding of your dreams could get washed out. Make sure to account for the unexpected, just in case. The cost to suddenly rent tents, an indoor space, heaters, or to postpone the wedding for a day can be double or even triple what it would otherwise cost, if ordered at the last minute.
Hiring a destination travel expert sounds good right about now, doesn’t it?
3. Consider the Cost-Effectiveness of an All-Inclusive Property
When endeavoring to invite people to your destination wedding, the question of whether or not they will travel abroad for your event does enter one’s mind.
A remedy to help guests with their decision is to have your wedding at an all-inclusive resort.
With well over a thousand all-inclusive resorts worldwide, finding one that matches the vision you have can be an enjoyable yet time consuming task.
This is another example of where the experience of a destination travel advisor has its benefits. They’ve usually visited a multitude of resorts and can give you first-hand critiques of the properties as well as share what other clients have encountered at these destinations!
(Hyatt Zilara Rose Hall Jamaica)
If planning on your own, you’ve got to do your homework. Use this suggested list of questions from The Knot to make sure you are asking the right questions of your destination wedding venue!
When all is said and done, the benefit to your guests is that all-inclusive rates ensure transparency and peace of mind. Invitees can budget much more effectively when knowing that their food, drinks, and fun are included and that no surprise fees will appear during or at the end of their trip.
And, your destination wedding experience is made easier at an all-inclusive as the venues and activities are located just steps from guests’ rooms. Not having to navigate transportation off-site is a definite perk. Your celebration becomes an intimate, shared experience.
Intimate experiences can be found at non-inclusive, private properties of course, but they come with a monetary and time cost to consider.
The key to an all-inclusive property is that they offer wedding packages which bundle essential services like catering, decor, flowers, entertainment, the coordination of vendors, and sometimes even photography. As long as at least 80% of your guests stay on their property, the savings definitely get passed on to you.
A destination wedding advisor can help you manage your budget for all of these essential parts of your big day! They are aware of special promotions, perks, and unique experiences only offered to couples having their event at an all-inclusive resort.
Non-inclusive, private hotels offer a little more creative control, but with that comes many a la carte fees. You are also on your own for designing and bringing in your decorations, organizing vendors, lining up entertainment and the like. Customizing your celebration is one thing, but having to manage it all from afar is not always feasible and can lead to the increased possibility of miscommunication and stress.
Ok, this might not be much of a secret by now, but my biggest piece of advice is to rely on the expertise of a destination travel advisor.
Just as most people hire a realtor to help them purchase their dream home, a destination wedding advisor is the expert on hand to help you navigate through the nitty gritty and ultimately hand over the keys to the wedding of your dreams.
It’s important to meet with a few prospective destination wedding advisors before making your choice. I work with couples from all over the country and connect with them through a Google Meet, if they aren’t local.
When you sit down together, be upfront about your destination wedding budget and non-negotiables. Ask them:
– how many destination weddings they have planned
– whether they can put you in touch with former clients
– if they have a favorite destination or venue
– what wedding trends they really like right now
– if they offer different *packages for their services
*see the services we offer at Travel With Class LLC
Throughout the conversation, get a feel for:
– their demeanor
– their knowledge
– their ability to pivot and suggest multiple options
– their willingness to listen
Be aware that you’ve got a long road ahead of you and may be working with this individual for a year or more. Are they someone you want with you on this destination wedding planning journey?
Once you’ve made the right choice, you’ll be astounded at how quickly the details of your destination wedding in paradise fall into place.
And destination wedding advisors have access to an array of perks that aren’t available to just anyone!
If you’re feeling special now that you’re in on my secrets, you should! I don’t make a habit of shouting my destination wedding planning tricks to the whole world!
But if feeling special is still overshadowed by overwhelming wedding planning stress, let’s connect. You’ll find me (and all my other destination wedding secrets) at www.travelwithclassllc.com.
Book your free consultation and Let’s Get Started!