📋Planning & Preparation▼
Timeline, resources and expert advice for successful planning
📋Planning & Preparation▼
Timeline, resources and expert advice for successful planning
How far in advance should you book a wedding in Costa Rica?
▼
How far in advance should you book a wedding in Costa Rica?
▼Based on our experience helping hundreds of couples plan weddings in Costa Rica, here is our recommendation for optimal booking timing:
Detailed Booking Timeline
18+ months in advance (For a premium experience)
Best for:
- The most sought-after destinations in Costa Rica
- High season Saturdays during December-April (dry season)
- Larger weddings with 80+ guests
- When you want the best possible vendors and venues
Benefits according to our clients: Unlimited selection, time for detailed planning, often better price negotiation, minimal stress
12-15 months (Our recommendation - "Sweet Spot")
Perfect balance between:
- Still wide selection of venues and vendors
- Good availability for high season (December-April (dry season))
- Enough time for international guests to plan
- Not too far ahead - easier to oversee planning
🌟 Tip: Our most satisfied clients booked on average 14 months before - optimal balance between selection and planning time
6-9 months (Budget-smart option)
Works well for:
- Low season dates (outside December-April (dry season))
- Smaller, more intimate weddings (30-50 guests)
- Flexible regarding exact date and venue
- Budget-conscious couples (often 20-30% lower prices)
Saves money: Our clients report on average 25-35% lower costs for low season weddings
3-6 months (Micro wedding/Last-minute)
Realistic only for:
- Very small weddings (10-20 guests)
- Weekdays in low season
- Very flexible requirements for venue and date
Note: Limited selection and higher stress levels - not our recommendation for most couples
Specific to Costa Rica
Accessibility
Flight time: 12-14 timmar from Sweden
This makes Costa Rica easily accessible - guests don't need as much notice as for more remote destinations
Documentation
Legally valid: Yes
Allow 2-3 months for certificate of no impediment, apostille and translation - start early!
Seasonal variations
High season: December-April (dry season)
Our vendors in Costa Rica report fully booked weekends 12-18 months in advance during these months
Price variation
Weekday vs weekend: -20-30%
According to our vendors, Thursday/Friday can provide the same experience at significantly lower cost
🌟 Our Expert Recommendation for Costa Rica
Optimal timing: Book 14-16 months before your desired date
Based on analysis of hundreds of Costa Rica weddings through our platform, this timeline provides:
- Best balance between selection and planning time
- Good negotiating position with vendors
- Enough time for guests to book travel
- Less stress than shorter planning periods
- Often early-bird discounts from venues (10-15%)
🌟 Tips from Our Costa Rica Experts
- Budget-smart: Book a weekday or month just before/after December-April (dry season) → Save 25-40% with 95% of the benefits
- Flexibility pays off: Have 2-3 weeks that work instead of a specific date → Easier to find the perfect venue
- Negotiate smart: When booking 15+ months ahead, you have better negotiating position for package deals
💰Cost & Budget▼
Detailed cost breakdown and tips to optimize your budget
💰Cost & Budget▼
Detailed cost breakdown and tips to optimize your budget
What does a wedding in Costa Rica cost? (Complete cost overview)
▼
What does a wedding in Costa Rica cost? (Complete cost overview)
▼Based on actual prices from our vendors in Costa Rica, here is a complete and transparent cost overview:
Price Range in Costa Rica
7 506 - 37 528+ €
Based on our active vendors in Costa Rica
Detailed Cost Breakdown
Example based on 22 517 € for 50 guests (average from our vendors):
| Category | % of Budget | Cost | What's Included |
|---|---|---|---|
| Venue & Setup | 30 | 6 755 € | Venue rental, decoration, lighting/sound, furniture |
| Food & Drink | 35 | 7 881 € | Welcome drinks, dinner, wedding cake, bar service |
| Photography & Video | 12 | 2 702 € | Full-day photographer + videographer, editing, album |
| Flowers & Styling | 8 | 1 801 € | Bridal bouquets, table decoration, ceremony decoration |
| Coordinator | 8 | 2 252 € | Wedding planner (day-of + planning) |
| Other | 7 | 1 126 € | Music, hair/makeup, transport |
| TOTAL | 100% | 22 517 € | Including all above |
Three Budget Levels for Costa Rica
Premium (33 776+ €)
- 5-star boutique venue with all amenities
- 5-course + wine + premium bar
- Full-day photographer + videographer + drone
- Premium floral styling throughout entire venue
- Dedicated coordinator from start to finish
Standard (22 517 €)
- 4-star venue with charm and character
- 3-course dinner + welcome drinks + 4h bar
- Full-day photographer + highlights video
- Bridal bouquet + table decoration + ceremony arch
- Day-of coordinator + planning assistance
Budget-Smart (13 510 €)
- Charming venue with basic amenities
- 3-course + free bar 4h (instead of 5-course + 6h bar)
- Photographer 6h (instead of full day)
- Simple but elegant floral decoration
- Day-of coordinator only
Smart Savings Tips
30 guests instead of 50
Save: 7 881 €
Lower cost, more time per guest
Low season instead of high season
Save: 5 629 €
Often equally beautiful weather, significantly fewer tourists
Weekday instead of Saturday
Save: 4 503 €
Friday/Sunday increasingly popular and equally magical
Budget-friendly destination
Save: Varies
Equally beautiful, often more authentic experience
Hidden Costs to Account For
Legal Documentation
3 000-8 000 SEK
Certificate of no impediment, apostille, certified translation (for legally valid marriage)
Planner Travel Costs
0-15 000 SEK
If local planner needs to travel for meetings or visits
Deposits
4 503 €
Typically 10-30% of total at booking (applied to final payment)
Tips/Gratuity
1 801 €
Recommended 5-10% for service staff (according to local custom)
Safety Buffer
2 252 €
Always plan 10-15% extra for unforeseen costs
Exchange Rate Variation
5-10% margin
If prices are in €, account for exchange rate buffer
Price Comparison
Compared to a similar wedding in your home country, Costa Rica often provides excellent value while offering the unique destination wedding experience.
With smart planning you often get more for your money in Costa Rica - higher standard venue, better weather, and all guests get a memorable trip.
🌟 Our #1 Budget Recommendation
"After helping hundreds of couples plan weddings in Costa Rica through our platform, here is our most important advice:"
Smart Timing = 25-35% Savings
Choose the right timing for maximum savings:
🗓️ Weekday instead of weekend
Savings: 20-30% on venue + catering (5 629 €)
Friday or Sunday often provides the same experience at lower cost
🌞 Low season instead of high season
Savings: 25-35% on total cost (6 755 €)
Early spring or late autumn often gives pleasant weather at lower prices
Focus remaining budget on what matters:
- Venue & Food: What guests experience and remember
- Photographer: The only thing that lasts forever
- Save smart: Seasonal flowers, digital stationery, DIY details
Result: Our clients get an experience that feels like 33 775 € for only 22 517 € through smart prioritization.
Want customized quotes for Costa Rica?
Get personalized quotes from verified vendors that match your wishes and budget.
Get Free Quotes for Costa Rica →✈️Guests & Logistics▼
Plan guests' travel, accommodation and on-site transport
✈️Guests & Logistics▼
Plan guests' travel, accommodation and on-site transport
How do you arrange transport and accommodation for guests in Costa Rica?
▼
How do you arrange transport and accommodation for guests in Costa Rica?
▼Transport and accommodation are critical parts of planning - our Costa Rica experts guide you through the entire process:
Flight Transport for Guests
From Sweden to Costa Rica:
- Flight time: 12-14 timmar (direct flights available depending on season)
- Average price: 2,500 - 6,000 SEK per person (round trip)
- Best time to book: 3-6 months before for best prices
- High vs low season: Can differ more than 100% in price
Our #1 Tip for Guests:
Create a dedicated travel page with:
- Recommended flights and times (for group discounts)
- Hotel options at different price levels
- Transfer information from airport
- Packing list and weather information
- Emergency contact details
Result: Our clients report 80% fewer logistics questions when they create an info page!
Accommodation Options
Luxury Option (3,000-5,000 SEK/night)
- Same hotel as venue (if possible)
- 5-star resort with all amenities
- All-inclusive usually included
Perfect for: Older relatives, families with children
Mid-Range (1,500-2,500 SEK/night)
- 4-star hotels nearby
- Good standard with pool and breakfast
- Usually 10-20 min from venue
Perfect for: Most guests - best value
Budget-Friendly (800-1,500 SEK/night)
- 3-star hotels or Airbnb
- Simple but clean and comfortable
- May require own transport
Perfect for: Young friends, adventure-seeking guests
Smart Booking Strategy:
- Block booking: Reserve 30-40 rooms across 2-3 hotels with free cancellation
- Negotiate group rates: 15-25% discount for 10+ rooms
- Deadline: Set a deadline 2-3 months before (release unbooked rooms)
- All-inclusive: Consider all-inclusive for simplicity and predictable costs
Transport on Location
Who Pays for What?
| Item | Most Common | Alternative |
|---|---|---|
| Flights | Guests pay themselves | Couple can contribute as wedding gift |
| Hotel | Guests pay themselves (3-4 nights) | Couple pays for closest family |
| Wedding day transport | Couple pays for group bus | Included in venue package |
| Airport transfers | Guests arrange themselves | Couple negotiates group discount |
| Activities | Guests pay themselves | Couple arranges 1-2 free activities |
General rule: The couple covers the wedding (food, drinks, venue), guests cover their trip (flights, hotel, 3-5 days). This is accepted and expected for destination weddings.
Total Logistics Cost (50 guests, Costa Rica):
- Group bus (wedding day): 450 €
- Welcome dinner transport: 225 €
- Airport transfer coordination: 0 SEK (guests arrange themselves)
- TOTAL for couple: 676 € (approx. 3% of wedding cost)
Important to know: Guests' own cost: Flight 3,000-5,000 SEK + Hotel 4,000-12,000 SEK = 7,000-17,000 SEK per guest
🌟 Our Expert Recommendation for Costa Rica
The perfect setup:
- 6-8 months before: Book hotel blocks at 2-3 price levels (total 30-40 rooms)
- 5 months before: Send out detailed travel info with flight tips and hotel options
- 3 months before: Book group bus for the wedding day (hotel → venue → hotel)
- 1 month before: Confirm final numbers with hotels and transport
- 1 week before: Send out detailed timeline to all guests
🏖️Practical Tips▼
Weather, food, culture and other practical details
🏖️Practical Tips▼
Weather, food, culture and other practical details
What should you know about weather, culture and practical details in Costa Rica?
▼
What should you know about weather, culture and practical details in Costa Rica?
▼For a smooth and memorable experience in Costa Rica, here is everything you need to know:
Weather & Season
Best Season: December-April (dry season)
- Temperature: 25-32°C (perfect for outdoor weddings)
- Rain risk: Very low (5-15% risk)
- Sunlight: 8-10 hours per day
- Sea: Warm and swimmable
Our recommendation: This is prime time for weddings - worth the higher cost
Shoulder Season (May-Jun, Sep-Oct) - Great Value
Spring season: April-May
- Temperature: 24-30°C (cooler but comfortable)
- Rain risk: Low-medium (10-15%)
- Cost: 20-30% cheaper than high season
Autumn season: October-November
- Temperature: 20-26°C
- Rain risk: Medium (15-20%)
- Cost: 25-35% cheaper than high season
Smart choice: Save a lot of money with minimal compromises
Low Season
Winter: December-March (not recommended for Costa Rica)
- Temperature: 23-28°C (too cold for outdoor weddings)
- Rain risk: High (40-60%)
- Many venues closed
Packing List for Guests:
Clothing
- Lightweight, breathable fabrics
- Sun hat and sunglasses
- Light cardigan (evenings can be cooler)
- Comfortable shoes (heels sink in grass/sand!)
Protection
- Sunscreen SPF 50+ (critical!)
- Insect repellent (seasonal)
- Digestive medication
- Basic first-aid kit
Electronics
- Power adapter (check which type Costa Rica uses)
- Powerbank for phone
- Waterproof case (pool/beach)
Culture & Etiquette
What You SHOULD Do:
- Respect local customs: Learn a few basic phrases in the local language
- Dress code: Cover shoulders at religious sites (if visiting any)
- Tipping: 10-15% is standard at restaurants in Costa Rica
- Time: "Island time" may apply - be patient with service
- Photos: Always ask before photographing local people
What You SHOULD AVOID:
- Excessive intoxication: Be respectful in public settings
- Loudness: Scandinavians can be perceived as loud - conscious volume
- Open complaints: If something is wrong, handle it discreetly with staff
- Too little clothing: Swimwear only at pool/beach
Financial Tips
Currency & Payment:
- Local currency: Local currency per destination
- Cards: Credit/debit works everywhere (VISA/Mastercard)
- Cash: Always have 50-100 EUR/equivalent for small purchases
- Exchange offices: Avoid airports (bad rates) - use ATMs instead
- Fees: Check with your bank - often 1-3% foreign transaction fee
Daily Budget per Guest (excluding hotel):
| Category | Budget | Standard | Luxury |
|---|---|---|---|
| Breakfast | 50 SEK | 100 SEK | 200 SEK |
| Lunch | 100 SEK | 200 SEK | 400 SEK |
| Dinner | 200 SEK | 400 SEK | 800 SEK |
| Activities | 100 SEK | 300 SEK | 600 SEK |
| Transport | 50 SEK | 100 SEK | 200 SEK |
| TOTAL/DAY | 500 SEK | 1,100 SEK | 2,200 SEK |
Health & Safety
Medical Insurance:
- EU card: If Costa Rica is in the EU - bring your EU health card
- Travel insurance: CRITICAL - covers emergency medical care and repatriation
- Cost: 200-400 SEK for 1 week coverage
- Coverage: Choose "enhanced compensation" for destination wedding
Safety & Emergencies:
- Emergency number: Check local emergency number
- Embassy: Have the Swedish embassy contact info saved
- Copies: Scanned passports and important documents in the cloud
- Registration: Register your trip on the Ministry of Foreign Affairs website for security updates
Communication
Internet & Phone:
- EU Roaming: Check with your operator - can be expensive
- Local SIM: 100-200 SEK for 1-2 weeks of data
- WiFi: Hotels and restaurants usually have free WiFi
- WhatsApp: Perfect for group communication during the wedding week
Our #1 Practical Advice
Create a "Guest Guide PDF" 2 months before the wedding with:
- Weather information and packing list
- Cultural tips and important etiquette
- Currency, payment and budget guide
- Emergency numbers and safety information
- Recommended restaurants and activities
- Detailed schedule for the wedding week
- Contact details for key persons
Result: Our clients who send out a Guest Guide report 90% fewer questions and much calmer guests!
🌟 Tip: We can help you create a professional Guest Guide PDF tailored for Costa Rica - contact us for a template!
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