Planning a destination wedding takes more organisation than a wedding at home - but with the right checklist, it doesn't need to be stressful. The same questions come up again and again in the briefs couples send us, so this list follows the order they actually need answering in and flags the mistakes that are easiest to avoid.
This guide takes you from the first idea to the wedding day, step by step. Whether you're aiming for an intimate ceremony on Santorini or a grand celebration in Tuscany, this checklist works for all destinations and budgets.
When planning your timeline, consider whether to combine the wedding trip with your honeymoon - one trip instead of two can save significant money and reduce stress. See our weddingmoon guide for combinations that work.
Step 1: Set your budget and guest list (18-15 months before)
Everything starts here. Your budget determines which destinations are realistic, and the guest list affects your budget more than anything else: every extra guest adds food, drink, seating and staff.
Set a realistic total budget - Include venue, catering, photographer, decor, attire, legal fees, travel, and a buffer for the unexpected. Our cost guide by country helps you understand what's realistic for each destination.
Planning a beach wedding? Read our beach wedding abroad guide with the best beaches, attire tips and tide advice.
Decide on the guest list early - Fewer guests means easier logistics, more venue options, and lower total cost. Be clear early - don't change the guest list halfway through.
Discuss who pays for what - Are you covering everything? Do guests pay their own travel and accommodation? Is family contributing? Clarify this now to avoid conflicts later.
Step 2: Choose your destination (15-12 months before)
The destination sets the tone for the entire wedding. Think beyond beautiful photos - practical factors often determine the experience.
Weather and season - Greece and Croatia are best May-October. Thailand has monsoon June-October. Sri Lanka varies dramatically between east and west coast. Always check local climate for your specific dates.
Accessibility for guests - Are there direct flights from your guests' home cities? Mallorca and Italy have excellent connections from across Europe. Bali means a long-haul flight with a layover - fine for you, but tough if grandma's coming.
Legal requirements - The rules differ a lot between countries. In France, for example, one of you or a parent must live in the commune where you marry, according to Service-Public.fr. Consider a symbolic ceremony abroad plus legal marriage at home - it removes the foreign paperwork entirely.
Budget - Prices vary enormously. Portugal and Turkey are good places to start comparing. See our cost comparison by country and check it against the prices venues publish themselves.
Venue types - Private villas offer exclusivity but require external catering. Hotels and resorts offer all-inclusive packages that simplify planning. Restaurants deliver excellent food but limited space. Vineyards and farmhouses bring rustic charm. Each type has a different pricing structure - a villa in Tuscany is often rented on its own, with everything else added, while an all-inclusive hotel package in Croatia covers most of the day.
Think about the guest experience - They're travelling far for you. Offer activities beyond the wedding: a group beach day, wine tasting, or guided city walk. It turns the trip into a mini-holiday, not just an expensive journey to a party.
Other popular destinations: Switzerland for alpine weddings, Dubai for luxury resorts, Maldives for beach paradise, Malta for history and sun, Vietnam for exotic charm, Costa Rica for tropical nature, New Zealand for dramatic landscapes, Faroe Islands for Nordic adventure and Norway for fjord weddings.
Step 3: Book venue and key contacts (12-10 months before)
The three most important bookings to make early: venue, photographer, and (if you're using one) wedding planner/coordinator.
Venue - Visit in person or book a video call. Ask about: capacity, catering options (in-house or external?), access before and after, backup plan for bad weather, and exactly what's included in the price.
Photographer - Book a local photographer who knows the light and locations. A photographer you fly in adds their travel and accommodation to the fee. Ask to see full wedding albums, not just the highlight reel.
Wedding planner/coordinator - At a destination abroad, a local coordinator is worth their weight in gold. They negotiate better prices (they know the market), solve logistical problems (they speak the language), and manage everything on the wedding day. Ask for their fee structure up front - a flat fee or a percentage of the budget.
Videographer - If budget allows, consider a local videographer. You get a highlight reel that captures the day in ways photos can't. Especially worth it at dramatic locations like Iceland or South Africa.
Catering - Separate booking or included with the venue? All-inclusive venues are easiest but most expensive. External catering gives more options and often better prices. In countries like Portugal and Morocco, local food is one of the biggest advantages - make the most of it.
Reconnaissance trip - Plan a site visit 10-8 months before the wedding. Meet vendors in person, try the food, see the venue in reality. Book 3-4 meetings per day and have a priority list. Add the flights and hotel to your budget.
Step 4: Legal paperwork and documents (8-6 months before)
This step confuses many couples - but it doesn't need to be complicated.
Option 1: Legal marriage abroad - Usually requires a certificate of no impediment (or, for US citizens, an affidavit of eligibility) from your home authorities, an apostille, and sometimes translated documents. Rules, fees and validity periods vary by country, so check them with the authority that issues the document and with the destination's registry. Start at least 6 months before.
Option 2: Symbolic ceremony abroad + legal marriage at home (RECOMMENDED) - Get legally married at your local registry office, have the "real" ceremony abroad. Zero legal hassle, full freedom to design the ceremony as you wish.
Document checklist regardless of option:
Valid passports (check the validity your destination requires beyond the wedding date)
Certificate of no impediment (check how long it is valid)
Apostille and translation if required
Visa if your destination requires it
Travel documents for all guests
Step 5: Plan the details (6-4 months before)
The big decisions are made. Time for the details that make the wedding personal.
Menu and drinks - Request a tasting menu at your next visit. Choose local specialities - it's often cheaper and gives an authentic experience. Allergies and dietary requirements: notify catering at least 6 weeks before.
Flowers and decor - Hire a local florist who knows what's in season. Imported flowers cost considerably more. Save inspiration photos but trust the florist's knowledge of local alternatives.
Music and entertainment - DJ or live band? Local musicians are often fantastic and cost a fraction of flying in a band. Check noise restrictions - many venues have strict limits on amplified music late in the evening.
Transport - Arrange transfers for guests between hotel, ceremony, and reception. Minibus or private cars - book well ahead, especially during peak season.
Cake and desserts - In warm climates, buttercream cakes rarely work outdoors. Fondant, naked cakes, or local dessert alternatives (Italian dessert buffet, Portuguese pastéis) are better choices. Order the cake locally - transporting a wedding cake internationally is a recipe for disaster.
Hair and makeup - Book a local stylist experienced with the climate. Humidity, heat, and wind require special techniques. Book a trial during your reconnaissance trip.
Save the date should have gone out already (8-10 months before). Now send formal invitations with all practical info.
Include in the invitation:
Date, time, and location (with map/directions)
Dress code adapted to the climate
Hotel recommendations at different price points
Flight information and transfer options
Programme for any extra days (welcome dinner, excursions)
RSVP deadline (at least 8 weeks before the wedding)
Group bookings - Negotiate group rates with 2-3 hotels nearby. Offer options at different price points so all guests can afford to come. A simple wedding website with flights, hotels, dress code, activities and schedule saves you a lot of questions. You can build one in our planning tool, Our wedding, where guests can also RSVP without creating an account.
Step 7: Final preparations (2-1 month before)
Confirm all bookings in writing - Venue, catering, photographer, florist, transport, DJ/band. Demand written confirmation with exact price, times, and what's included.
Final payments - Vendors usually want the final payment some weeks before the wedding. Check payment terms and currencies, and lock the exchange rate early if you pay in local currency.
Detailed day-of timeline - Minute-by-minute schedule: preparations, ceremony, photography, dinner, party, wind-down. Share with all vendors and the bridal party.
Plan B for weather - Even in Greece in July it can rain. Always have an indoor alternative or plan for tent/cover.
Wedding day packing list - Pack ceremony attire in hand luggage (never checked). Bring an emergency kit: safety pins, blister plasters, painkillers, deodorant, double-sided tape, stain remover. Don't forget charger and power bank.
Tips and cash - In many countries tips for staff are expected. Ask your coordinator what is customary and have envelopes with cash ready: coordinator, DJ, waitstaff, drivers.
Wedding insurance - A dedicated wedding insurance policy can cover cancellations, vendor no-shows, and extreme weather. Especially worth it for weddings during monsoon or rainy seasons. Also check your regular travel insurance covers the destination country.
Step 8: Wedding week
Arrival day - Travel there at least 2-3 days before the wedding. You need time for jet lag (if applicable), final meetings with vendors, and simply relaxing.
Welcome dinner - The evening before the wedding: a relaxed dinner with all guests. It breaks the ice, especially if families from different countries are meeting for the first time.
Wedding day - Relax. You've planned for over a year. Trust your coordinator/contact person. Enjoy the day.
Complete timeline - summary
18-15 months: Budget, guest list, destination
12-10 months: Book venue, photographer, coordinator
10-8 months: Save the date, reconnaissance trip
8-6 months: Legal paperwork, documents, attire
6-4 months: Menu, flowers, music, decor
4-3 months: Invitations, guest logistics, hotels
2-1 month: Confirm everything, final payments, timeline
Wedding week: Travel there, welcome dinner, enjoy - planning a multi-day celebration? See our wedding week guide for itineraries
How to save money without compromising
Choose the right time of year - Getting married in May or October instead of July-August lowers the price of venue and accommodation. Weather is still excellent in Mediterranean countries but prices are noticeably lower. Many vendors also offer better availability and more personalised service outside peak season.
Leverage local expertise - A local wedding planner who knows the market knows which vendors offer the best value, can negotiate in the local language, and avoids expensive beginner mistakes like booking a villa without adequate infrastructure.
Prioritise ruthlessly - Decide which three things matter most to you (food? photography? the venue?) and allocate budget there. Compromise on the rest. A fantastic dinner in a simple setting always beats mediocre food in an expensive venue.
Consider all-inclusive - In destinations like Mexico, Jamaica and the Dominican Republic, many resorts offer all-inclusive wedding packages. The advantage: fixed cost, no surprises. The downside: less flexibility and personal touch.
DIY where it works - Make your own place cards, welcome bags and playlists. But don't try to DIY flowers, food or photography - it's not worth the stress on your wedding day.
Common mistakes to avoid
Don't book without visiting - Photos lie. A venue that looks stunning online may have poor acoustics, steep stairs without railings, or sit next to a motorway. At least one visit before booking is essential.
Don't underestimate travel time for guests - A venue "45 minutes from the airport" can take far longer with peak-season traffic on the Amalfi Coast or in Bali. Plan transfer times generously.
Don't forget the language barrier - Contracts in Italian or Greek that you don't understand may contain surprises. Always have contracts in English or hire a local coordinator who speaks the language.
Don't skimp on the photographer - The food is eaten, the flowers wilt, the music fades. The photos are the only thing that lives on. Invest in a good photographer - it's the one expense you'll never regret.
Don't have unrealistic weather expectations - Even Spain in June can have a rainy day. Always plan an indoor alternative and treat sunshine as a bonus, not a requirement.
Frequently asked questions about planning a destination wedding
Sources and reliability
The checklist is the editorial team's advice, built on the questions that recur in the briefs couples send us. The timeline suits popular destinations but may need adjusting for countries with longer processing times. Legal rules differ by country; check them with the authority that issues your documents and with the registry where you marry.
Official sources behind the facts in the text, read on 17 October 2026:
