planning a destination wedding
Destination Wedding Logistics Made Easy(ish)
Planning a destination wedding sounds dreamy until you realize you’ve basically signed up to be everyone’s travel agent. I’ve been there and learned a few tricks to help you stay the bride, not the travel agent. The smoother you make the logistics for your guests, the smoother (and calmer) your wedding week will feel. So instead of answering the same 100 questions over and over, here’s how to set your guests up for success. Stick around to the end because the last tip will save your sanity!
TRAVEL
Getting there made easy.
One of the first questions you can answer for your guests is How do I get there? Make things easy by providing clear travel tips: name the best airport to fly into, share the most central train station, and recommend other transport options like buses or public transit. Then let your guests know what is the best way to get around, is there a local ride-sharing app equivalent to Uber they should download or are taxis the best bet?
PRO TIP
Everyone has a different strategy for booking their flights. But it’s always good to remind your guests to book flights early to help them avoid airfare spiking around summer weekends or holidays.
stay
Accommodation for every budget.
If guests are new to the area, they’ll want recommendations on where to stay. Share suggestions that cover a few different price points including the main hotel where most guests will be staying, a mid-range option nearby, and a budget-friendly choice. For bigger groups of friends, let them know if Airbnb or villa rentals are common in the area.
transportation
Getting around.
Once guests are in town, how do they get from place to place? Provide information on the best way to get around whether it’s taxis, Uber, or public transportation. If guests are driving or renting a car, give them a heads up on the parking situation.
And if you’re providing wedding transportation, tell your guests what to expect: shuttle pickup times, locations, and the point of contact.
EXPLORE
Give local recommendations.
Although your guests are coming to celebrate you, they’re probably making a trip out of it. Give them a list of the top things to do and see in the region. Think scenic viewpoints, must-try local restaurants, or cultural experiences. As a guest, I love when couples do this – and sometimes, it creates the most spontaneous memories. At one wedding I went to in a small town in Italy, our friend group walked into a restaurant only to run into another friend group from the wedding. We immediately pushed tables together, filled almost the entire restaurant, and turned dinner into an impromptu group dinner!
PRO TIP
Don’t forget to include practical recs too like hair salons for the girlies who may want to get their hair done for the big day.
packing
Packing tips your guests will appreciate.
Help your guests pack smart so they feel comfortable all wedding long. Share the average weather for your wedding dates so they can plan outfits that match the dress code and conditions. Is it hot during the day but chilly at night? Remind them to bring layers or a light sweater. Is it a tropical location? Suggest bug spray. Small tips like these save guests from running around once they arrive.
PRO TIP
If your ceremony is outdoors involving grass or pebbles, let the girlies know stilettos aren’t ideal. Or offer some of these stiletto heel covers on the wedding day like these ones available on Amazon here.
ESSENTIALS
The travel must-knows.
Yes, your guests should do their research before traveling but many won’t, and others will forget. Make it easier by sharing a list of essentials: local currency, outlet adaptors, emergency numbers, and more.
STORY TIME
A few years back my husband and I were driving from Mexico City to San Miguel de Allende for a friend’s wedding. One hour into the 5-hour drive we stopped at the first toll gate and realized we didn’t have a single peso or even one US dollar on us. The police literally had to stop five lanes of traffic so we could back out and we spent an hour hunting down an ATM across small villages in the countryside of Mexico City. We laugh about it now, but it taught me even regular travelers can forget the basics.
welcome guide
The #1 thing to do the week before your wedding.
The week before your wedding, send guests a wedding weekend recap or welcome guide. Include the full schedule of events, shuttle pickup times, addresses, pinned map locations, translation details if needed, and any last reminders. You can share a digital version for them to keep on their phones or leave printed copies in their hotel rooms.
Yes, all of this information is probably on your beautiful wedding website—but let’s be real, most guests forget it even exists (or will ask you for the link ten times 🙃). A recap keeps everyone in the know and also builds excitement – hello, one-week countdown!
Final thoughts
Destination weddings are magical but can also be a logistical nightmare. You don’t want to be that bride that becomes a travel agent for your 100+ guests. By anticipating your guests’ questions and giving them the information they need, you’ll free yourself up to focus on final wedding preparations and that important beauty sleep!