Destination Wedding Planning Timeline
CORAL Destination Wedding Travel's suggested planning timeline for your all-inclusive resort wedding!
Every couple is on their own unique timeline and there is no "right" or "wrong" way to plan your wedding. The below is a sample timeline that couples can use for a guide.
12 - 24 months out
Determine your budget. This will include the cost of your travel and also the cost of your event itself. It will also include the budget range that you'd like your guest's to have. In order to find a resort or venue that fits into your target budget range, we typically suggest that you determine the dollar amount per person per night that you'd be comfortable with having your guests spend on their nightly accommodations (for an all-inclusive resort, food/drinks will be included in the room rate).
Secure a consultation with your CORAL Destination Wedding travel agent who specializes in destination weddings. The consultation will be targeted towards where you are at in the process.
Depending on the country of origin for your destination wedding, now is a good time to determine if you and your fiance have a valid passport. It is also a good time to go over marriage requirements in your destination wedding country so that you can determine if you will be having a legal or symbolic wedding celebration.
Work with your travel agent to research venues that fall within your budget and list of "must haves". Qualify resorts that are suited towards your specific needs and try to select your top one - three properties. Your travel agent will provide quotes for your top resorts along with relevant information including wedding packages and wedding locations.
Once you have selected your top resort, your travel agent will check for wedding day availability and introduce you to the on-site coordinator. You will have the opportunity to ask any final questions that you may have about the resort and wedding packages before finally securing your wedding date.
Depending on which venue you select and how many guests you are inviting, it is often pertinent to secure a room block reservation which coincides with your wedding date. Your travel agent will advise on the details required in order to complete your room block reservation. At this time you can book your own room and if required you can also start the process of researching or booking your honeymoon with your travel agent if required.
Determine the maximum number of guests that you can invite to fall within your budget. This may also be contingent on the maximum occupancy of the specific venues that you select for your wedding ceremony and reception.
Your CORAL Destination Wedding travel agent will create a functioning wedding website for your guests which showcases the couple’s individual details along with information about their wedding resort, descriptions of the room categories, room rates etc. Guests will also have the capability to book their room directly on the wedding website, make payments plans or quick payments towards their room, purchase optional airport transportation and optional travel insurance.
Once you have flushed out your guest list, you can send a Save the Date invitation to your guest list containing a link to your wedding website. We love electronic Save the Dates which can be sent via email as you can include a direct link to your wedding website which allows guests to click through easily to gain all the information they need. You can then follow up with formal wedding invitations in the mail at a later time in the process; however, this is optional.
Once you have secured your wedding date, secured your room block and sent out your Save The Date invitations directing your guests to your wedding website, then you have done the bulk of the heavy lifting with regards to setting yourself up for success! Your guests will start booking thier rooms and asking questions to your travel agent, while you can start working on the fun stuff!
8-12 months out
Determine with your partner if you will be having a wedding party. When you select your wedding party, make sure that they all have a valid passport (if required) or that they apply now.
Once you have picked your Maid of Honor, she can organize any events that you may wish to have (bachelorette / stagette party, bridal shower).
Plan any additional wedding related events including an engagement party or a party for guests who may not be able to make it to the actual wedding abroad.
Create a gift registry. While many couples believe that having a destination wedding means that you should not ask for gifts, many others realize that it is still an expense for them to host the events and feel it is ok to offer guests the option to contribute with a gift.
Start looking for your wedding dress, bridal party attire, groom / groomsmen attire. Throughout the process you will need to schedule wedding dress fittings and ensure that your boutique is prepared to finalize your gown(s) in time for your departure.
Work with your resort coordinator to reach out to their preferred vendors to get quotes. If you plan on hiring vendors that are not preferred by your wedding resort, be prepared to pay off-site vendor fees. If this is bothersome to you, ensure that you address this before securing your wedding resort as each property has a different policy / fee for outside vendors.
Officiant
Florist
DJ, musician, band etc
Photographer, videographer
Hair, makeup, stylist
Take engagement photos if you can! This will be such a wonderful memory to look back on and you can include them on your wedding website too!
Book your airfare and stay on top of important guests like wedding party members and close family to do so as well.
6 - 8 months out
Ensure that you have created a timeline of events for the duration of your trip. For example, you may wish to do a sunset cruise with your group or a welcome bonfire. Make sure to have these events in progress by now so that you can alert guests which days they will want to secure their reservations for.
If you are going to be sending formal invitations in the mail, do not wait longer than this. It might seem early to you, but with a destination wedding at an all-inclusive resort, the earlier you can encourage guests to place thier booking, the better. Guests will appreciate it too, they need direction!
Your CORAL Destination Wedding travel agent will be sending you your guest list periodically throughout the process, feel free to ask for it anytime!
Purchase any accessories including wedding shoes, veil, undergarments, jewellery etc.
If you have not secured your honeymoon yet, this is a good time to think about it!
If you are making guest welcome bags, it is good to start early. You can save money by ordering items online in bulk, but it might take time to research and ship everything to you. You may also wish to bring party favours for the event itself.
If you are purchasing gifts for your wedding parties, now is also a good time to start researching items.
2 - 4 months out
If you have booked a room block, your guests final payment date should arrive around 3-4 months pre-travel. At this time, you should have a clean, accurate guest list which will allow you to provide your guest count to your wedding planner at the resort.
It is typical that your wedding planner at the resort, may not be very engaging with you until this time period because you will not be able to plan your “wedding day details” until you have an accurate guest count.
Based on your guest count, you will be able to finesse your wedding details within your selected wedding package. If you have a lower turnout than expected then you may have extra budget and likewise if you have a higher turnout than expected you may be right on budget.
Provide inspirational photographs to your resort coordinator showing your vision, style and colour-palette.
Work on finalizing menu details, drinks and cocktails. You may need to collect guest’s preferred meal choices.
Book airport transportation. If you have a large group traveling together you may opt for a large private transfer to accommodate the whole group. Speak with your CORAL destination wedding travel agent to ensure they are booking you the best possible transfer for you and your guests needs.
Now is a good time to start brainstorming your vows.
Start working on a song-list with your DJ.
Finalize the timeline for your wedding day, including who will be giving a speech and when.
One month out
Your travel agent will be sending your final travel documents to your group at this time. This includes the room confirmation and instructions on how to locate airport transfers at the airport along with any flight instructions.
Arrange your guest welcome bags, party favours and bridal party gifts (hopefully you purchased items a while ago so you are not rushing on this step).
Start packing… if you need help with this, please see our article on “What to Pack for a Destination Wedding”!