Planning a destination wedding is an exciting journey that involves numerous intricate steps to ensure every detail aligns perfectly with your vision. This guide from Emily Coyne Events offers an in-depth look into the 18 months leading up to your big day, outlining how wedding planners use this time to understand your preferences, scout ideal locations, suggest accommodations, select vendors, design menus, and plan décor.
At every step, our award-winning luxury wedding planners at Emily Coyne Events work closely with you, keeping you informed and stress-free.
18-12 Months Before the Wedding
The initial six months of planning a destination wedding are crucial. During this time, your wedding planners will focus on getting to know you as a couple. They will conduct detailed consultations to understand your vision, preferences, and must-haves. This period is also about setting a desired investment and establishing a timeline.
Certified event planners from Emily Coyne Events will begin scouting locations for your wedding. Whether you envision a beachside ceremony, a mountain backdrop, or a historical site, your wedding ceremony planner will present options that match your style and preferences. They will also research potential accommodations for your guests, ensuring comfort and convenience.
During this phase, initial vendor research will start. The wedding consultants will identify and shortlist potential photographers, videographers, florists, and caterers. This groundwork ensures that only the top wedding planners and vendors are considered, aligning with your style and allocated funds. By the end of these six months, you will have a solid foundation for your destination wedding.
Things to do:
- Announce your engagement
- Hire a wedding planner and plan your initial meeting
- Work on a guest list and finalize the wedding party
- Tour wedding venues and secure one
- Finalize décor, florist, and catering company
- Start a gift registry
- Finalize photographers, videographers, music, hair, makeup and stylists
- Start work on ‘Save The Date’ cards
- Book accommodation for the couple and guests
- Secure an attire concierge
As the wedding date approaches, your wedding organizers will refine details when planning your destination wedding. They will help you finalize the venue, ensuring it meets all your requirements and is available on your preferred date. Site visits might be arranged if possible, allowing you to see the location firsthand and envision your wedding day.
Your luxury wedding planner will also start securing vendors. Contracts with photographers, videographers, and caterers will be finalized. Menu tastings and floral mockups will ensure you are satisfied with your choices. This is a collaborative phase where your input is essential to tailor the event to your vision.
Accommodations for your guests will be confirmed, including room blocks at nearby hotels. Your wedding consultants will also provide information on travel arrangements, helping your guests plan their trip seamlessly. This period is about transforming your vision into actionable plans, with every detail meticulously considered.
12-6 Months Before the Wedding
With six to twelve months left, the focus of planning the destination wedding shifts to finer details. Your wedding day coordinator will work on the event timeline, coordinating with vendors to ensure a smooth flow on the wedding day. Meetings with the caterers will finalize the menu, considering dietary restrictions and preferences.
During this time, invitations will be designed, and Save The Date cards will be sent out. The best wedding planners will help you select a design that reflects your wedding theme and personal style. They will also manage RSVPs, keeping track of guest responses and dietary needs.
Décor planning will become more detailed. Your wedding coordinators will create mood boards and sketches, bringing your vision to life. They will source décor elements that align with your theme, ensuring a cohesive look. This period is all about refining and perfecting every aspect of your destination wedding.
You’ll also want to start thinking about the kind of ceremony you want, any auxiliary events, and your honeymoon, and plan accordingly.
Things that’ll be finalized at this stage include:
- Design and aesthetics
- The wedding officiant
- Rentals, lighting, permits, liability insurance
- Auxillary event venues
- Menu
6-3 Months Before the Wedding
As your wedding day approaches, your wedding ceremony planner will ensure all logistics are in place. Transportation for guests and the bridal party will be arranged, including shuttles and car services. Your certified event planner will also coordinate with the venue to ensure all permits and legal requirements are met when planning the destination wedding.
This is also the time to finalize your ceremony details. Your wedding consultants will help you choose readings, music, and any special rituals you want to include. Rehearsal dinner plans will be solidified, ensuring a seamless lead-up to the big day.
Vendor coordination intensifies during this period. The wedding planners will conduct final walkthroughs with all vendors, ensuring everyone is aligned and prepared. This meticulous attention to detail ensures that nothing is left to chance, giving you peace of mind.
Now’s the time to:
- Purchase any small décor items
- Take dance lessons, if required
- Get your veil and headpiece if not already sorted
- Finalize and shop for your rehearsal dinner look
- Think about and order items for welcome bags or favors
- Send out invitations
- Get your wedding bands
- Give people notice to start preparing their toasts and speeches
- Finalize the wedding ceremony with your officiant
- Write your vows
- Get measured and schedule fittings as necessary
- Obtain your marriage license
- Purchase any wedding gifts you’d like to give your spouse, wedding party, or parents
- Sort out your seating chart
- Order all paper goods such as menu cards, seating charts, or favor tags.
2 Months Before the Wedding
With just two months to go, the excitement builds, and planning the destination wedding now feels like refining last-minute details. Your luxury wedding planner will conduct a final review of all plans and share the production deck with you. This includes confirming guest lists, dietary needs, and accommodation details. Any last-minute changes will be addressed promptly.
The wedding day coordinator will work on the wedding day timeline, ensuring every moment is accounted for. From the morning preparations to the evening celebrations, every detail will be planned to perfection. The coordinator will also be the main point of contact for vendors, ensuring smooth communication.
This period also involves personal preparations. Your wedding organizers will remind you to arrange dress fittings, beauty appointments, and any other personal tasks. Their support ensures you remain stress-free and focused on enjoying the lead-up to your special day.
At this stage, you want to:
- Break in your wedding day shoes by wearing them around the house
- Confirm ceremony and rehearsal time with the officiant and any readers for the ceremony
- Finish writing your vows
- Finalize names for escort and place cards
1 Month Before the Wedding
With one month remaining, your wedding planners will ensure all elements are in place and have finished planning the destination wedding. Final payments to vendors will be arranged, and all contracts will be reviewed. Your wedding ceremony planner will conduct a detailed walkthrough of the venue, confirming every detail is as planned.
Rehearsals will be scheduled, including the ceremony and any special dances. Your certified event planner will ensure everyone involved knows their roles and responsibilities. This rehearsal period is crucial for smoothing out any last-minute issues and ensuring everyone is prepared.
Communication with guests will be maintained, providing them with any last-minute information they need. The wedding consultants will ensure travel arrangements are confirmed, and any special requests are addressed. This final month is all about ensuring everything is perfect for your destination wedding.
2 Weeks Before the Wedding
There’s no more planning a destination wedding, and final arrangements are underway. As the big day approaches, your wedding coordinators will take care of the final touches. This includes confirming arrival times for all vendors and finalizing the wedding day itinerary. Your best wedding planner will ensure that all decorations are ready and any special requirements are met.
Final meetings with your wedding day coordinator will ensure that everyone is on the same page. This includes the bridal party, family members, and vendors. The goal is to provide seamless communication and a smooth execution of plans.
Your wedding planners will also coordinate any last-minute details, such as gift bags for guests or special requests. Their meticulous planning ensures that every aspect of your wedding is taken care of, allowing you to focus on enjoying the moment.
2-4 weeks before the wedding, you’ll likely need to:
- Make any final vendor payments
- Finalize your dress-fitting
- Schedule dry cleaning and preservation for your dress if required
- Check-in with bridesmaids to ensure they’ve sorted out their dresses and accessories
- Get hair trimmed and any color touch-ups required
A week before the wedding we recommend pampering yourself, prepping and packing, ensuring you’ve kept any personal items you need for the event day. Keep tip and gratuity envelopes so that your planner can distribute them to vendors when the time comes. Don’t forget to try on your wedding dress, suit, or tux when you pick it up so you’re sure the fit is perfect. You’ll also want to pack for your wedding night and honeymoon, wrap all the gifts you may need to give, and get your engagement ring cleaned.
Go-Time
The wedding day has finally arrived! Your wedding day coordinator will be the first to arrive at the venue, ensuring everything is set up as planned. They will manage the timeline, ensuring that each event happens on schedule. Your luxury wedding planner will be on hand to address any last-minute issues that arise.
From the ceremony to the reception, your wedding organizers will ensure that everything runs smoothly. They will coordinate with vendors, manage guest logistics, and handle any unexpected challenges. Their expertise ensures that your wedding day is flawless and memorable.
The role of your wedding planners doesn’t end when the reception does. They will manage the breakdown and clean-up, ensuring that everything is taken care of. This comprehensive service means that you and your guests can fully enjoy the day without any stress.
Why Work With A Luxury Wedding Planner For A Destination Wedding?
By working with a luxury wedding planner, couples can rest assured that their wedding day will be a stress-free and memorable experience. The planner handles the heavy lifting, allowing the couple to focus on the joy of the occasion. This level of support and attention to detail is what makes hiring a destination wedding planner an invaluable decision for a hassle-free wedding.
Emily Coyne Events exemplifies this approach, providing tailored services that cater to every couple’s unique vision and needs. With our award-winning San Francisco wedding planning services, we ensure that every destination wedding we plan is executed to perfection.
For seamless and stress-free planning of a destination wedding, trust Emily Coyne Events. Our team of certified event planners and wedding consultants will ensure your vision is perfectly executed, from planning to the big day. With our award-winning San Francisco wedding planning services, you’ll experience the best in luxury wedding planning.
Contact us now to start planning your destination wedding with Emily Coyne Events!
