HOW TO HAVE A DESTINATION WEDDING
In this blog post, you will have an overall idea of how to have a destination wedding or elopement because, we have the inside scoop from destination wedding planning EXPERT (Nicole Froelich). She will help us understand how to go about planning a destination wedding or elopement, how long you should plan in advance, & some extra tips.
By the end of this, you will literally be saying: "Nicole, PLEASE plan my wedding for me!"
— In collaboration with Nicole Froelich, owner of Nicole, Please Weddings! —
HOW TO HAVE A DESTINATION WEDDING OR ELOPEMENT
OK so, — you’re here because you want to know How To Have A Destination Wedding Or Elopement.
With the help of Nicole, we’ve got the answers so, let’s dive right in or feel free to listen to our interview:
How to have a destination wedding or elopement is a hot topic.
“The trend of planning a wedding abroad has been booming in the wedding industry over the past few years and it’s not going to slow down. Couples chose destination weddings so guests can enjoy being fully present for their celebrations for more than just one day. The most popular program is to start with a Welcome Cocktail party after all the guests have arrived, followed by the Wedding day as the main day and concluded with a Recovery Brunch or BBQ Pool party to conclude a memorable weekend. An extended celebration for those couples, who really want to spend more time with their guests and create something different.
One of the benefits of having a destination wedding is that most of times, it comes out to be cheaper but most importantly, it’s about creating that unique memory with your loved ones that becomes a bonding experience you share forever.
Majority of the time I’ve got couples coming to me with a country in mind but nothing else. Sometimes even, the couples come to me with no idea where they want to get married as long as it fits in their budget. And of course, there are those couples that have a clear vision of how their wedding should look like. You don’t need to have it all figured out to start planning a destination wedding!
We all dream of a destination wedding that’s overlooking this stunning scenery, that breeze of fresh air, wine from the region, thousands of fairy lights over your dinner, 2,000 candles floating on the pool, authentic food with fresh ingredients, smelling the blooming flowers in the garden, romance floating in the air. All the guests cheering of fun, laughter for your forever after.”
So if you wish to have a destination wedding but have no idea where to start, go through these basics to get you started:
HOW LONG DOES IT TAKE TO PLAN A DESTINATION WEDDING?
The ideal time to start booking a venue is 10-12 months in advance. And if you have the right support, you can plan it in about 6 months, however it all comes down to two things, if your desired venue and vendors are able to make it and most importantly, if your guests are able to commit when its more last minute.
1. SEASON
Start with determining if you prefer to get married in the hot summer days or when there is a breeze or are you dreaming of a winter wonderland wedding.
2. GUEST LIST
It needs to be done so you will be able to figure out what venue size you will be looking for to accommodate all.
3. LOGISTICS
Where are all of the guests based, so you can determine if your guests need to drive or take a flight, are there daily flights or only chartered, is it direct flight or need multiple stop overs. The easier you make it for your guests, the more likely they will confirm their attendance.
4. BUDGET
This is always one of the most difficult topics because as its your first time planning it, you have no idea what costs to expect. Whenever a couple come to me with a budget in mind, I always do a little exercise with them. Here goes my rule of thumb:
The couple that says their budget is 30,000 EUR for a Wedding with 80 guests.
You take 30,000 divided by 80 = 375 EUR per person for the full day.
Then you divide this 375 by 3 = 125 EUR.
This 125 EUR becomes your target price for Venue rental and F&B costs for the day.
You can check if that is realistic in the country you choose.
Based on that you can start your venue search to avoid exceeding your total wedding budget.
5. HIRE YOUR DESTINATION WEDDING PLANNER
Remember, this choice is crucial because this will make or break your entire wedding planning experience. Be aware that this wedding planner will be witnessing all the intimate discussion and topics between you. You want to feel comfortable to point out what stresses you out and what keeps you awake at night and to help you make the right decision.
6. START TO LOOK FOR VENUES
I love doing comparison sheets, where you see clearly apple to apple what the pro and cons are.
7. MOST COUPLES GET THEIR CIVIL REGISTRATION IN THEIR HOME TOWN.
Then, have a destination wedding with a blessing ceremony. That involves just an officiant and is more symbolic than administrative. You can choose from having a friend officiate your ceremony under your wedding planner’s guidance or you can hire a neutral officiant that share your values and make your ceremony unique.
***If you’d rather get the civil registration at the destination wedding, here are some important facts to know about destination weddings. Please note that these are just a few listed points, not limited to and it will all come down to the actual country you will be getting your papers signed that are required:
Check that your passport is valid and a minimum of 6 months before expiry date.
Check if you need a travel visa.
Get your birth certificate and if its in another language, you need to make sure its translated and verified by the registry office.
Check with the local priest, lawyer or registry office what specific documents you would need in addition as some countries have different requirements. If you have a wedding planner, just ask them.
Once married, bring all the original documents to the registry office to make it official.
Want more direction on how to plan your destination wedding or Portugal wedding?
10 Tips You Must Follow To Plan Your Destination Wedding
1.CHOOSE THE DESTINATION BASED ON A PERSONAL MEANING TO THE PLACE.
This is the fun part, where you can browse Pinterest and see what type of weddings you like and dislike. Once you decide on the environment (beach, lake, city, mountain, garden, castle, forest etc), you can determine about the mood (rustic, sophisticated, boho) and consider also the budget required to create the overall vibe you’re dreaming of.
An important factor of choosing your wedding location is timing. The best weather is a peak time for popular holiday destination that results in higher hotel rates and fewer availabilities. So book early and block rooms for your guests. Ideally is to find a pre-peak season where you can enjoy great weather and save some money at the same time. What’s important is to consider the travel route for all your guests, giving them different hotel budget options and enough preparation time for visa applications. The easier to arrange, the more inclined for guests to book and make it all the way to your dream location.
Don't forget to consider the climate when choosing your dress code and appropriate footwear, making sure attire goes with that tropical outdoor beach venue. A seamless and efficient transportation plan is paramount and chartered buses can cut down your costs. It’s best practise to send your Save-The-Date cards in advance, as soon as you’ve booked the venue.
2. BOOK A GUEST CONCIERGE
In order to treat your guests as a priority, creating a wedding website will make it easier for them to find the most important details about your wedding itinerary, activities suggestions and travel tips under one click. This will streamline communication with guests and reduce your stress. Even if all wedding related information are printed or on the wedding website, there will be still real-time support and survival guide needed leading up to the wedding weekend. Guests are responsible for the expenses for the hotel and flight however there are still a lot that need to be facilitated by a concierge. It can be a lifesaver and relief to your guests and especially for the bride and groom. Arrive earlier and stay later, so you can enjoy as much time as possible with your guests. The whole point of a destination wedding is to get extra time with your guests and they will appreciate it too.
3. VISIT THE VENUE BEFORE YOU BOOK OR AT LEAST DO A ZOOM TOUR/VIRTUAL TOUR.
If you really can’t make it, send your wedding planner for final meetings and measurements. Meet as many vendors as possible, do trials with make up artists, inspect the accommodation options and different event locations. Scout local activities, look into transportations, alcohol suppliers and see sample bouquets from the florist. Try to secure as many appointments as possible to feel reassured on these big decisions you’re taking. This should happen latest 2 months before the big day.
4. SELECT VENDORS CAREFULLY.
Because it’s important to feel comfortable with all of the vendors but as well that there is a synergy between the main vendors. To be in sync is the key to have your wedding go smooth and being all aligned can make your wedding look beautiful! Even if you love their portfolio, make sure that there is chemistry between you and them before you sign any contracts.
Your vendors will be taking a lot of responsibilities on your wedding day so it’s important that you fully trust them. Sometimes it’s more cost efficient to fly in some vendors because building their portfolio as artists could be their business goal. Ask your wedding planner if tipping/gifting before or after would be giving better results. Have your vendors screened by your wedding planner to save you time and miscommunication.
5. INVEST IN A GREAT PHOTOGRAPHER, BUT AS WELL AS A GREAT VIDEOGRAPHER.
It’s definitely a must to have someone not just capturing candid moments, but also to catch moments on video which you can replay emotions over and over again.
6. MAKE SURE YOU GET ALL NEGOTIATIONS ON PAPER.
This is to avoid any miscommunication with the sales manager. Think about safety plan, security plan, contingency plan as it’s essential to think of the unexpected. Pay attention to venue lighting, natural sound effects, different mic options, equipment, power plugs, generators.
A budget saving tip is to choose a venue with rental options that you already like and utilize as much as possible from the venue, and get creative with it. Change around areas, add details and customize existing items instead of renting new furniture. Factor in all extra expenses to budget realistically. Consider taxes but as well shipping cost.
7. INFUSE LOCAL CULTURE TO YOUR WEDDING DAY WILL MAKE IT FUN AND UNIQUE.
From folklore, to cultural entertainment, customize locally sourced items, embrace local brands and special gifting items are always in favor. Echo the vibe of the place you’re celebrating in. Bespoke experiences will play a big role in the overall mood of the wedding.
8. LEARN HOW TO ASK FOR HELP, RESPONSE CULTURE AND NEGOTIATION CULTURE.
Remember that many tropical islands run on "island time” and every country works on their own ways. Try to avoid the temptation to micromanage from afar. Instead, schedule regular check-ins and then trust your vendors to work their magic.
9. THE MOST IMPORTANT FACTOR IS, THE FLOW OF THE DAY.
If your goal is to have a long-lasting party, then you need to plan the night properly with food, alcohol and entertainment. The most important is to not break the flow of how the guests enter the wedding until they leave.
Imagine, you start with an intimate ceremony, continue with a sunset cocktail reception where you do the photography session and incorporate ice breaker games, entertainment and fun activities. Followed by a folklore bringing the guests to the dinner area and kicking off the party with surprising features.
Locate the dance floor close to the dinner so that all guests can stay connected throughout the whole festivities. Get your wedding planner to offer creative options to keep the momentum rising.
10. HIRE A DESTINATION WEDDING PLANNER.
By doing this, it will make your life easier and can save you money. Usually, venues have their own event planners but, wedding planners will fight for the wedding vision from start to finish and not only keep everything on track, but they will supervise details and make sure every decision is made on time. The planner will help negotiate for you and act in your best interest, whereas the venue’s event manager will only have their venue at its best interest.
Wedding planners control potential overspending with tracking all the expenses. When planning in a foreign country, the risk of not meeting your expectations are higher, so trust your wedding planner to avoid any headache. The energy of the bride and groom will influence the energy of the guests so the more relaxed and reassured the couple are, the more comfortable the guests. They will shoulder the burden of researching for vendors, dealing with all the logistics and handling last-minute changes that may start in the weeks leading up to the wedding day.
***Some may decide not have a destination wedding planner, but with this info it still is possible for you + this will educate you on how to have a destination wedding or elopement — however, be aware of extra challenges that come along the way if you decide to plan everything on your own.***
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