Planning a Destination Wedding? Here’s What Most Couples Overlook
There’s something undeniably magical about a destination wedding. A beautiful setting, an intimate guest list, and a getaway experience all rolled into one. But while it may look like a dream on Instagram, planning a destination wedding comes with its own set of unique challenges—many of which couples don’t fully realize until they’re knee-deep in the details.
As a wedding planner who’s planned many destination weddings for out-of-state couples, and who’s currently planning a destination wedding in Park City, Utah, I can tell you: it’s not just about picking the perfect place. It’s about navigating all the additional logistics with intention and expertise so your big day feels effortless, not overwhelming.
Here are some often-overlooked elements you should absolutely have on your radar if you're planning a destination wedding:
1. Travel Logistics Aren’t Just Flights, They’re a Full Experience
When you're inviting guests to celebrate with you out of town (or out of the country), it’s about more than just picking a date and booking a plane ticket. Guests will be navigating flights, transportation from the airport, check-in times, local navigation, and more.
Pro Tip: Create a guest-friendly travel guide with nearby airports, shuttle or car rental options, and tips for getting around the area. Your planner can help you curate and organize this beautifully and even provide trusted local contacts if needed.
2. Accommodations: Don’t Just Rely on a Hotel Link
Hotel blocks are one of the most underestimated pieces of destination wedding planning. And if you wait too long, rooms can fill up or your guests can end up scattered across town, which can make shuttling and coordinating timing a nightmare.
Planner Insight: Work with a professional (like me!) who can negotiate rates, ensure proximity to the venue, and help you coordinate room blocks at multiple price points. It’s about creating convenience and an optimal experience for your guests.
3. Vendor Communication Gets Trickier from Afar
Hiring a vendor you’ve never met in person can be stressful, especially when they’re based in another state or country. That’s why local insight and relationship-building are crucial. I always recommend either hiring vendors we’ve worked with before or conducting reference checks and thorough Zoom interviews (vibe checks are important too!)—not just relying on an Instagram portfolio.
Grand Entrance Affairs Tip: Having a planner with vendor connections in your destination city (or who does all the thorough research and reference checking for you) can save you so much time, energy, and risk.
4. The Legal Side Can Be Complicated
Marriage laws differ by location. Some places require residency periods, or completed paperwork far in advance. Others may need translated documents or in-person filings days before your event.
Make It Legal: Double-check the local requirements for marriage licenses before you set your date. Better yet, get legally married in your home city and host a symbolic ceremony at your destination. It simplifies everything, and no one has to know!
5. Welcome Bags, Activities & Guest Experience = Extra Work
You’re essentially hosting a mini vacation, not just a wedding. That means guests are expecting more than just the ceremony and reception. Welcome bags, group excursions, brunches, and downtime planning all come into play as nice thoughtful touches for those traveling from far and wide to celebrate your love
Grand Entrance Affairs’ approach? I treat destination weddings like a full weekend experience. From the welcome dinner to the farewell brunch, I coordinate each moment with intention so your guests feel taken care of from the moment they arrive.
6. Weather & Altitude Can Change Everything
That dream mountain wedding in Utah? It might come with thinner air or surprise snowfall in October. That beach ceremony? Could be met with humidity or unexpected wind. Destination wedding planning requires contingency plans and clear communication with vendors who know how to pivot on the fly
Your Planner’s Role: I always research climate patterns, communicate expectations to your glam team, and work with your venue and photo/video team to create backup plans for lighting, timing, and location—just in case.
The Bottom Line: Destination Weddings Are Beautiful When They’re Done Right
With thoughtful planning, the right vendor team, and expert coordination, your destination wedding can feel like the seamless escape you’ve always imagined. But with all the additional moving parts involved, it’s not something you want to figure out alone.
At Grand Entrance Affairs, we offer full-service destination wedding planning to help you avoid surprises, eliminate stress, and create an unforgettable experience for you and your guests, no matter where your love takes you.
Planning a destination wedding? Let’s chat about how to make it everything you dreamed of and more.