Plan Your Destination Wedding Itinerary with Our Expert Tips & Sample

• Are You Ready to Plan Your Destination Wedding?
• The Benefits of a Destination Wedding Itinerary
• Clear Organization from the Start
• Vendors Coordination
• Clarity for Guests
• Expert Tips on How to Plan the Perfect Destination Wedding Itinerary
• Travel & Accommodation Should Be a Priority
• Let Guests Unwind
• Incorporate Local Culture
• Make a Big Deal of the Rehearsal Dinner
• Don't Forget About Plan B
• Mix Up the Vibe of Events
• Give Guests Access to Your Wedding Itinerary
• Plan Your Schedule Down to the Minute (ish)
• Use Your Online RSVP or Wedding Website to Get Guest Insights
• Destination Wedding Sample Itinerary
• Day 1 - Arrival of Destination Wedding Guests
• Day 2 - Rehearsal Dinner and Free Day for Guests
• Day 3 - Wedding Ceremony & Reception
• Day 4 - Farewell Meal
• Plan Your Destination Wedding Like a Pro

The Benefits of a Destination Wedding Itinerary

Besides pacing, there are plenty of reasons why planning a timeline for your wedding abroad is essential. Especially if you're taking on the role of wedding coordinator. As the job involves countless moving parts, and if you're not careful, it can get messy quickly.

In our opinion, the best way to avoid wedding planning confusion is to map out your wedding itinerary early, and edit it as you progress towards the big day.

Here's how a great itinerary can improve your planning experience and create an experience for your guests that'll last a lifetime.

Clear Organization from the Start

We believe a great itinerary is the backbone of a well-planned wedding, and it should be created as soon as the ceremony and reception have been confirmed. As these two fixed points provide an anchor for the rest of a wedding schedule.

Destination weddings are no different, they're just longer. There will be at least one major event taking place on each day of your wedding abroad, which can be used to schedule other events around.

Vendors Coordination

As we said, weddings require numerous people working together to get them over the line. And this is especially true for multi-day destination weddings, as couples typically need more vendors, over a longer period of time compared to local celebrations. Plus, it's unusual for couples to meet hired vendors in person before arriving at the destination. So often there's little opportunity for couples to go through how they want the flow of events to be.

Create a detailed wedding weekend itinerary, and your vendors will know just how you want each day to feel. And they'll understand their role within the timeline. Which helps to keep events rolling along seamlessly, avoiding any delays.

Clarity for Guests

A destination wedding weekend itinerary is also an extremely useful tool for guests, one that gifts confidence in the lead up to the event. We have found that from experience, an up-to-date wedding website with an itinerary, greatly reduces the number of times guests need to contact the marrying couple. Because everyone already knows where they're supposed to be, when they should be there, and where they're going to be next. Eliminating many (not all) causes for contact.

Expert Tips on How to Plan the Perfect Destination Wedding Itinerary

Guarantee your guests enjoy a relaxed, and unforgettable experience during your wedding abroad, with our essential timeline tips.

Create your wedding abroad itinerary

Travel & Accommodation Should Be a Priority

Guests need to know there's accommodation booked for them and transportation arranged to get them there. It can be quite unsettling to leave travel plans in the hands of someone else, whether you're a seasoned traveler or not. Which is why you should provide as much detail as possible to assure everyone that all is in hand.

Include information about;

• flights to and from your destination
• transport to the hotel and back to the airport/train station
• check in times for the hotel
• information about the hotel
• transport to and from certain events

Let Guests Unwind

It's tempting to try to keep the entire group together and try to organize large activities for them all each day. But your friends and family will need time to relax on their own, free from scheduled events. Especially on the day they arrive.

If guests aren't travelling far, it is good to plan a welcome dinner and drinks, to allow everyone the opportunity to connect. But keep things informal and optional. Not everyone will be up for socializing straight away.

On the days that orbit the wedding day itself, attempt to balance scheduled activities with leisure time. As guests deserve a moment to unwind and feel a little like they're on vacation.

Incorporate Local Culture

The great thing about destination weddings is not just the warmer climate, it's the chance to explore somewhere exotic. Of course, not every couple wants to take in the local culture during their wedding away. Many simply want to relax, party and embrace the all-inclusive vibes! But if you and your guests prefer to get out there and see new things, it's a good idea to carefully schedule some excursions.

Do some thorough research about the local area, and work out where large groups could feasibly visit together. Then book everything in advance to ensure no uncertainty or disappointment on the day. If you can't or don't want to leave the resort you're in, try to incorporate local cuisines and entertainment into your itinerary.

Make a Big Deal of the Rehearsal Dinner

We have always loved attending rehearsal dinners abroad, as they feel that bit more intimate and exclusive than they do back home. Celebrate this unique feeling during your destination wedding, and book something special for your group. Whether it's a luxurious meal within your all-inclusive resort, or perhaps a cute restaurant overlooking the beach. Attempt to plan something your loved ones will look back on as fondly as the big day itself.

Don't Forget About Plan B

Even in the warmest of destinations, in the height of summer, it rains. And there is little you can do about it besides make a contingency plan. A backup in case you can't host cocktail hour on the beach, or have a farewell brunch on the veranda. You don't need to share your plans with guests, but make sure there's somewhere available if you do need to move inside or under cover. You'll thank us later if the worst does happen!

Mix Up the Vibe of Events

It's unlikely that all of your wedding guests will be mad thrill seekers, constantly hungry for the next adventure. It's more common to like a balance, especially when on vacation. Speaking from experience, a relaxing dip in the pool or a professional massage is much more enjoyable if earned. Perhaps after a hike, some snorkeling or a cooking class.

On the other hand, if you've hand selected guests who like to party, or all love adventurous activities, be sure to pack your schedule with non-stop excitement. And leave us by the pool!

Give Guests Access to Your Wedding Itinerary

There's no point organizing black tie dinners or thrilling travel experiences, if your guests haven't had a chance to pack appropriately. Make it clear what the dress code will be for specific events, and suggest attire for non-formal activities. Give guests access to all of this information via your wedding website as soon as it's confirmed.

Your guests will need time to put together various outfits for each occasion, especially if some of your main events are particularly formal, or on the flip side, adventurous!

Plan Your Schedule Down to the Minute (ish)

Working out how long it'll take you both to travel from your suite to the first look location may seem a little overboard. But it's this kind of forward-thinking that'll make things easier on the day. Detailing exactly how long each activity should take, and the time it will take to get from A to B will help you stay on track.

Be sure to add 5-10 minute buffers into your itinerary to allow for any delays, and reduce overall stress. We would also recommend giving your schedule to a trusted member of your wedding party, or a coordinator, and ask them to keep on top of timings. Don't be the bride who's got a schedule in her hand the entire weekend!

Use Your Online RSVP or Wedding Website to Get Guest Insights

There's little point spending time researching, organizing and paying for special activities in the days leading up to your wedding, if guests aren't interested in them. Maybe all they want to do during their time away is relax in the spa? On the flip side, perhaps they'll find that boring! Instead of waiting to find out when they arrive, why not gauge their opinion long before via your RSVP website.

You could ask guests to yes or no to specific activities, which will give you an idea of whether certain excursions are popular, or not. Perhaps suggest general topics, like tours, hikes, or something more strenuous, alongside more relaxing exploits. Just to get a feel for what the vibe of the group is.

Destination Wedding Sample Itinerary

Now you've got an idea of how best to plan your destination wedding itinerary, let's look at how yours could look! Remember, this timeline is just a sample, and it's scheduled over 4 days. Your wedding abroad could span longer, or shorter and include different core events.

If you're getting married outside, in a warm country, you may need to schedule your ceremony earlier, or later so you're not out during the hottest part of the day. But our example should give you an idea of where to start.

Day 1 - Arrival of Destination Wedding Guests

Morning

Guests arrive at the hotel via pre-booked transport from the airport

Afternoon

Welcome bags and brunch with guests.

Evening

Casual welcome party for all guests at the hotel or a bar nearby

Day 2 - Rehearsal Dinner and Free Day for Guests

Morning

Organize an activity for guests and offer an alternative for those who want to chill

Afternoon

Leisure time for guests with recommendations provided

Evening

Rehearsal Dinner at a local restaurant, followed by cocktails with any guests not involved in dinner

Day 3 - Wedding Ceremony & Reception

Morning

Breakfast with bridal party - 8am - 9am

Wedding party preparations - 9am-12pm

Wedding photographer arrives - 10:30am

First look, portraits & wedding photos with family - 12pm - 12:45pm

Afternoon/Evening

Wedding ceremony - 2pm - 2:30pm

Cocktail hour - 2:30pm - 3:30pm

Reception - 4pm - 10pm

After Party - 10pm - til close!

Day 4 - Farewell Meal

Morning

Farewell brunch - 10am- 12pm - Organize a casual meal for guests not travelling early.

Afternoon

Make sure there's transport organized to get everyone to the airport if you're not travelling with them. If you're staying, have a wonderful honeymoon!

The destination wedding itinerary above is spread over 4 days, which is standard for this type of long weekend wedding. As it means your guests need only take two days off work. Ideally though, we would suggest looking at 5 day destination wedding packages because having that extra day helps guests really relax during the celebration. Knowing that post-wedding they can enjoy some spa treatments, or do some fun activities, rather than get on a flight...! Not every guest will be able to commit to 5 days away, but having the option will certainly be appreciated.

Plan Your Destination Wedding Like a Pro

Planning a wedding ceremony and reception abroad is a tough task, but we have a free tool that'll make it easier! Our event itinerary tool will help you schedule every day of your wedding in whatever level of detail you choose. Whether you want the guest experience planned out minute by minute, or more of a general vibe guide, our easy-to-use timeline can make it happen.

Our event itinerary can be quickly customized to suit an ever-changing schedule, while the simple design makes it easy for everyone to see when certain events should be happening. Plus, your completed timeline can be instantly exported in PDF or spreadsheet format, ready to be printed and posted on the wall or put in your event planner - like a pro!