We can think of several reasons why you might choose to get married in another city or state. Perhaps you’re searching for a central location to unite family and friends from different places. Or maybe you’re moving to a new city and want to start your new life by getting married there. Some couples just love the idea of a destination wedding.
Why not? After all, it adds an extra layer of fun and special memories. It does take a bit of extra planning, though. That all begins with finding the perfect venue. It’s not so easy to find one from afar, but it isn’t impossible. Read on for tips to streamline your destination wedding venue search!
Destination Wedding Planning
Around 350,000 destination weddings take place each year, which is about 25% of weddings in the US. Some go international, but others are in a different state or city. There certainly are some differences. It could be a beach wedding, a city celebration, a weekend event, or a full-week holiday for you and your loved ones.
What remains the same are the planning considerations. Your budget changes, as you need to consider accommodation and transport costs. Destination weddings might have smaller guest lists, and some research is needed to determine the legal requirements. At the top of the list, though, are location and venue.
Destination Wedding Venue Search
Destination wedding planning begins with choosing your location. It’s ok to be specific and have one city in mind. If you’re not sure where exactly, we recommend sticking to a particular radius in an area that you like to narrow down your options.
There are two significant challenges when you try to find a wedding venue in another city. One is that it’s not so easy to visit prospective venues. The other is that you don’t have the local knowledge that you need to make certain decisions. You’re in luck, though, because these tips and pitfalls to avoid make a venue search from afar even easier.
5 Destination Wedding Planning Tips
It can feel pretty nerve-wracking to book a wedding venue online. Getting to that stage can feel pretty daunting. The good news is that there are ways to feel more secure about your decision. It takes a little forethought, time, and effort. These tips will help you find the perfect venue and give you the confidence to book it.
1. Research in Advance
We admit there’s a lot you need to know about any potential wedding venues. Not being able to visit isn’t necessarily a barrier to that, though. Head online and use remote venue search tools. The best tools provide all the details you need. We’re talking photos, package pricing, capacity, event spaces, and availability.
You’ll find lots of search tools out there, including Carats and Cake, The Knot, and Breezit. If you have a specific style in mind, Breezit is the better option, as it has venue filters. You can find vineyards, villas, beaches, rooftops, banquet halls, gardens, and unique settings.
2. Get Recommendations
So you don’t have the knowledge of a local, but that doesn’t mean it’s out of your reach. Ratings and reviews are an excellent place to start for your shortlisted venues. If they don’t give you a clear picture, you can take it to the next step and speak to locals. Maybe your network of friends can help. Otherwise, you can turn to forums and social media for more information.
There’s a shortcut, though. You can hire a local wedding planner who will bring location experience. That helps with much more than the venue. Make sure to get insights on logistics, vendors, the climate, and more.
3. See the Venues
With a destination wedding, there’s a good chance you won’t be able to visit prospective venues. Busy schedules and travel costs mean that you might limit yourselves to just visiting your chosen venue before the big day. That doesn’t mean that you can get a good idea of what they look like.
Photos and videos are an excellent starting point. Ideally, you’ll want to see the space as it normally is, as well as photographs showing how it can be set up for a wedding or special event. What’s even better, though, is if you can take a virtual venue tour to get a feel for the space.
4. Conduct Location Research
As we mentioned above, getting feedback from the locals is useful. That’s because there’s more to consider when planning a destination wedding than just the venue itself. You’ll also need to find accommodation. From there, you need to work out how people will get to the venue. That means some research into local transport options, traffic, and hotel availability.
Your plan might include a rehearsal dinner at another location or a welcome party for your guests. Google Maps is a useful starting point, as you can get a feel for distances. Use it to check out downtown areas with bars and restaurants, parking, and accessibility.
5. Go Local
With a local wedding planner on your side, going local is much easier. However, you don’t have to do that, but do consider using local vendors. Your venue might have a list of preferred vendors, which can help you get started. Alternatively, an all-inclusive venue might be the way to go.
One way to stop the budget from getting out of hand is to embrace the location's features when it comes to decor. For example, if you choose a venue like this, the tropical scenery is the ideal backdrop. The palm trees and greenery are standout features that are already in place.
5 Common Pitfalls of Long-Distance Wedding Planning and How to Avoid Them
Wedding planning has its pitfalls, and these five are even more likely to cause issues if it’s a destination wedding. We haven’t just identified the most common pitfalls, though; we’ve also looked at ways to avoid them.
1. Underestimating the Time It Takes
Destination wedding planning means starting early. One of the biggest pitfalls isn’t leaving enough time before the big day. It’s also about setting aside the time to do the planning. To avoid that, start the location and venue planning around 12 to 18 months before your day.
Giving yourself more time means you can let your guests know about the location earlier so that they can make arrangements to come. Wedding planning can be stressful, and being on a tight deadline makes that worse. Be intentional about planning sessions by scheduling them with your partner.
2. Not Being Organized
Wedding planning involves keeping track of a lot of information. If organization isn’t your strong suit, don’t sweat it. There are tools to help with that. For example, the wedding venue discovery platform Breezit has a dashboard where you can gather all the essential details.
As well as adding preferred venues to your wishlist, you can access planning tools. They cover venue proposals, venue messaging, scheduled visits, the guestlist, invitations, RSVP management, and more. Having everything in one place makes it easier to stay on track.
3. No Contingency Plan
Every wedding needs a contingency plan, but if you’re in another state or city, it’s even more important. The weather is unpredictable, but in a new location, it can be even harder to judge the climate. If your wedding is outdoors, make sure the venue has a wet weather plan, whether that’s an additional space or tents and umbrellas.
Check the venue’s policies for what happens in emergencies. Last-minute issues might not happen, but knowing that the right things are in place will give you peace of mind.
4. Not Balancing Price, Style, and Convenience
Destination wedding planning can cause some budget restrictions. It’s a big mistake to compare wedding venues and vendors based only on price. Try to stick to your budget and take your other priorities into account.
The venue, the flowers, the food, and the decor should match the vibe you want, so factor that in. Another element to balance with price is convenience. Will your guests have a good time? The accommodation and transport options will affect that, as will activities, signage, meal options, and comfort stations.
5. Micromanaging
Having a wedding venue checklist is one thing. Staying on top of every single detail is another altogether. Most importantly, it will stop you from enjoying the process. Three out of four workers think micromanaging is the biggest red flag in a workplace, and it doesn’t contribute to wedding planning success either.
Instead of micromanaging, delegate tasks. Easier said than done, we know. That’s why it’s essential to find a venue and vendors you can trust. Build a relationship with the venue’s event planner so that you can feel confident leaving some aspects in their capable hands.
Wrap Up
Your destination wedding venue search doesn’t have to be difficult. In fact, with the right approach and tools, it can lead to the perfect venue. Remember to lean on local knowledge, use venue-finding platforms, and seek out virtual tours.
Avoiding the pitfalls is just as important. Trusting the venue team, being intentional about planning, leaving yourself enough time, and staying organized all help. Now you know how to strike the right balance and where to look, you’re ready to plan a memorable big day at your destination of choice.
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