Travel guide
Destination wedding planning: a 12-month timeline
A destination wedding is logistically a small group trip with a ceremony in the middle. Done well, it is the most relaxed and memorable wedding format available. Here is the timeline we use.
12 months out: pick a region
Caribbean (Mexico, Jamaica, Dominican) is easiest from the U.S. Europe (Italy, Greece) is the most romantic but harder for guests. Hawaii and Mexico are the cheapest air. Pick the region before the resort.
10–11 months out: select the resort
All-inclusive resorts handle weddings best — Sandals, Karisma, AMResorts, Iberostar, RIU. Sites with dedicated wedding teams, multiple ceremony venues, and group room blocks should be on your shortlist.
9 months out: send save-the-dates
Include the resort name, dates, and a link to your travel page. Destination weddings require more lead time than local weddings — guests need to budget and book PTO.
8 months out: contract group room block
Most resorts offer concessions at 10+ rooms: complimentary nights, group upgrade rates, free welcome event. Your travel advisor negotiates this.
6 months out: send formal invitations
Include a guest travel page (we build these), payment timeline, and RSVP deadlines.
3 months out: confirm vendor add-ons
Photographer, videographer, hair/makeup, floral, music. Most resorts have in-house options; outside vendors usually require a "day pass" fee.
60 days out: final guest count
Resorts need a final guest count for ceremony and reception space allocation. After this date, additions become difficult or impossible.
30 days out: welcome bags + logistics
Ship welcome bags to the resort 2 weeks ahead. Confirm transfer logistics from airport. Send the final itinerary to all guests.
Wedding week: on-site coordination
For groups over 30, we recommend an on-site travel coordinator in addition to the resort wedding planner. The travel side (room moves, day passes, transfers) and the wedding side (ceremony, reception) are different jobs.
Want help applying this to your trip?
Talk to a Zip Trip Travel advisor — quotes are always free.