Top Tips for Planning a Stress-Free Destination Wedding

Destination wedding planning ideas and tips — Emily Furney Photography

Planning a wedding is a big undertaking no matter where you’re celebrating, but planning a wedding in a destination that isn’t your hometown brings its own unique set of questions and considerations. Whether you’re dreaming of exchanging vows on a sun-drenched beach in Mexico, on a mountaintop in Aspen, or tucked away in the picturesque countryside of Michigan, it’s worth spending extra time up front to plan wisely — and avoid surprises later on.

Ask About Local Restrictions

Before you sign on the dotted line, ask each venue about local rules and requirements that could affect your celebration. Some destinations have strict noise ordinances, meaning your dance floor might have to quiet down sooner than you’d like. Others have rules about using local vs. non-local vendors, which can impact your plans if you’re hoping to bring in a favorite photographer or florist. Knowing these details ahead of time ensures you’re not scrambling for last-minute solutions.

Consider Seasonality

Destination weddings are highly influenced by the local seasons. A mountain venue might be inaccessible during heavy snow, or the cost could fluctuate dramatically between peak ski season and off-season. If you’re eyeing Mexico, remember that heat and humidity can make an outdoor ceremony uncomfortable or even unrealistic at certain times of year. And if Michigan is on your list — it’s stunning, but its prime wedding season is short due to weather. Being mindful of seasonal realities helps you set a realistic budget and make choices your guests will appreciate.

Plan for Security and Medical Support

Certain venues — especially those in public or semi-public spaces — require security guards. Even if it’s not required, it’s often wise to have security on hand to keep your event private and your guests safe. For mountain destinations or venues at higher elevations, such as Aspen, it’s smart to plan for a medic on site. Altitude sickness can sneak up on guests, and having medical help nearby is a safety net that’s well worth the investment.

Ask About Load-In and Setup Needs

Destination venues often have unique logistics. Some mountain venues, for example, require gondola access for vendors, which can mean setting up overnight or booking additional load-in days — both of which add to your production costs. Many venues have limited options for extra day buy-outs, so ask early about what’s possible and factor this into your timeline and budget.

Plan to Visit the Space More Than Once

It’s tempting to think you can plan everything remotely, but seeing your venue in person is invaluable. Ideally, plan at least two to three visits: one to scout and secure the space, a catering tasting visit, and a final site walk-through to confirm all details. These trips ensure you know the space intimately and that every vendor understands the flow and logistics before event day.

Ask About Comfortable Guest Capacity

Venues often list their maximum capacity, but that number can be misleading. Always ask what a comfortable guest count looks like — especially if you’re planning on a dance floor, a live band, or large floral installations. Oversaturating a room can lead to poor service flow and crowded spaces, which makes guests uncomfortable and often encourages them to leave early. We’ve seen venues with cocktail spaces so small guests were advised to scatter to neighborhood bars — not exactly the warm welcome you want for your friends and family. Asking about true capacity helps you plan for an event that feels spacious and enjoyable.

Have a Rain Plan

No matter how perfect the forecast, always ask your venue about weather contingencies. That might mean renting a backup indoor space or investing in a tent that can be upgraded to protect against unexpected rain or wind. Your rain plan will affect your budget, so it’s best to know what your options are up front — and choose a plan you’ll feel good about using if the skies don’t cooperate.

Don’t Forget Vendor Space

One last question that’s often overlooked: ask about vendor support spaces. Does the venue have a green room for your band, a prep area for your florist, or secure storage for gear and supplies? Many destination vendors travel in and can’t stash equipment in hotel rooms. Ensuring there’s dedicated space makes the day run smoother and keeps your vendors focused on what they do best.

With thoughtful planning, asking the right questions, and visiting your venue ahead of time, your destination wedding can feel as seamless and joyful as if it were happening right in your own backyard — just with a more breathtaking view.