Save the Dates, RSVPs & Travel Documents: A Destination Wedding Timeline You Can Trust
Thinking about having a destination wedding? You have great taste! But let’s face it, you’re busy. Between work, life, and wedding planning, coordinating flights, RSVPs, and legal paperwork, getting married abroad can feel like a full-time job. That’s why I created this 12-month destination wedding timeline planning guide—so you can feel empowered, organized, and ready to enjoy every part of your wedding journey.
Your Ultimate Destination Wedding Planning Timeline
This timeline follows the exact steps I guide my clients through, with real-time tips to make your planning feel effortless.
15–13 Months Before
Consult with a Destination Wedding Travel Advisor (Me!)
This is your moment to get expert support. I’ll guide you through the decision-making process and help match you with a destination that fits your vision—and your guests’ needs.
Set Your Wedding Vision
Start with the big picture. Do you dream of a toes-in-the-sand ceremony or a romantic garden overlooking the ocean? Get clear on your wedding vibe before diving into the details.
Establish Your Budget & Guest List
Your guest count will directly affect travel costs, room availability, and vendor packages. Knowing your numbers early helps prevent surprise expenses later.
LEARN MORE: Avoid these mistakes when planning your destination wedding
- Secure Your Wedding Date with the Resort
Once you’ve chosen your venue, we’ll officially reserve your wedding date and ceremony time with the on-site coordinator. The earlier, the better—especially for in-demand dates. - Set Up Your Group Room Block
This guarantees room availability for your guests and locks in the best pricing. I’ll handle the group contract, payment schedule, and guest booking details so you don’t have to. - Send Out Save-the-Dates
Time to let your guests know what’s coming! Include your wedding website, travel dates, resort info, and booking instructions. This helps everyone plan ahead and get excited about your big day.
Learn More: 10 Things to Look For When Choosing a Resort For Your
Destination Wedding!
9–8 Months Before
- Plan a Pre-Wedding Site Visit (Optional)
If your schedule and budget allow, visiting the resort ahead of time is a great way to meet the on-site team and see the property in person. - Launch or Update Your Wedding Website
This is where guests can find travel info, RSVP details, and your full wedding itinerary. I can help you create one or provide a group booking page through my travel supplier. - Begin Gown Shopping & Register for Gifts
Some dresses require multiple fittings, and registry planning takes time—start now so you’re not rushing later.
6–5 Months Before
- Finalize Ceremony Type & Legal Requirements
If you’re having a legal ceremony, now’s the time to submit documents and confirm translation or residency requirements. I’ll help you navigate what’s needed based on the country. - Book Group Excursions or Activities
Think about ways to enhance the experience—like a welcome sunset cruise, beach bonfire, or spa day. I’ll coordinate these extras with the resort or local vendors. - Encourage Guest Bookings
Remind your guests to reserve their rooms before space fills up. Most room blocks come with a deadline for deposits and final payments. - Order Your Dress and Bridal Party Attire
Be sure to give yourself and your bridesmaids time for alterations.
4 Months Before
- Mail Formal Invitations
Now that RSVPs are coming in, your invitations should reflect the full details: ceremony time, dress code, itinerary, and a reminder to book rooms if they haven’t yet. - Groomsmen Tux/Suit Rentals or Purchases
Give the guys enough time to get fitted and make selections. - Reconfirm Guest Bookings & Room Block Status
We’ll check in to see which guests have booked and help you manage any unused room releases if your contract requires it.
3–2 Months Before
- Confirm Officiant & Ceremony Logistics
Coordinate with your resort or local officiant. If you’re writing your own vows, now’s a great time to begin. - Build Your Wedding Itinerary
From welcome cocktails to a farewell brunch, sketch out the full timeline of events. I’ll help format this into something guests can easily follow. - Start Your Seating Chart
Once most RSVPs are in, begin arranging your reception layout and guest placements. - Follow Up with Any Late RSVPs
6–3 Weeks Before
- Finalize Wedding Details
You’ll work directly with the on-site coordinator to lock in décor, menu, cake, flowers, and music selections. - Write Your Vows & Finalize Ceremony Script
- Review All Guest Flight Itineraries
I’ll collect flight details from your guests to coordinate airport transfers and flag any mismatches with their room reservations.
2 Weeks Before
- Submit Final Guest Count to the Resort
- Send Travel Tips & Itineraries to Guests
I provide a custom guide for your guests that includes packing suggestions, shuttle information, tipping guidance, emergency contacts, and more. - Update Your Website with the Final Itinerary
1 Week Before
- Pack for the Wedding & Honeymoon
Don’t forget your dress, accessories, printed vows, emergency kit, and all the small-but-important details like chargers and hairpins. - Reconfirm Vendor Meetings
You’ll likely meet with your on-site coordinator, officiant, and other vendors 2–3 days before the wedding to walk through everything.
3–4 Days Before the Wedding
- Arrive at the Resort
Settle in, relax, and finalize any last-minute details. Enjoy a few moments of peace before the celebration kicks off.
Pro Tip:
Even with this timeline in hand, working with a destination wedding travel advisor ensures every moving part is coordinated—so you can actually enjoy the journey, not just survive it.
If this post helped you feel more organized (and a little less overwhelmed), then mission accomplished. But if you’re still spinning in a swirl of resorts, guest lists, and passport questions—I can help.
Let’s chat—book your consultation today.
Or, if you’re still exploring options, be sure to follow me on social media and bookmark this post so you have it handy when you’re ready to dive in.
