How to plan a destination wedding from overseas

Planning a wedding in a country you don't live in comes down to timing, the right local team and a few decisions made in the right order. Here is how we approach it.

Most of the couples we work with plan their wedding from another country, often from another continent. It is entirely possible to do well. What makes the difference is starting early, making the big decisions in the right order, and having people on the ground you can trust.

1. Start 12 to 18 months out

The most requested venues and dates across Europe and Asia are reserved 12 to 18 months ahead, at a minimum. Starting early gives you a real choice of venues rather than whatever is left. It also gives international guests time to book flights and leave.

Shorter timelines can still work. They simply mean deciding faster and favouring venues with availability.

2. Choose the season before the venue

Season quietly decides your budget, your flowers and how smoothly the day runs. A few examples from the destinations we work in:

• Mallorca: peak season runs May to September. Late April and October are better value, and July and August heat wilts soft florals by mid-afternoon.
• Greece: June to September is peak. Meltemi winds in July and August rule out tall, unsupported installations.
• South of France: August carries peak Riviera pricing on every line item; May and September are better value.
• Bali: the dry season runs May to October. Humidity means imported roses and peonies rarely last the day.
• Australia: peak season is October to March, the reverse of Europe.

Our destinations guide covers each region in more detail.

3. Decide: symbolic or legal ceremony?

Most of our couples hold a symbolic ceremony at their destination and complete the legal marriage at home. It avoids apostilled paperwork filed three or more months in advance, and keeps your destination day free of admin.

If you would rather marry legally on location, map out exactly what your chosen country requires, and how long it takes, before you lock your date.

4. Set a budget with room to move

Agree your overall budget early and build in a contingency line of around 10%. Remember that venues, catering, florals and transport are usually quoted and paid in the local currency of your destination, so exchange rates matter. Track every quote in the currency it is invoiced in.

5. Shortlist venues before you fly

Narrow your venues against four things: capacity, light, logistics and style. Virtual tours help, but nothing replaces someone walking the space for you. Our regional coordinators scout venues in person against your brief, so you only travel to see the best two or three.

6. Build a local team you can trust

Your florist, photographer, caterer and musicians will do their best work if they know the venue and the region. Choose vendors with local experience, and keep every contact, contract and payment in one place.

7. Look after your guests' travel

Send save-the-dates to international guests 12 to 18 months out. Hold hotel room blocks near the venue, then share a simple travel guide with flights, transfers and where to stay. Set RSVP and room-block deadlines three to six months before the day.

8. Write the running order

A running order is the minute-by-minute schedule every vendor works from. For a multi-day celebration, it covers each event from the welcome drinks to the farewell brunch. Confirm it with every vendor four to six weeks before the wedding.

How we can help

You can plan it yourself with our Planning Suite templates, plan it with us through Remote Concierge, or hand it over entirely with White-Glove Concierge, where our team is on the ground for your whole wedding week.