As you prepare to host a destination wedding, you’ve got plenty of planning to keep busy. From coordinating with vendors to booking airfare, there’s no shortage of tasks leading up to your big day. But don’t overlook the planning requirements for your guests! Your loved ones who intend to travel for your celebration have to-do lists of their own.

Whether it’s coordinating childcare or scheduling time off of work, attending a destination wedding involves a significant amount of planning. For some, the process may fall outside their comfort zone, as Jen Avey of Destination Weddings Travel Group notes.

“Some guests may not be savvy travelers or maybe have never traveled internationally before, so they could have a lot of questions regarding the logistics,” she says.

Providing your guests with vital information about your destination wedding helps them plan wisely and enjoy a smooth experience from when they start packing to when they arrive home with unforgettable memories (and maybe a nice tan). Here are a few essential details to share with your guests as soon as possible.

Photo by Nicole Chan Photography

Up-to-date travel information

When your guests arrive for your destination wedding, they’ll have all the time to relax and celebrate — but first, they need to get there. Coordinating travel plans is often the most challenging part of attending a destination wedding, especially for those unaccustomed to international travel.

First things first, Cathy O’Connell of COJ Events suggests reminding them to ensure their passports are up to date. “It can take 4-6 months to update a passport,” she explains. “Mention this on the save-the-dates!”

Then, make sure your loved ones know about any restrictions or conditions when traveling to your destination. This might require some research on your part, so take some time to brush up on guidelines.

For example, “there may be other requirements they should be aware of ahead of time, such as needing to complete the immigration e-ticket in the Dominican Republic or paying the Mexican Visitax upon arrival,” Avey adds.

“If the location is a place where certain vaccines or shots are required, it’s important to share that as well,” notes Jamie Chang of Mango Muse Events.

For up-to-date information, you can direct guests to the U.S. Department of State website for travel advisories, passport guidelines, and other valuable resources.

Photo by Melani Lust Photography

Packing suggestions

Next, you’ll want to set expectations for their time onsite to ensure everyone knows what to pack. Provide a precise itinerary as soon as it’s available, including all excursions and wedding-related events like welcome parties, group outings, and dinners.

“Provide details on planned group activities, especially about appropriate attire and essential items to pack,” encourages Nicole Chan of Nicole Chan Photo & Video. If you plan to host multiple celebrations, be sure to “inform guests of the dress code for each event,” she adds. “Using mood boards can be helpful for outfit inspiration.”

Guest comfort is essential for every wedding, especially when those guests are far from home and limited to what they bring in their luggage! Spare no details and, whenever possible, offer packing recommendations to soften their decision fatigue.

Melani Lust Photography’s Melani Lust argues that shoes are one of the most important areas to offer guidance. “Sometimes there could be a lot of walking, the ceremony and reception could be all grass or all sand, and it’s important for your guests to bring the proper foot attire so they can be comfortable and dance the night away,” she says. 

Perhaps you’re calling for flip-flops only at your beach ceremony, or maybe guests need hiking gear for a group excursion —  in any case, aim to set clear expectations so your guests can make informed decisions when creating their packing list.

Photo by Ian Holmes

Destination-specific recommendations

Whether you’ve visited your destination or not, your guests will look to you as the expert guide for their travels. Providing tips and resources can help them feel confident visiting a new destination and understand any cultural differences they may encounter.

“Knowing things like how tipping works, what the respectful attire is in certain areas, or the right types of clothing and shoes to wear, given the weather and terrain, is important for guests to know,” Chang assures.

You can also support your guests by offering suggestions for local services they may need at your destination. For example, rideshare, shuttle, and public transportation information will ensure they have resources to navigate around the area.

Lust recommends vetting a few salons or beauticians as well. “Destination weddings are a big deal for your guests, and they will want to look as polished as possible,” she explains. “It is very helpful to let your guests know of local, trusted salons or independent hairdressers and makeup artists that they can book in advance.”

Other useful referrals may include tailors, childcare providers, pharmacies, and grocery stores. Consider anything a traveler could need while abroad. Your wedding planner, travel agent, or other destination expert can help you develop a list of reliable resources.

Photo by Nicole Chan Photography

How to communicate details to your guests

So, how exactly do you get all this information to your guests? A destination wedding website is the best place to start. You can fill your website with crucial travel-related details to serve as a go-to guide while guests prepare for your wedding celebration.

You can also include fun elements, like stories of how you met and got engaged, to personalize your digital wedding experience. Then, send guests to your website by sharing the link via save-the-dates, invitations, and direct communications.

If anything changes in the final stretch, you may need to update guests via email or phone to ensure they know the latest developments. (Better yet, consider recruiting members of your wedding party to handle guest outreach!)

Hosting a destination wedding is an exciting way to celebrate your love story. Still, it requires thoughtful preparation and clear communication with guests so that everyone can enjoy a comfortable experience. The more details you share, the better your loved ones can prepare for their travels and focus on what truly matters: creating lifelong memories and standing by your side as you enter a new chapter together!