Hosting a destination wedding is a dream come true for many couples, pairing adventure and romance for an unforgettable experience. Whether you picture your big day in a tropical paradise, mountain retreat, or historic city center, jetting off to tie the knot can present challenges when coordinating with guests across time zones. Fortunately, destination wedding websites offer a simple and seamless channel to communicate vital details with loved ones. As a central hub for your wedding details, you can easily share critical information to help guests prepare (and build up the hype!) for your big day.

“Destination weddings imply that most guests will be responsible for traveling,” explains Kevin Dennis of Fantasy Sound Event Services. “Because of this, your website will be a go-to for your family and friends to reference — from location to attire to recommended activities to accommodations that are closest to the venue and beyond.”

Due to the nature of destination weddings, it’s wise to shift the planning timeline earlier than a typical at-home event. Thus, plan to expedite guest communication to allow plenty of time to coordinate travel.

“Guests will begin to book their travel earlier rather than later to keep flights or travel prices lower,” confirms Liney Castle of Twickenham House and Hall. “Thus, save-the-dates and invitations should go out much earlier than a local wedding, as well as getting hotel blocks secured early and communicated to guests.”

Industry recommendations typically call for save-the-dates and wedding websites to be sent six to nine months before a local wedding. For destination weddings, aim to notify guests at least 12 months in advance so they can save, plan, and book travel.

When setting up your website, here are the key details your guests need to know.

Photo by Tracy Autem & Lightly Photography

Travel & accommodations

With destination weddings, it’s safe to say that most (if not all) of your guests will need to travel and stay overnight while celebrating your nuptials. Don’t leave it to them to figure out the logistics! Make it an easy trip for them to plan by providing instructions for getting to the destination and finding a place to stay.

Jamie Chang of Mango Muse Events recommends highlighting travel details, including flight, hotel, and transportation information. “You need to let people know what it’s going to take to get to your wedding so they can do some research and see if they’re able to make it from both a cost perspective and a logistics perspective,” she says. 

Since your guests will likely come from different places, research possible routes and offer as many options as possible. “If there is more than one way to travel to the location, include both options and any information that you experience using them,” encourages Mary Angelini of Key Moment Films. “If there are two options for an airport, include both.”

You’ll also want to offer tips for navigating from the airport to the accommodations. Include information about hotel shuttles, taxi services, and ride-sharing options like Lyft and Uber (if available in your destination).

As for accommodations, be mindful that your guests’ budgets and preferences vary, so it’s nice to present several options for them to stay. 

“Some guests will turn the wedding into an extended romantic vacation, others will be making plans for a stay with children, and others will extend their stays with adventure in mind,” explains wedding photographer Melani Lust. “Suggesting a variety of lodging styles for all preferences will ensure your thoughtfulness.”

By providing guests with information crucial to their travel planning, you can remove potential obstacles to their attendance and ensure a smooth journey to the aisle for you and your loved ones alike.

A detailed itinerary

Couples commonly host adjacent events when hosting a destination wedding, including excursions, welcome parties, and farewell brunches. However, guests need to know all the plans before coordinating their travels. Since destination weddings often require taking time off work and securing childcare, including a detailed itinerary on your destination wedding website is crucial for setting expectations for your guests’ stay.

Destination Weddings Travel Group’s Jen Avey recommends sharing information about “the location, venue, date, and time of each wedding event, including the welcome party, rehearsal dinner, any planned excursions, and, of course, the ceremony and reception details.”

By providing a clear schedule for the week, you increase the odds that your guests can arrive on time and participate fully in all the festivities, adding to everyone’s experience.

Moreover, clarity is key! “You don’t want guests to get confused or miss any wedding activities because you didn’t communicate everything clearly on the website,” states wedding photographer Colton Simmons. “With addresses and directions being different in foreign countries, ensure guests know exactly where and when they must be.”

Providing a detailed itinerary on your wedding website ensures your guests will feel prepared and relaxed for the trip, setting the stage for a stress-free celebration for all.

Photo by Mandee Johnson Photography

Destination-specific details

In addition to wedding-related logistics, your destination wedding website can also house helpful information to ensure your guests make the most of their visit.

For instance, many destination wedding attendees treat the experience as a vacation. Add to their excitement by highlighting local attractions to enjoy outside of the scheduled festivities! “This will be super helpful for guests who may be making a more extended trip out of your wedding, giving them a bucket list of activities to enjoy,” Simmons says.

To add a personal touch, Angelini recommends sharing first-hand anecdotes from past visits to the destination. “Think about what you have discovered after first visiting the location, and be sure to include that information,” she says. A silly story about getting lost during your first trip or a romantic tale of sunsets and champagne can really build anticipation for their getaway!

It’s also crucial to consider the logistics of your chosen destination. “There may be restrictions that come with certain passports,” notes Vijay Goel of Bite Catering Couture. “You may want to check into this if there are blanket restrictions or short time frames to get a passport.” Addressing travel requirements ensures your guests are adequately informed and can plan accordingly.

You may want to consider cultural aspects, too — especially if they may affect some of your guests. For example, if you have loved ones in the LGBTQIA+ community, Angelini suggests “researching how accepting the culture in your designated wedding locale is and providing links to resources on what your queer guests may expect, showing concern for their well-being and that you care about them.”

Sharing destination-specific information on your website shows thoughtfulness and authority, building trust and excitement among your guests. 

Photo by Amy Sims Photography

Packing guidelines

There’s nothing worse than showing up to a party to find you’re severely underdressed (or overdressed, for that matter!). Destination weddings often call for many different types of attire, from hiking gear for a group excursion to formalwear for the reception. Save your guests the trouble by sharing plenty of information to guide their packing list.

House of Joy’s Samantha Leenheer recommends including “an attire guide that shows what some of the local attire in the region is as well as some suggested outfits for the recommended dress code for each event.”

Leenheer notes that weather plays a significant role, too. “We recommend including a weather section that outlines what the typical weather is and how that would translate to your typical attire,” she says. 

Whether your wedding is beach casual or cocktail chic, set clear expectations for attire on your website to ensure everyone can pack accordingly and dress comfortably!

Wedding websites are an excellent way to communicate information to guests, but they are especially valuable for destination weddings that involve more extensive logistics on the guests’ part. Helping loved ones prepare prevents potential hiccups and enhances the overall guest experience, allowing everyone to enjoy and celebrate in the moment. Save this post to reference when setting up your own destination wedding website!