When planning a destination wedding, it’s tempting to rely solely on stunning photos and virtual tours. But according to renowned wedding planner Michelle Durpetti, nothing replaces the value of stepping into your wedding destination in person. “A scouting trip is truly invaluable,” Durpetti says. “It gives couples the opportunity to physically experience their venue options, meet their vendors face-to-face, and see the flow of a day in real-time.”

Beyond simply touring venues, a scouting trip allows couples to deeply connect with the destination itself. “It’s not just about seeing the venue — it’s about hearing the music, tasting the food, walking the streets, feeling the ambiance of the city or countryside where they’ll be inviting loved ones to celebrate,” Durpetti shares. “Tapping into all six senses helps couples deeply connect to the place they’ve chosen, creating a far richer and more intentional wedding experience for everyone involved.”

Durpetti recalls one memorable example that highlights just how impactful a scouting trip can be. “One of my favorite examples is a couple currently planning a wedding in Florence, Italy, for June 2025. We actually budgeted for two trips over the course of their planning,” she explains. “Being able to stand in those spaces helped them choose the venue that felt the most ‘them.'”

During the second trip, the focus shifted to fine-tuning wedding details like tastings and hair and makeup trials. Durpetti notes another special moment: “Having [the couple’s] photographer there allowed him not only to gain valuable insight into the venue but also to capture beautiful moments throughout the experience. It created a special bond between the couple and their photographer, adding another layer of trust and connection that will carry through to the wedding day. This is HUGE and makes it so much more fun too.”

So how should couples budget for such an essential part of the planning process? According to Durpetti, key elements to plan for include “flights, accommodations, meals, transportation (such as rental cars or private transfers), and incidentals like vendor meeting fees (if applicable).” She also emphasizes that “couples should budget for their planner to accompany them,” adding, “a planner does his or her best work when it’s possible to walk the space, know the vendors, and feel all of the various elements of the logistics, design, and the people making it all happen.”

Preparation is crucial to making the most of a scouting trip. “Preparation is everything in my book (but like consider the source and the planner brain, LOL),” Durpetti laughs. She builds “a clear, detailed itinerary for the trip — prioritizing venue visits, menu tastings, vendor meetings, floral samples, and even hair and makeup trials when possible,” while also ensuring there’s time to “really soak it all in.”

When it comes to communicating with vendors during a scouting trip, Durpetti stresses the importance of “clarity and kindness.” She advises couples to be “transparent as possible about their vision, guest count, budget, and any logistical priorities they have — while also remaining open to expertise and creative input.”

A small but powerful tip from Durpetti: “Learning to say simple words like ‘thank you’ in the local language goes a long way in building goodwill.” Respecting the culture of your chosen destination strengthens relationships with vendors and sets a positive tone for the entire planning process.

Ultimately, a scouting trip is more than just logistics; it’s a vital part of the emotional journey of your wedding. “A scouting trip is not just about choosing a venue — it’s about stepping into the world where your wedding story will unfold,” Durpetti says. “Take the time to enjoy it, savor it, and let yourself be inspired — because that energy will carry through every detail of your wedding day.”