Planning a wedding from miles away? It can feel daunting, but with the right approach (and the right help!), it’s more than possible to plan a seamless and stunning destination celebration. Below, we break down expert advice on how to hire your dream vendor team from afar with confidence.

Prioritize Hiring a Local Coordinator or Planner

The first, and arguably most important, step in your planning journey? Hiring a seasoned planner who’s familiar with the destination. A coordinator with on-the-ground experience can help navigate local regulations, avoid logistical pitfalls, and recommend trusted vendors.

“Hiring a local wedding planner can take much of the stress off your plate,” says Shermain Jeremy, the Special Projects and Events Manager at Antigua & Barbuda Tourism Authority. “They can act as your eyes and ears on the ground.” Beyond logistics, a local planner often brings invaluable insights, ensuring your celebration feels both personal and in harmony with the setting. From knowing which florist can source native blooms to understanding the best time of day for golden hour photos, their expertise can make all the difference in pulling off a seamless and stunning destination wedding.

Photo by Jamee Photography

Leverage Your Planner’s Network

Once you’ve secured a planner, don’t hesitate to lean on their network of trusted professionals. “Your wedding planner is your ultimate best friend, especially when planning from afar,” says Natasha Khoo, founder of Peak Xperience. “They have a treasure trove of local connections whom they’ve vetted and worked with before.” Using your planner’s network is like having a local guide in your corner!

Cathy O’Connell, Co-Founder of COJ Events, echoes this sentiment, noting that “your planner will refer you to the best people based on your budget, style concerns and personality.” This kind of personalized matchmaking not only streamlines the process, but it elevates your entire experience. Rather than blindly researching dozens of vendors from miles away, you’re immediately connected to creatives who align with your vision, values and vibe. It’s an efficient way to build a team you can trust, so every detail, from catering to music to florals, feels cohesive, thoughtful, and uniquely you.\

Conduct Thorough Research

With your shortlist in hand, it’s time to do a little homework. “Look for vendors with experience in destination weddings, as they are more likely to be familiar with logistics and challenges,” says Jeremy. This specialized experience can make a major difference in how smoothly your day unfolds. 

Our experts recommend taking the time to review each vendor’s social media presence, read through client reviews, and schedule in-depth calls to get a sense of their communication style and overall fit. When you’re researching from afar, reviews become your best friend. Focus not only on aesthetics, but on how vendors handle challenges, respond to questions, and support their couples. The goal is to build a team that not only understands your visionbut also knows how to bring it to life, no matter the distance. 

Communicate Directly

Clear communication is the foundation of remote wedding planning. “Establish a communication plan with regular check-ins through email, video calls, or messaging apps,” suggests Jeremy. “Be upfront about your budget, timeline, and expectations to avoid misunderstandings.” Setting clear boundaries around response times and preferred methods of contact can also help keep everyone on the same page, especially when working across time zones.

Experts also recommend easing into your working relationship. When starting to plan, gauge the vendor’s communication skills by assigning smaller tasks before committing to larger responsibilities. For example, ask a floral designer to provide a mood board or a sample proposal first, or have your stationer mock up a single invitation design. These early assignments offer a low-stakes way to assess how well the vendor communicates with you as well as understands your vision. Building trust is essential when you’re not meeting in person, and taking these small steps up front can make a big difference in feeling confident as the planning progresses.

Consider Virtual ‘Visits’

When travel isn’t possible, technology becomes your planning lifeline. Khoo adds that many venues and vendors have embraced digital tools to bridge the distance: “Many venues now provide detailed video walkthroughs or live video calls to showcase their spaces, portfolios, and setups.” She adds that these virtual calls “allow you to ‘see’ everything from the comfort of your home, ask real-time questions, and gain a clear understanding of their style and professionalism—all without the need for travel!”

While nothing can fully replace the feeling of being on-site, today’s tech-forward options provide the next best thing, making it easier than ever to plan a wedding from afar with confidence and clarity.

Photo by Jennifer Nolan Photography

Clarify All Costs

Nothing derails a dreamy destination wedding faster than surprise fees. Especially when planning your celebration in a different country, it’s essential to be meticulous when it comes to your budget. “Ensure that contracts include clear terms on pricing, services, delivery timelines, and cancellation policies,” recommends Jeremy. “If needed, have a legal professional review the documents to ensure your interests are protected.”

Khoo agrees, pointing out that transparency is key: “When hiring vendors from afar, it’s crucial to get a detailed breakdown of all costs upfront and reconfirm that there are ‘NO further costs’ from what they have quoted you.” This includes everything from travel fees and service charges to taxes, overtime rates, and setup or teardown costs, small details that can add up quickly if overlooked. It’s also wise to confirm the currency being used in your contracts and whether there are any additional fees for international transactions. By being proactive and asking the right questions early, you can avoid financial surprises and plan with peace of mind.

Verify Vendor Credentials

Finally, don’t overlook the technical requirements. Make sure your vendors are properly licensed and insured to work in your destination. “Most venues require vendors to have insurance and provide a COI (Certificate of Insurance),” explains O’Connell. “Don’t be surprised by these requirements too close to the wedding date, as they might not be possible.” 

This step is especially important if bringing in outside vendors who may not regularly work in the area. Some destinations have strict regulations about who can legally operate on-site, including local business licenses, permits, or liability coverage. Without the proper documentation, your vendor may be denied access to the venue altogether. To avoid last-minute stress, confirm these requirements with your planner and venue early in the process, and make sure your vendors submit all paperwork well in advance. Taking care of these technicalities upfront ensures a smooth, issue-free celebration when the big day arrives.

Featured image by Jennifer Nolan Photography