Planning a destination wedding is a dream come true for many couples, offering a chance to say “I do” in a beautiful location with close friends and family members. But with that dream comes the reality of budgeting for a destination wedding, which can feel overwhelming when you start factoring in costs for travel, accommodations, and more.

Fortunately, a destination wedding doesn’t have to feel out of reach! Unlike local weddings, you’ll need to consider some extra aspects for your celebration, such as currency exchange rates, vendor travel fees, and other additional expenses. Going into the planning process with a clear budget breakdown will help you allocate funds wisely and prioritize what matters most, be it a beloved local band or a prized photographer.

Whether you’re planning a seaside getaway, a mountain retreat, or an urban escape, understanding how to structure your destination wedding budget is the first step to bringing your vision to life. Here are a few key considerations to keep in mind.

Photo by Anna Solo Photography

Work with a destination wedding planner

First things first, you’ll want to find a trusted professional who knows how to navigate the local wedding market. From leveraging industry partnerships to offering cost-effective advice, it helps to have someone on the ground who has your best interests in mind.

“They’ll know the ins and outs of your location, can negotiate better rates, and save you from common pitfalls,” assures Craig Peterman of Craig Peterman Photography & Videography. While it might seem like just another cost, the choice to hire a planner often helps couples to save in the long run. 

Plus, a destination wedding planner will take on most of the work involved with planning your wedding, allowing you to truly soak in your engagement — and that’s priceless!

Consider an all-inclusive venue

Planning your wedding with a piecemeal approach is a more stressful experience, but it’s also typically more expensive than opting for an all-inclusive! Instead of researching, sourcing, and paying for all of your vendors, comprehensive venue packages can simplify budgeting and offer savings across all vendor categories.

“If you’re lucky enough to get married at an all-inclusive resort, accommodations, airfare, and wedding packages will be your main budget categories since all of your vendors and decor are rolled up into one all-inclusive wedding package,” explains Jen Avey of Destination Weddings Travel Group. “After that, you’ll just have to account for your attire and accessories, such as a dress, veil, jewelry, shoes, etc.”

Another all-inclusive advantage: You can enjoy a fully immersive experience with your guests! With everyone staying on the property, you’re free to plan additional events onsite or simply hang out by the pool and enjoy drinks at the bar. No extra transportation needed!

Budget for wedding-adjacent celebrations

Since everyone is traveling for your big day, take advantage of the time together by hosting a few ancillary events for your guests to celebrate beyond the wedding itself! 

“Your weekend wedding deserves to be unforgettable,” says Sharon Boustani of Gilbertsville Farmhouse. “A destination wedding is like a mini vacation for you and your guests, so make sure to make it an immersive experience for everyone.”

Some events you may plan in your destination include:

• Welcome parties
• Rehearsal dinners
• Tours of the local city
• Adventure excursions (think boat rides or group hikes!)
• Organized scavenger hunts
• Group classes (go for options that celebrate the local culture, like a cooking class or wine tasting!)
• Late-night pool parties
• Farewell brunches

Naturally, the cost can vary depending on the type and scale of your pre-and post-wedding activities. Work with your destination wedding planner and venue representative to plan a weekend that makes the most of your time and budget!

Photo by Carhart Photography

Don’t forget ground transportation

One often overlooked expense is ground transportation at your destination! From airport transfers to roundtrip hotel shuttles, providing guests with onsite transportation saves them the hassle (and cost) of renting a car and elevates their experience. Nobody wants to fuss with parking while they’re on vacation!

While transportation is a key component of a winning guest experience, Loni Peterson of LP Creative Events notes that it can come with quite a price tag — so it’s best to plan early. “Thinking about offering this to your guests at the beginning of the planning process is crucial to how the rest of your budget might unfold,” she affirms.

If your vendors are traveling to work in your destination, make sure you’re clear on fees related to their travel and transportation as well. 

Expect the unexpected

Surprises can be great, except for when they come with sticker shock! You can plan the most detailed budget, but when it comes to wedding planning (and travel), there will likely be some costs you hadn’t anticipated. However, that doesn’t mean you can’t account for them ahead of time.

Jaclyn Watson of Jaclyn Watson Events urges couples to “leave some wiggle room for unexpected expenses, like last-minute changes or additional gratuities.”

So, how much is enough padding? Peterman suggests setting aside “at least 10% of your budget for unexpected expenses like weather changes, overtime fees, or last-minute decor tweaks.” 

Other surprise costs may include:

• Travel expenses for vendors (flights, accommodations, meals, etc.)
• Local marriage license fees
• Travel and/or event insurance expenses
• Transaction fees for currency exchange
• Shipping costs for decor and other wedding-related items
• Vendor tips

When padding your budget, it’s always better to overestimate what you might need. After all, the worst that could happen is that you end up with extra funds left over for your honeymoon (or your savings account!).

Stay organized

When your budget lives in your head, overspending is inevitable. So, instead of relying on your memory and credit card statements, Chandai Raghunauth of Chandai Events encourages couples to “use an Excel document to keep track of all the costs.”

As you start planning your wedding, record the following in your spreadsheet:

• Expense category: Breaking your budget down into vendors, travel, attire, and other overarching categories can set the foundation for an organized, cost-effective planning experience.
• Description of cost: What is each line item for? For example, your travel category might include flights, gas, accommodations, and travel insurance. On the other hand, your vendors may include planners, venues, photographers, and caterers.
• Anticipated cost: Do some research to determine how much you expect to spend on each item. These numbers can greatly vary based on your chosen destination, so this is where a planner can really help.
• Actual cost: Track how much you actually spend on each line item compared to your estimated costs. Adjust your budget accordingly.

If you want to go the extra mile, use this spreadsheet to track payment deadlines and other vital information throughout the planning process. The more organized you are, the easier it will be to save money and avoid unnecessary expenses (like late fees!).

Hosting a destination wedding is an exciting adventure, but it requires careful budgeting to ensure you can celebrate the way you want! You shouldn’t have to limit your dreams because of the cost, so start by creating a financial plan that ensures you get to enjoy all of your top priorities—whether it’s a five-star caterer or first-class flights—without feeling like you’re breaking the bank.

Featured image by Kevin Heslin Photography