So you’re planning a destination wedding — congratulations! Once you settle on a destination, it’s time to turn your attention to the vendors who will bring your vision to life. In most cases, you’ll need the same team of professionals as you would for an at-home wedding: planner, photographer, caterer, florist, and so on. But with the extra distance, you’ll need to rethink your timeline to accommodate for availability, travel logistics, and time zones. Below is a general breakdown of when to book each vendor for a destination wedding. However, every destination (and wedding!) is different, so hiring a travel expert and wedding planner should be your first stop to develop a detailed planning timeline that meets your goals.

Travel Specialist – 12 to 18 months

As soon as you decide you want to host a destination wedding, it’s best to consult with a travel agent who specializes in destination weddings. Jen Avey of Destination Weddings Travel Group suggests securing a travel agent 12 to 18 months in advance, but if you’re planning an extended engagement, it still doesn’t hurt to start as soon as possible.

A destination wedding travel specialist will help you answer questions that will form the foundation of your wedding plans, like:

• Do you want to travel internationally or remain stateside for your wedding? This decision will impact your timeline as other countries have different marriage requirements, which could involve traveling earlier than planned.
• When do you want to get married? Depending on your ideal destination, different seasons can present both benefits (like discounted rates during the off-season) and risks (like unpredictable weather during hurricane season).
• How will you and your guests get to the destination, and where will you stay? A travel specialist will help you research flights, book a venue, and secure a room block with ample time for your guests to plan their travels accordingly.

“The earlier you start working with a destination wedding travel agent, the better,” Avey assures. In other words, don’t delay! If you dream of a wedding getaway, start planning the travel component sooner rather than later.

Photo by Carhart Photography

Planning & Coordination – 12 to 24 months

While some couples prefer to take on wedding planning themselves, the DIY approach is best left to celebrations closer to home. Managing the details of a wedding from afar—especially in an unfamiliar location—can quickly become overwhelming. From handling time zone differences to coordinating local vendors, a professional planner ensures every aspect of your experience is seamless and stress-free.

Most couples will work with two types of wedding professionals:

• Onsite wedding coordinator: If you’ve already booked a venue through your destination wedding travel specialist, you’ll typically start working with an onsite wedding coordinator. “Many all-inclusive resorts will provide you with an in-house event planner who is typically part of the wedding department staff,” Avey explains. “They will be your eyes and ears at your destination, so you don’t have to feel the stress/pressure of planning a wedding from afar alone.”
• Wedding planner: Since onsite coordinators are typically responsible only for what happens on the property, you’ll still need help with tasks like booking outside vendors and managing your budget. If you haven’t booked a venue yet, a dedicated planner can also help you find the right property and secure a date. Owner of Anna Solo Photography, Anna Solo, recommends booking a full-service planner at least a year in advance. “They will take the time to develop a connection with the rest of the team, recommend vendors based on a couple’s preferences and vision, and take the guesswork out of planning a wedding in a foreign location,” she assures.

While it might be tempting to save money by doing it yourself, leaving these responsibilities to the pros will allow you to focus on enjoying your engagement rather than drowning in logistics.

Photo by Anna Solo Photography

Venue – 12 to 18 months

Booking your venue is one of the most critical steps in planning your destination wedding because it determines your wedding date and sets the foundation for everything else. With availability varying greatly depending on the location and season, securing your venue early ensures you have your pick of the best options.

• Lean on your wedding planner and travel agent: Look to the experts for venue recommendations that align with your vision, budget, and guest count, as well as any amenities you want for your wedding experience.
• Schedule an onsite tour, if possible: Virtual tours are great, but nothing can replace the feeling of walking through your future ceremony site. “Seeing things firsthand is imperative to see your mental vision come to life,” promises Loni Peterson, MLS, owner of LP Creative Events. Try to schedule a trip to your destination and visit a handful of venues that interest you before deciding on one.
• Aim to book as soon as possible: Samuele Gallorini, founder of Gallorini & Giorgi Events, recommends booking a wedding venue 12 to 18 months in advance. “Wedding venues suitable for hosting guests for a destination wedding are limited, and the most popular get easily sold out even 18 months before the date of the wedding,” he confirms. 

Many properties include catering in their wedding packages, so booking a venue often knocks out two significant tasks at once. If your venue doesn’t offer catering services, ask your onsite coordinator for referrals and schedule a consultation as soon as possible.

Photo by Melani Lust Photography

Photography – 12 to 24 months

Your destination wedding is more than just a day; it’s an experience filled with unforgettable memories in a breathtaking location. You’ll want every detail captured to revisit for years to come! Hiring a professional photographer ensures that these moments are preserved for a lifetime, so you can always look back on your special celebration.

• 12-24 months: Photographers book out fast, so don’t delay! While you can usually find a destination photographer within a year of the wedding, you’ll have to factor in more time if you plan on flying a local photographer out to your wedding locale. “The photographer will need to prepare their team, research costs of transporting equipment, secure work visas for team members, and find ‘hidden’ costs and logistical roadblocks, such as airport fees, transportation, resort contractor fees, and potential issues with staying outside the resort area,” explains Melani Lust, owner of Melani Lust Photography.
• 6-9 months: As the wedding approaches, you’ll have a chance to upgrade your photography package with additional services, such as videography, drone photography, or a bridal portrait session. “Consider adding on extras, like an engagement session in your destination location,” says Craig Peterman, owner of Craig Peterman Photography & Videography. “It’s also when you’ll want to finalize things like style preference, shot lists, and timelines.”

With a destination wedding, hiring the right photographer is crucial — someone who can not only capture the beauty of your setting but also the emotions and details that make your day one-of-a-kind.

Other vendors, such as floral designers, hair and makeup artists, stationers, and officiants, can wait until later in the planning process, generally falling in the six- to nine-month window. However, you can’t begin working with any of these professionals until you have your fundamentals booked: your travel specialist, wedding planner, venue, and photographer. 

Planning a destination wedding is a thrilling adventure, but it requires an extra level of coordination to ensure every detail comes together perfectly. By booking your key vendors, you’ll set the stage for a smooth, stress-free wedding planning experience.