One of the best ways to have a memorable wedding is to plan a destination wedding. It combines the joy of getting married with the chance of exploring a new destination across your country or even abroad! But, planning a destination wedding requires careful consideration and planning in the aspects of choosing a location, setting a sound budget, and making it easy for guests to travel and enjoy the event. In this article by BWADJ, we’ll explore the step-by-step process couples can take for planning a successful destination wedding.

Choose a Great Location

The whole point of a destination wedding is to host it at a great location. Hence, the first step will be to brainstorm the best locations and then rank them based on feasibility, cost, and preference.

• Weather: For those planning to host the ceremony outdoors, weather should be one of the first factors to consider. Research your destinations’ average weather patterns and temperature during your preferred dates. Additionally, it’s best to steer clear of locations that are prone to extreme weather conditions.

• Accessibility: Hosting a wedding on an island or mountain top are great ideas, however as the host, it’s important to ensure that all guests including seniors and those requiring health accommodations can attend your wedding. For this reason, it’s best to choose locations that are easily reachable by cars or public transportation.

• Preference: At the end of the day, it is your wedding and you have the freedom to choose the location that best meets your needs. Whether it be a place with which you have a personal connection or a destination inspired by your favorite movie, your preference should take priority while making a decision.

Set a Budget

Setting a clear budget is crucial for any wedding, but it becomes even more critical for a destination wedding, where expenses can quickly add up. As reported by Bankrate, the average cost of a wedding and reception as of 2022 stood at $30,000. Consider the following steps to establish a realistic budget:

• Research Local Costs: The cost of decorations, catering, and other wedding-related activities vary across locations. Conduct online research to ascertain how much you’ll be paying based on the location(s) you shortlist.

• Include Travel Expenses: Remember to account for the travel expenses of you and your immediate family, given that there is a high chance you will be traveling together. Additionally, flight and train fares constantly fluctuate, hence it’s best to book well in advance and take advantage of group discounts to keep costs low.

• Create an Emergency Fund: Unexpected costs and last-minute charges are more common than you think, as reported by Brides. Hence, it’s best to set aside an emergency fund of 10-20% of your total budget to safeguard yourself from surprise costs.

Save Money with DIY Invitations

While decorations, catering, and other big-ticket items are best left to the professionals, you can save a considerable amount of money by designing your own invitations. 

• Use Online Design Tools: There are various great online design tools using which you can create a great wedding invitation within a few clicks. You can also personalize it based on your theme, location, and other preferences. Click here to try one of the best tools for designing wedding invitations. 

• Share Invitations Digitally: Additionally, instead of spending hundreds of dollars on printing cards, consider sharing them via email or messaging apps. 

Help Guests With Accommodations & Travel Plans

Helping your guests with planning accommodations and travel will result in a smooth and enjoyable experience for everyone involved. 

• Negotiate Group Bookings: For close friends and family, consider getting buy-in from everyone to purchase a group package. This will result in considerable savings and an organized travel schedule. 

• Provide a Wedding Guide: Once your wedding plans have been finalized, consider creating a guide that encompasses all the information things guests should know, such as the date, ceremony schedule, best accommodation options, and more to keep everyone informed and on the same page.

When it comes to hosting a destination wedding, planning will be key. In addition to choosing a location, you'll need to create a sound budget and utilize the best ways to keep costs in check, by creating your own invitations and making group bookings.

Finding the right DJ

The year of the wedding was marked 2020. Everyone wanted to be married on that year. Bam then covid hit and in California pretty much shut down. Some folks were able to reschedule their wedding with smaller guest lists in 2021. Then people were saying 2022 is going to be the year full of weddings and while I type this there is an increase of Covid Cases. It might be a short phase or it may continue. Some folks are opting for quick small weddings without a reception due to the restrictions in California. 

  Having a destination wedding in California can be the answer. There is plenty of open space venues that will be a solution during these uncertain times. A lot of destination weddings are smaller in attendance since it is not local to the attendees. Setting up a destination wedding can be difficult since most of the vendors will be new to the couple and have not used before. Setting up a wedding is like having a second job since there is a lot of prep to interview the vendors and then having to select the perfect one for the job. To make it easier there are venues that are all inclusive to take out all the guess work. That is one way to make it easier.

Finding the right dj for your destination wedding maybe a wee bit more difficult. Some venues may have in-house djs but I would not trust that. It’s a dj they always use and most of the time maybe only exclusive for that venue. But if the dj is on the venue’s preferred vendor list then that maybe better to choose for. It shows that the dj has been there before and did a good job so they recommend them. An in-house dj means the fee paid for the dj goes into the venue’s pockets and dj maybe good or not so good but the venue will recommend them either way since it means better profits. 

I recommend actually talking to the dj and getting a feel for them. These times it’s so easy to send a text or an email and get information about the dj but I feel getting the right dj is so important. They are going to be your party director or the Fun Ninja of your big event. It’s their job to build the energy of the event. In the phone call you will feel of their musical knowledge and if they actually like the music that you enjoy. Ask them about their wedding knowledge and what they recommend for the order of events. How quickly can they respond to you is important? You want a dj to have the best communication. You want them to help you with the playlist and give you suggestions and offer suggestions on how to do the events. They should be open-minded to the events you want to do or not do. A wedding is your event and you should have it any way you want since it’s a representative of you and your new spouse. 

There are many reasons to have a destination wedding. Maybe the bride and groom had the dream of getting married by the ocean or even the Golden Gate Bridge! When you do get married locally it is easy to meet local vendors and venues to see whom you would pick for the location and vendors. When you are doing a destination wedding, visits to vendors and venues can be more limited due to the distance.

For brides and grooms looking for an easier way to book their venue and vendors in the bay area then they can select an all-inclusive packages to lessen the stress. In these packages, the venue with décor and catering can be included. Open bar anyone? Venues can set up tables and chairs and take them down. If the ceremony is held at the venue, some venues will provide seating, the arch, wedding rehearsal and recommend officiants.  While some venues may be able to provide the sound for the ceremony or recommend the right dj for that.

Speaking of the right dj, Black and White Affair (www.bwadj.com) can set up the ceremony with multiple speakers to ensure everyone can hear the vows and the officiant no matter how big or small the ceremony is. Need sound for your cocktail hour? That is an easy fix for Black and White Affair. As your Bay Area Dj, we can travel anywhere in the Bay area to make sure your destination wedding happens as smooth as possible. We can also do video calls to make iron out all the details for the wedding.  Let us provide the sound track for your Bay Area destination wedding.