Destination Wedding: What You Need to Know
Over the years, I’ve had the incredible opportunity to photograph destination weddings both locally and across the country. Many of my couples travel to East Tennessee for their dream weddings at stunning venues like The Trillium Venue, The Magnolia Venue, and Nichols Heir. But I’ve also packed my camera bag for weddings in places like Charleston, Jackson Hole, Breckenridge, Alabama, North Carolina, Michigan, and Florida. This November, I’m heading to Cape Cod for another incredible wedding. Then, in February 2026, I’ll be capturing a beautiful celebration in Mexico. If you’re planning a destination wedding, I’ve seen firsthand what works (and what can be tricky). So, I want to help you feel confident in your planning!
1. Which vendors should be local and which can you bring with you?
One of the biggest challenges couples face when planning a destination wedding is hiring vendors. When it comes to knowing which vendors you should bring with you vs. which ones to hire locally, it really comes down to harnessing your priorities. If photography is one of your top priorities, find a photographer you love and bringing them with you. Not all cities have great photographer options, and you shouldn’t sacrifice this just because you can’t find a local person with the style you’re looking for. Same goes for videography. When it comes to planners, however, it’s 50/50 here. Some venues come with a planner, in which case, I would use your venue for this. They will know the venue better than anyone you bring in. Plus, they will know how to guide you through difference decisions in the planning process. If your venue does not include a planner, find a destination planner you love or find a local planner! When it comes to bands, depending on the city you are marrying in, you may have to hire a band to come to you. If you’re opting for a DJ, however, a local DJ is usually the way to go. Most of your other vendors (florists, rentals, caterers, bakers, hair and makeup, live painters, photobooths, etc.) will work better by finding someone local. Start by asking your venue for recommendations. They’ve worked with many vendors and can point you toward reliable professionals. Also, check wedding blogs, social media, and local Facebook wedding groups. Additionally, if you inquire with a vendor that isn’t available, ask them who they would recommend. We all have other vendor friends on our referral list to send your way if we aren’t available!
2. Should You Visit Your Venue In Person Before the Wedding?
If possible, absolutely. Visiting your venue in person allows you to see the layout, visualize your ceremony and reception spaces, and address any logistical concerns. It’s also a great opportunity to meet your venue coordinator, take engagement photos, or do a menu tasting if your venue provides food. If traveling isn’t an option, request a virtual tour and ask for plenty of photos and videos. Hiring a photographer and videographer who have done weddings at your venue will also enable you to see a full gallery from them of what a full wedding day looks like.
3. What Else to Check Off Your List on a Venue Visit
If you can make one trip before your wedding, maximize it! Use this visit to:
• Meet your planner or coordinator in person
• Do a hair and makeup trial
• Have a menu tasting with your caterer
• Have a cake/dessert tasting with your baker
• Schedule a floral design consultation
• Schedule your engagement session
• Plan a fun date night in the area to get a feel for the local vibe that you can later share with your guests as things to do in the area!
This visit will give you peace of mind and help you feel more connected to your wedding vendor team.
4. When Should You Arrive for Your Destination Wedding?
Plan to arrive at least two to three days before your wedding to allow time for any last-minute details, a final venue walkthrough, and adjust to any time zone changes. If your wedding is international, you may want to arrive even earlier to account for travel delays and time to relax. After the wedding, consider staying a few extra days for a mini-moon or simply to decompress before heading home.
5. How to Choose Your Guest List
Destination weddings tend to have smaller guest counts because of travel costs and scheduling conflicts. Start with your non-negotiable guests (immediate family and closest friends). Then, extend invitations accordingly. A good rule of thumb is that around 60-70% of invited guests will attend a destination wedding. Of course, this varies based on location, travel distance, and expenses.
6. Don’t Forget Your Marriage License!
Each state (and country) has different requirements for obtaining a marriage license. Some require a waiting period, while others may require an in-person application. Research the local county’s marriage license regulations well in advance, and schedule time to pick it up before your wedding day. If you’re having an international wedding, you may need to get legally married in the U.S. first for the simplest process.
7. Help Guests Explore the Area
Since your guests are making the trip for your wedding, why not help them make a full experience out of it? Adding a “Things to Do in the Area” section to your wedding website or invitation suite gives them a great starting point for planning their own mini-vacation. Share some of your personal favorite restaurants, hikes, beaches, coffee shops, or must-visit attractions. This helps them feel a sense of connection to you as they explore. Whether it’s your favorite brunch spot, a scenic overlook you love, or a hidden gem only locals know about, giving them a curated list will make their trip even more special!
Bonus: What Not to Do for a Destination Wedding
While there are plenty of things to plan for a destination wedding, there are also a few things you should avoid. Don’t try to bring everything with you. Shipping decorations, flowers, or bulk wedding items can be costly and unreliable so source what you can locally. You can rent decor from your venue, planner, or a local rental company for the most stress free option. Avoid scheduling too many pre-wedding events. Your guests are already investing time and money to be there so keep additional plans optional. Don’t assume every guest will RSVP yes. Travel can be expensive, and some guests simply won’t be able to make the trip. Don’t get your feelings hurt if someone close to you can’t afford to go. Try to be compassionate and understand their situation.
Planning a destination wedding is an exciting adventure, and with the right preparation, it can be a smooth and stress-free experience. Whether you’re traveling to the Smoky Mountains or a beachfront resort in Mexico, these tips will help you plan a wedding that’s both beautiful and unforgettable!
I’m a Knoxville Wedding Photographer that loves to travel. I shoot anywhere! Click here to contact me with any questions you have about pricing or booking! If you liked what you saw above, go ahead and follow me on Facebook or Instagram to see my daily updates of the latest sessions!
See more from Amanda May Photos:
Marriott Hotel Engagement Session
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