First I would like to say that this is how the planning went with my resort. Some details may vary depending on the location, but hopefully it'll give you some good starting points and tips.
Before I even begin, I would like to mention that the best advice I got when I started planning was to keep a paper trail of everything you/the resort agree to. In case there is a dispute on the price (or any other items) down the road, you will have proof. As well, the first few steps are probably the most important steps and most difficult (Steps 1 - 6) as they have to be done simultaneously.
First Step - Estimating the number of guests
- This is the first step because anything you do from now on, you will have to give an estimated number of how many guests you are expecting. For example, the resort will most likely ask how many guests you are planning to have and so will the travel agent and they will quote prices accordingly.
- Try to estimate who will actually be able to get on the flight for your wedding as opposed to the total number invited. Some resorts offer packages based on number of people and some are more relaxed about it.
- I also found it really helpful to tell the guests in a non-formal way when the wedding is likely to be and that it will be a destination wedding. This helped my guests to plan vacation time way in advance. This leads me into the Second Step
Second Step - Wedding Date
- Estimate when you would like to have the wedding, preferably to the week/day. Again, this will be required for the resort and the travel agent.
Third Step - Finding the resort
- Search for a resort. Look at what it offers, what entertainment it has. Read reviews. My resort's website had a link with wedding information and an email address to contact them for more information. I clicked on "get more information" option and received wedding packages available at the resort.
- Or, you can contact the resort directly and ask for more information. While you're waiting for the answer, go to step four.
- You'll be communicating with the resort on date availability and package options.
- Important items to find out (you don't have to find out everything right away. Majority of these items will be dealt with later on. However, keep them in mind).
- how many people does the package include (some resorts have packages for 40 people and you have to pay extra for anyone over 40 person limit)
- what type of packages are offered (legal vs. symbolic). If you choose legal, make sure what paperwork you need to have (this can be done at a later date, but we aware of it).
- price of your chosen package
- what's included in the package - so you can estimate what else you would need to get besides the package and the costs: Ex - my package included
- Welcome dinner - you should be able to choose menus for all guests, confirm that drinks are all inclusive
- Bride bouquet
- Groom boutonnière
- Music for the ceremony
- 10 professional coloured pictures of the wedding ceremony
- Reception dinner - you should be able to choose menus for all guests, confirm that drinks are all inclusive
- Wedding cake - I had a choice between three cakes. You should bring your own wedding cake topper
- DJ
- Basic decorations
- Minister
- Several bottles of sparkling wine
- Some extras I had to get were
- Cocktail bar during the dancing portion
- Extra bottles of sparkling wine during photo session after the ceremony before the reception dinner
- Hair and make-up appointments
- Flower for the hair if you don't have a veil
- Arch decorations
- Extra flowers for decorations
- Chair decorations
- Bridesmaid bouquets
- A band to play to entertain guests as you are taking pictures
- Centrepieces for the tables
- You don't have to discuss these items now, just be aware of what's included and what's not.
- You are probably thinking that you have one year to go and plenty of time to book. When I was booking the date, all Fridays, Saturdays and Sundays were already booked. As a result, estimate how many people will go for the full week (in that case you don't have to worry about doing a wedding on the weekend) and how many would be coming just for 3-4 days (in that case you may want to book a weekend wedding).
- The resort should let you know if your chosen date and time are available, and if not they should suggest other dates that are available. Keep in mind you have to match these with the flights available.
Fourth Step - Search for flights
- Go onto websites such as www.selloffvacations.com (or any other site you usually use to book all inclusive vacations) to see if there are flights available around the week that you have chosen. There may not be too many flights available since you're looking approximately one year in advance. There will be more options closer to the date.
- Several things have to happen at this point. One, keep in mind that some resorts require you to arrive at the resort a few (2-3) days before the wedding to finalize some of the details. As a result, your flight would need to arrive 2-3 days before the date.
- At this point you can call an agent and set up an account with your information. You don't have to book anything yet at this point.
- Find out what discounts you can get for the number of guests you will have. Ex: some agents offer a free ticket for every 12 guests booked, which you can then use for yourself or split the discount among your guests.
- Shop around with different websites that offer all inclusive vacations to see which one gives you the best deal. I used www.selloffvacations.com
- The reason why I had to communicate with the resort and the travel agent simultaneously is because my resort required for us to have booked flights to be able to book the wedding date. Some resorts only require a deposit and as a result you do not have to book flights early. However, make sure there are flights available around your chosen date.
Fifth Step - Booking Flights
- The main item in planning a destination wedding is to book the date at the resort of your choice. However,
- At this point, you will have been communicating with the resort to discuss which dates are avialable. As you are negotiating with them, be aware of when you want the wedding to be, what flights are available, so you can make a better decision as to when you want to book the date.
- Once you've settled on a date and the resort has tentatively approved the availability of the chosen date, you can book the flights for you and your fiancée. This should be quick as you will have already set up an account with the travel agent.
Sixth Step - Finalizing the date at the resort
- Keep in mind that you will be planning on "resort time"...a.k.a. it takes about a week to get an answer to your question (it gets better as your date approaches).
- Once you have a booking number you can finalize the date with the resort.
Seventh Step - Distribution of Information
- Once you have everything booked, decide how you want to disseminate information to your guests re: flights, dates, package options, promotion options, wedding attire, restaurant booking etc.
- Some people do save-the-date cards with detailed information on who they need to call to book flights (I gave my guests option to book on their own, not through the agent I was working with)
- I created a website to make it easier and included the website in the invitation.
- Invitations - if you want to do electronic invitations, you can use www.paperlesspost.com where you can customize your wedding invitation.
- Make sure to let your guests know when you need their RSVPs as some resorts require final confirmation of guests one month before the wedding (I'm sure minor changes are acceptable, but the number of guests should be confirmed)
Eighth Step - Finalizing details
- After you've told all your guests, at this point you'll be communicating with the resort to finalize details such as decorations, menus, process etc. They should guide you through all the available options. In my experience, majority of the planning was done three months in advance.
- My wedding planner at the resort sent information about what will happen on the day of, who will pick me up, when should the guests be at the location etc. That's why it's good to have a welcome dinner for you to relay that information to your guests.
- You should also receive packages with menus, flower options etc. for you to choose from. Everything was done through email.
- You can also ask to book appointments for you and your bridesmaids for hair and make-up
- Some resorts offer photographers on site. Some resorts do not allow to book photographers off site. I was allowed to bring a photographer as he was part of my wedding party. Find out what the rules are.
- You can also provide a seating chart. I did this upon my arrival.
- You may have to provide a list of guests in each room so that the resort can plan it out.
- Find out whether the DJ has his own music or whether you need/can provide your own.
- Definitely find out what plan B is if it rains the day of the wedding.
General Tips:
- Create a spreadsheet to keep track of all your expenses, to do lists, all items you have already booked and still need to book to keep organized.
- Remember, if something does not go as planned, no one will care. You're all on vacation. That's the best part about a destination wedding.