How to plan an intimate destination micro-wedding

So you have decided to skip the big affair and spring for the destination micro-wedding; CONGRATULATIONS! I love that for you. Destination events are some of my absolute favorite to plan and these next few paragraphs are going to answer some important questions that will help guide your planning process.

First question: What is a destination micro-wedding? Well, it is a small wedding that consists of less than 50 guests but still contains all the elements of a traditional wedding and is at a location that requires significant travel for everyone involved (including the couple).

Second question: Why would anyone want a destination micro wedding? Perfect for couples with small social circles, great for the people who love to travel and want to incorporate that in their wedding, ability to honeymoon directly after your event, more budget friendly (if planned properly), relaxed vibe, exciting experience, less stressful planning, endless options for venue, etc. Whatever the reason, the destination micro-wedding is an amazing option for any couple seeking a more intimate or unique setting for their special day.

Third question: Where do I begin? The answer is simple, your budget. Many would say, to set a date and I say to look at your budget first. If money is a large factor in your planning process (and for most it is) the budget can help with choosing a date and location. Prices for airfare, hotels and venues vary throught the year and usually take a dip during the slower seasons providing you an opportunity for savings on venue, accommodations, and airfare. If the budget is not your main concern, still set a number that you realistically want to spend on your event and allocate your funds for each vendor you plan on hiring. Set your budget, date, narrow down the guest count (50 or less), and announce your plans to have a destination wedding.

After planning your wedding budget, it is time to research locations and vendors. If you want to hire a planner, this is the best time to lock down full or partial planning services. Research travel wedding planners and choose the person that you feel like you mesh the best with and that fits your event budget. Your planner could be someone local to your destination or someone local to you that travels with you for the event. Some couples hire a planner that is local to them and can meet with at their convenience and then a local coordination team that executes the plans. Others hire a travel agency service that handles the logistics and planning but may not cover coordination/execution of the event (in that case, local coordination is your best bet). I am not here to tell you which is better, just to tell you to hire the person that you feel the most comfortable with that's within your budget.

Once your planner is in place, research locations, vendors, and finalize your guest list. Work with your planner to narrow down your vendor choices and lock them down. Make the decision on who you will work with to coordinate travel and local accomodations. Will you have your wedding at a resort? Or do you want to book a vacation rental and have it on property? Each option has their perks. Resorts often have packages, are all inclusive, and usually offer photography, videography, florals, catering, music, ceremony/reception decor and set up, and accomodations. Booking a vacation rental is similar to booking a venue that is not all inclusive. You will need to find rentals, catering, ensure that the rental allows events (vacation rental event fees are often significantly lower than traditional wedding venues), DJ/band, officiant, florist, transportation from airport, etc. Working with a solid planner should make this process seamless for you and ensure you do not miss any key details in the planning process.

Do I need a travel agent if I have hired a planner? Short answer: Maybe. The long answer: If your destination planner offers travel and accommodations planning and coordination services, that's great! But, not all destination planners offer these services; in that case, a travel agent should be added to your vendor team and should be expected to work closely with your planner to ensure that everything runs smoothly.

How do I coordinate logistics with my guests? This is an important question and one that gets overlooked too often. Communication is key with planning any event and trip. Create a wedding website, send out save-the-dates early and allow for your guests to ensure that they are able to commit to a destination wedding. Send out information on on travel & accomodations as early as you can and allow for guests to have time to prepare. This is not the time or detail to procrastinate on, especially for a destination event. Direct guests to your website and keep it updated or to your travel agency. If you are having guests stay on location in a rental with you, make sure you share that information with your planner and/or travel agent. Keep the lines of communication clear, open, and simple.

What about insurance? Always protect your event and trip with insurance. You have invested a significant amount of time, money, and energy into this wedding and it should be viewed as an investment that needs protecting. You have two types of typical wedding insurance, cancelation and liability. Cancelation insurance kicks in if you have to cancel your wedding for any reason and liability is often a requirement with official event venues. With a destination wedding I recommend cancelation, liability, AND trip insurance. All three protect you in different ways. To shop for insurance, start with your current insurance provider and see if they offer wedding insurance, many do and have great rates. Take it from a professional, get the insurance, just in case. This is more than a party, it is a memory and the start of a new chapter of your life.

Key take aways:

• Set budget, location, date, guest list

• Hire planner

• Work with planner to research and secure vendors

  • travel agent

  • venue

  • catering

  • photo/video

  • beauty team

  • music

  • rentals

  • accommodations

  • travel (air & ground)

  • florist

• Get insured

Planning a destination wedding can be fun and exciting, especially when you have a planning team that is committed to your vision while keeping you grounded, organized, and sane during the planning and execution of your big day. Good luck, congratulations again, and HAPPY PLANNING!