Destination weddings are a magical way to celebrate your special day, combining the joy of marriage with the allure of travel. However, planning such a grand affair can feel overwhelming without the right guidance. This comprehensive checklist ensures you leave no stone unturned, from guest invites to the final send-off. Dive in and make your dream wedding a seamless reality!
1. Pre-Wedding Essentials
Guest Invites & RSVPs
- Confirm your final guest list and RSVP statuses.
- Share travel and accommodation details with all guests.
- Provide a detailed itinerary to keep everyone informed.
Transportation
- Book flights, trains, and local transport for guests.
- Organize airport or station pick-ups and drop-offs.
- Schedule shuttles between hotels and venues for all functions.
Packing Essentials
- Curate outfits and accessories for every function.
- Include essentials like chargers, extra batteries, and toiletries.
- Pack an emergency kit with first aid, sewing supplies, and stain removers.
Vendor Coordination
- Confirm bookings with vendors for decor, catering, photography, and makeup.
- Share a detailed event itinerary and ensure timely arrivals.
2. Venue & Accommodation
Room Allotment
- Assign rooms and share details with your guests.
- Place welcome hampers in rooms, including snacks, the itinerary, and local information.
- Address special accommodations for elderly guests and children.
Welcome Desk
- Set up a welcome desk at the hotel to assist guests during check-in.
- Assign a point-of-contact for queries.
Function Spaces
- Ensure each event venue is decorated and prepared.
- Reserve backup indoor spaces for outdoor events in case of bad weather.
3. Event-Specific Arrangements
Day 1: Haldi
- Decorate with yellow and floral themes.
- Arrange comfortable, waterproof seating.
- Prepare Haldi paste and giveaways like towels and flower petals.
- Organize water activities for post-Haldi fun.
Pool Party
- Enhance the vibe with poolside decor, inflatables, and themed seating.
- Provide essentials like towels, sunscreen, and changing areas.
- Include refreshments, music, and ensure a lifeguard is present.
- Plan fun poolside games or activities.
Gala Night
- Go glam with stage decor, lighting, and a seating chart.
- Set up dinner arrangements and a DJ/band with a sound check.
- Arrange professional photographers for the night.
Day 2: Mandap Muruhat
- Prepare the mandap with early morning decor and seating.
- Organize puja essentials like flowers, diya, and kalash.
- Allocate space for footwear and personal belongings.
Wedding Ceremony
- Set up a stunning mandap with fresh floral decor.
- Plan bride and groom seating with clear guest views.
- Define entry and exit paths for processions.
- Offer refreshments for arriving guests.
Reception
- Create a grand stage with striking decor and lighting.
- Arrange catering, a dessert table, and a bar area.
- Set up a dance floor with live music or a DJ.
- Distribute thank-you gifts to guests.
4. Other Considerations
Food and Catering
- Finalize menus for all events and conduct tastings if possible.
- Address dietary restrictions and allergies.
Photography & Videography
- Confirm the shot list and schedule for every function.
- Plan for candid and staged photo sessions.
Emergency Backup
- Arrange for power backups and generators.
- Set up rainproof options for outdoor events.
Send-Off Arrangements
- Organize farewell gifts for guests.
- Schedule transport to the airport or station.
1. Essentials for All Events
- Decor Vendor
Essentials: Floral arrangements, lighting, seating, stage setups, aisle decor, backdrops, entrance decor.
Vendors: Destination wedding planners, local florists, decor companies specialized in weddings (e.g., WedMeGood, ShaadiSaga, or local city-based decorators).
- Audio-Visual & Lighting Vendor
Essentials: Sound systems, microphones, lighting effects, projectors (for slideshow or video during the reception).
Vendors: AV rental companies, DJs with lighting setups, or wedding production teams.
- Photography & Videography Vendor
Essentials: Photographer team, videography setup, drone cameras (for aerial shots).
Vendors: Choose experienced destination wedding photographers (The Wedding Filmer, Stories by Joseph Radhik, etc.).
- Transportation Vendor
Essentials: Shuttle services, airport transfers, event-to-venue transport.
Vendors: Local car rental services, transport aggregators (Ola Outstation, Uber Rentals, or city-specific rental services).
- Welcome Kit Essentials
Essentials: Itinerary, snacks, sunscreen, local maps, or hotel information.
Vendors: Local vendors or online bulk order services (Amazon, Flipkart, or BoxFox for custom welcome kits).
2. Day 1: Haldi
- Haldi & Floral Decor Vendor
Essentials: Yellow-themed flowers (marigolds are popular), Haldi trays, water-resistant seating, floral garlands, petal showers.
Vendors: Local florists or wedding decorators specializing in traditional setups.
- Catering & Refreshments Vendor
Essentials: Light refreshments (coconut water, traditional sweets).
Vendors: Local caterers familiar with traditional cuisine.
- Entertainment Vendor
Essentials: Drummers, folk music artists, or a DJ with light music.
Vendors: Local event musicians or performers (many available through wedding planning platforms).
3. Pool Party
- Pool Decor Vendor
Essentials: Inflatable pool floats, sun umbrellas, lounge chairs, poolside decor.
Vendors: Decor vendors that specialize in pool or beach decor setups.
- Safety & Pool Essentials
Essentials: Lifeguard, towels, sunscreen station.
Vendors: Contact resort staff or hire a certified lifeguard for the event duration.
- DJ or Music System Vendor
Essentials: Portable sound system, pool-friendly playlist.
Vendors: DJs with pool party experience, rental AV companies.
- Food & Beverages Vendor
Essentials: Poolside bar, snacks, mocktails, cocktail station.
Vendors: Event caterers, local bartending services.
4. Gala Night
- Stage Decor & Seating Vendor
Essentials: Grand stage setup, floral or fabric backdrop, elegant seating.
Vendors: Professional decorators or wedding planners.
- Entertainment Vendor
Essentials: Band, DJ, dance floor lighting.
Vendors: Local artists or DJ with wedding entertainment experience.
- Photography Setup
Essentials: Photobooth, professional photo backdrop, instant print service.
Vendors: Many photographers can provide photobooth setups or instant print options.
5. Day 2: Mandap Muruhat
- Mandap Decor Vendor
Essentials: Floral mandap setup, seating, traditional decor elements (kalash, garlands).
Vendors: Traditional wedding decorators with expertise in mandap setups.
- Puja Vendor
Essentials: Priest, puja thali, flowers, holy water, essential puja items.
Vendors: Local pandits or priests with experience in destination wedding rituals.
6. Wedding Ceremony
- Main Mandap & Aisle Decor Vendor
Essentials: Aisle flowers, bridal and groom seating, guest seating, entrance arch.
Vendors: Wedding decorators familiar with traditional and modern setups.
- Catering & Refreshments Vendor
Essentials: Complete meal service, water station, refreshment stations for guests arriving.
Vendors: Wedding caterers, hotel or venue’s catering service.
- Sound & Live Music Vendor
Essentials: Traditional music (like shehnai or flute), PA system for announcements.
Vendors: Local musicians, live wedding music services.
7. Reception
- Reception Decor Vendor
Essentials: Grand stage, flower walls, seating arrangement, table decor.
Vendors: Experienced wedding decorators or florists.
- Catering & Bar Services Vendor
Essentials: Multiple-course meal, dessert station, open bar setup.
Vendors: Wedding caterers with bartending services or tie-ups.
- Entertainment Vendor
Essentials: DJ or live band, dance floor setup, stage lighting.
Vendors: Wedding DJs, live bands, entertainers available through wedding planners.
- Giveaways & Thank-You Gifts Vendor
Essentials: Personalized gifts, wedding favors for guests.
Vendors: Online bulk order services (Etsy, The Wedding Brigade) or local gift vendors.
Essential Vendors for All Events
Decor Vendor
Essentials: Floral arrangements, lighting, seating, stage setups, aisle decor, backdrops, entrance decor.
Vendors: Destination wedding planners, local florists, decor companies specialized in weddings (e.g., WedMeGood, ShaadiSaga, or local city-based decorators).
Audio-Visual & Lighting Vendor
Essentials: Sound systems, microphones, lighting effects, projectors (for slideshow or video during the reception).
Vendors: AV rental companies, DJs with lighting setups, or wedding production teams.
Photography & Videography Vendor
Essentials: Photographer team, videography setup, drone cameras (for aerial shots).
Vendors: Choose experienced destination wedding photographers (The Wedding Filmer, Stories by Joseph Radhik, etc.).
Transportation Vendor
Essentials: Shuttle services, airport transfers, event-to-venue transport.
Vendors: Local car rental services, transport aggregators (Ola Outstation, Uber Rentals, or city-specific rental services).
Welcome Kit Essentials
Essentials: Itinerary, snacks, sunscreen, local maps, or hotel information.
Vendors: Local vendors or online bulk order services (Amazon, Flipkart, or BoxFox for custom welcome kits).
2. Day 1: Haldi
- Haldi & Floral Decor Vendor
Essentials: Yellow-themed flowers (marigolds are popular), Haldi trays, water-resistant seating, floral garlands, petal showers.
Vendors: Local florists or wedding decorators specializing in traditional setups.
- Catering & Refreshments Vendor
Essentials: Light refreshments (coconut water, traditional sweets).
Vendors: Local caterers familiar with traditional cuisine.
- Entertainment Vendor
Essentials: Drummers, folk music artists, or a DJ with light music.
Vendors: Local event musicians or performers (many available through wedding planning platforms).
3. Pool Party
- Pool Decor Vendor
Essentials: Inflatable pool floats, sun umbrellas, lounge chairs, poolside decor.
Vendors: Decor vendors that specialize in pool or beach decor setups.
- Safety & Pool Essentials
Essentials: Lifeguard, towels, sunscreen station.
Vendors: Contact resort staff or hire a certified lifeguard for the event duration.
- DJ or Music System Vendor
Essentials: Portable sound system, pool-friendly playlist.
Vendors: DJs with pool party experience, rental AV companies.
- Food & Beverages Vendor
Essentials: Poolside bar, snacks, mocktails, cocktail station.
Vendors: Event caterers, local bartending services.
4. Gala Night
- Stage Decor & Seating Vendor
Essentials: Grand stage setup, floral or fabric backdrop, elegant seating.
Vendors: Professional decorators or wedding planners.
- Entertainment Vendor
Essentials: Band, DJ, dance floor lighting.
Vendors: Local artists or DJ with wedding entertainment experience.
- Photography Setup
Essentials: Photobooth, professional photo backdrop, instant print service.
Vendors: Many photographers can provide photobooth setups or instant print options.
5. Day 2: Mandap Muruhat
- Mandap Decor Vendor
Essentials: Floral mandap setup, seating, traditional decor elements (kalash, garlands).
Vendors: Traditional wedding decorators with expertise in mandap setups.
- Puja Vendor
Essentials: Priest, puja thali, flowers, holy water, essential puja items.
Vendors: Local pandits or priests with experience in destination wedding rituals.
6. Wedding Ceremony
- Main Mandap & Aisle Decor Vendor
Essentials: Aisle flowers, bridal and groom seating, guest seating, entrance arch.
Vendors: Wedding decorators familiar with traditional and modern setups.
- Catering & Refreshments Vendor
Essentials: Complete meal service, water station, refreshment stations for guests arriving.
Vendors: Wedding caterers, hotel or venue’s catering service.
- Sound & Live Music Vendor
Essentials: Traditional music (like shehnai or flute), PA system for announcements.
Vendors: Local musicians, live wedding music services.
7. Reception
- Reception Decor Vendor
Essentials: Grand stage, flower walls, seating arrangement, table decor.
Vendors: Experienced wedding decorators or florists.
- Catering & Bar Services Vendor
Essentials: Multiple-course meal, dessert station, open bar setup.
Vendors: Wedding caterers with bartending services or tie-ups.
- Entertainment Vendor
Essentials: DJ or live band, dance floor setup, stage lighting.
Vendors: Wedding DJs, live bands, entertainers available through wedding planners.
- Giveaways & Thank-You Gifts Vendor
Essentials: Personalized gifts, wedding favors for guests.
Vendors: Online bulk order services (Etsy, The Wedding Brigade) or local gift vendors.
Other Essential Vendors
- Makeup & Styling
Essentials: Bridal makeup artist, hairstylist, makeup artists for family members.
Vendors: Bridal beauty specialists, destination makeup artists.
- On-Site Coordinators or Planners
Essentials: A wedding coordinator or planner to oversee logistics and guest assistance.
Vendors: Hire a dedicated wedding planner or coordinator, available on platforms like WeddingWire.
Planning a destination wedding is no small feat, but with meticulous preparation and the right team, it becomes a joyous and memorable journey. Assign trusted coordinators to oversee different sections, ensuring the big day goes off without a hitch. With this ultimate checklist, you’re all set to create an unforgettable celebration in your dream destination. Cheers to love, laughter, and happily ever after!
