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Weddings
Planning a Destination Wedding? Read These 23 Expert Tips First!
When planning a destination wedding, most people typically have the initial thought of, "I'm just going to plan an easy and intimate destination wedding." Fast forward to six months later and you find yourself sweating...
photo by Perry Vaile

When planning a destination wedding, most people typically have the initial thought of, "I'm just going to plan an easy and intimate destination wedding." Fast forward to six months later and you find yourself sweating beads as you struggle with language barriers, vendors who are not as responsive as you would like them to be, and a gazillion other variables that you had never even thought of! Sound familiar?

Don't worry! We reached out to a group of destination wedding planners who just traveled to COMO Parrot Cay in Turks & Caicos, a private island that is perfectly suited for celebrations both large and small. Along with event organizer, Jacqueline Mattes, a luxury travel concierge and owner of Ten Twenty Travel, these destination event experts gave us their top 23 tips to help you effortlessly plan your destination wedding, along with a few pitfalls to avoid.

In collaboration with In Good Company PR

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Select a Destination that is Meaningful to You

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"We always recommend selecting a location that speaks not only of who you are as a couple, but also offers something new and different for your guests. This won’t just be a one-day event for them; it’ll be an experience and an adventure that they’ll cherish forever. Once you and your planner have chosen a destination (always involve your planner in your destination wedding selection – they will see beyond just the look and rental fee), you can weave the culture of the region into one or more of the events or elements." - Claire Duran, Claire Duran Weddings and Events
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Choose a Full Service Resort if Possible

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We love off the beaten path venues, but if it's your first time planning a destination event, you will definitely want to consider booking it at a full-service resort. You will be able to book all of your vendors, rental needs, and guest experiences in one spot.

"Being able to stay and host in one place provides clients with a deeper level of comfort. Our mix of accommodations allows for the wedding party to create their own special moment within the resort leading up to and after their wedding. The bride and her entourage can be in a large villa enjoying the day with champagne and passed canapés while being pampered by our COMO Butler. Guests will be able to reconnect and restore their mind and spirit - from group yoga and Shambhala Retreat spa treatments to active paddle boarding through the mangrove or snorkeling adventures. Then, cap off the afternoon with a relaxed picnic on the beach." - Thibaut Asso, COMO Parrot Cay

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Visit the Venue Before You Book

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Head OOO and book a vacation to visit your venue.

"Service from the property or venue’s staff can make or break a guest’s experience. If possible, spend a weekend at that property during the research process to understand their client service approach. Using an experienced event planner is a real asset for destination weddings because they have existing relationships with properties and have first-hand experience that can save you both time and money. They’ll know which property complements the style and interests of your guests as well as the overall weekend agenda." - Alison Laesser-Keck, Alison Bryan Destinations
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Book a Venue That Doesn't Need Much Decor

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"Budget is one area many clients overlook when planning a destination wedding. It’s very easy to overspend on a venue and have very little room to really craft the experience for your guests. Instead of choosing a place you feel the need to embellish with decor and flowers, select a property that naturally fits into the design vision for your celebration. If you love the overall environment of the place, for example, you’ll have the resources to dedicate to excursions, activities, or food that will impress your guests." - Alison Laesser-Keck, Alison Bryan Destinations
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Have a Seamless Travel Plan for Guests

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What are some things that couples may forget when coordinating guests who are traveling from afar?

"Having a seamless and efficient transportation plan is paramount. Ideally, you want large groups of guests coming in at the same time who can ride together on chartered buses and boats. This will cut down on costs for you, but also give guests time to get to know one another better en route to their destination. Even if the information may otherwise be listed somewhere like a wedding website or a printed itinerary, assume they will still need support in real-time!" - Jacqueline Mattes, Ten Twenty Travel

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Have a Travel Liaison for Your Guests

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"Your guests need to be aware of the time it will take to get from the airport to the venue and what modes of transportation they’ll be taking. Having a point of contact or travel liaison who isn’t the bride, groom, or immediate family can be a lifesaver. Guests need to have the freedom to ask questions, but also feel like they are being catered to while they are partying with you, and on the off-time. This will allow everyone to be present and really enjoy the celebration." - Jacqueline Mattes, Ten Twenty Travel
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Greet Your Guests with a Warm Welcome

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"During a destination wedding, you want to balance luxurious comforts with new experiences. From the moment your guests arrive, you have the opportunity to make a memorable impact that lasts well into their stay. Think about it; they may have just traveled by planes, boats, or cars and will need a warm welcome. Even before we reached COMO Parrot Cay, we were greeted at the dock ahead of our chartered boat with ginger tea and light bites. That small delightful touch made the transition so memorable and we immediately got a taste of the property’s commitment to health and wellness. Or, consider serving guests a special cocktail made with local ingredients, such as coconut or bananas (COMO grows their own on-site!)" - Britt Cole, 42 North
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Keep Your Welcome Dinner Simple

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"The welcome dinner should always be more casual; guests aren’t looking for formality. Instead, give them playful, easy dishes they can enjoy as they chat and reconnect." - Britt Cole, 42 North
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Get Creative with the Flow of Your Event

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Your guests have traveled from far and wide. Instead of hosting your event in one venue space at a property, book a few smaller venues so that your guests can travel throughout the property and experience different moments during their stay.

"Imagine an intimate ceremony by the Sanctuary Estate (the famous accommodations of Donna Karan), followed by a cocktail party on the piazza of the Terrace overlooking the island’s lush bougainvillea, and ending with a party at Lotus with a dance floor around the pool. COMO Parrot Cay offers endless creative options. Those unique moments will help guests feel like they are immersed in another world, versus a conventional ceremony followed by a sit-down reception." - Thibaut Asso, COMO Parrot Cay

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Let The Destination Guide Your Photo Shoot

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"My job has always been to people watch. To look for their interactions, their moods, to anticipate joyful moments and laughter. I’ve come to find that those things are given more freely when guests and couples are in a mindset to be present. There is something beautifully disarming about disconnection from the everyday environment that comes with a remote location. It causes a reset in the brain and perspective, even temporarily, that makes you see the world with fresh eyes again. COMO Parrot Cay elicits a truly soulful experience for guests - from families to couples to solo travelers. Choosing a location like this can really help you relax into the moment. From the beach to the open-air cocktail bar, the spa and gardens - there are plenty of diverse spots to shoot in an effortless, natural environment. And, there are plenty of opportunities for those candid moments of big, bold joy as well as small, quiet moments of connection somewhere that will hold significance." - Perry Vaile, Photographer
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Keep the Design Simple

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"Like the ancient Greeks, each destination has its own genius loci. This is a special spirit, atmosphere, genius, and magic that resides only in that place. The best destination wedding designs are those that seek not to transform the space into something new or familiar, but instead aspire to accentuate, appreciate, and complement the natural beauty and genius loci of the chosen location." - Claire Duran, Claire Duran Weddings and Events
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Embrace the Surroundings

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The most fun part about having a destination event is that you can get creative and think outside of the box.

"Embrace your surroundings. If you can have lunch on the beach rather than at a table in the restaurant, see if it’s possible!" - Britt Cole, 42 North

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Serve A Tasting Menu in Lieu of a Plated Meal

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"Instead of family-style or a plated meal, consider an engaging ‘tasting menu’ concept. At COMO, our servers would interact with us, presenting each guest with a bowl or plate of one special dish at a time. As they made their way around the table slowly, we could choose what we wanted and fill up our plates with smaller tastes of a larger menu. It was such a conversation starter and a great way to integrate the culinary team into our dining experience! Don’t be afraid to serve a variety of dishes - perhaps two salads, two entrees, a few sides, and a dessert plate. At a full-service property like COMO Parrot Cay, the staff remains with you throughout your stay, so it’s a really wonderful way to build rapport amongst a group." - Britt Cole, 42 North
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Don't Be Afraid to Ask

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"Our experienced staff will work with you to visualize how the experience will feel from start to finish, from the culinary service to aesthetic enhancements and entertainment. For larger groups, our Estate Houses provide expansive range to party without limitations. It’s important that couples feel empowered to ask for customizations - we welcome them at every turn. Think about the natural flow from one celebration to another and see if the property can help you amplify it in a new way." - Thibaut Asso, COMO Parrot Cay
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Don't Overthink the Experiences

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One planning pitfall is agonizing over the comfort and fun your guests will have. Remember that first and foremost your guests are traveling to see you get married! Your guests will have a blast. Secondly, don't overthink the experiences. You booked this venue in this destination for a reason. Lean into the local community and unique experiences that the property itself has to offer.

"Celebrate the individual spirit of the property and you’ll leave your guests with a once-in-a-lifetime experience. At COMO Parrot Cay, couples have a diverse landscape to use in their own way. I’d encourage you to get creative at any property, considering the style and energy of the space." - Thibaut Asso, COMO Parrot Cay

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Infuse the Local Culture into Your Event

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"Typically the wedding day can be a bit more elegant, classic, and timeless. But the rehearsal dinner, the welcome cocktails, the farewell brunch, or your welcome gifts are perfect opportunities to celebrate the picturesque, unique and exotic elements of your destination, as well as the colorful local traditions that your guests will remember for years to come." - Claire Duran, Claire Duran Weddings and Events
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Source Locally to Avoid the Wedding Budget Blues

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"Give your guests small, bespoke experiences that play into the overall environment and your vision while also controlling your budget effectively. Avoid high taxes or customs by embracing locally sourced florals, linens, and specialty gifting items. Choose just a handful of thoughtful items from a few favorite brands to include in welcome bags that may echo the venue or the energy of the place you’ll be celebrating in. For example, COMO stands for well-being, sustainability, and environmental consciousness but also has a tasteful, beach vibe. The welcome gift we got was perfectly suited for our time on the island, but also provided meaning for us long after our return." - Liz Carbone, Fox Events

Gifting Sponsors:

Totes: Aloha Collection | Clean Fragrance & Candle: PHLUR | Sustainable Jewelry: Raven & Lily | Organic Beauty: Lumoir Skincare | Sunhat: GiGi Pip | Bandana: OZMA | Sustainable Cashmere Wrap: Naadam | Glass Water bottle: Ello | Non-toxic sunscreen: Babo Botanicals 
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Send Guests a List of Welcome Activities Prior to Your Big Day

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It's no secret that the wellness movement has taken over the globe. Your guests are going to be treating your special day like a vacation, so send them a list of wellness-focused activities that they may want to book prior to their departure.

"Keeping with COMO’s wellness focus, we experienced a restorative yoga class, an afternoon at their Shambala spa, and lots of time on the beach. They have water sports, a one-of-a-kind kids ‘clubhouse,’ tennis, biking, and so much more." - Neillie Butler, Mariee Ami

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Put an Activities Agenda in Each Guest Room

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"The beauty of a destination wedding lies in the little moments in between the larger celebrations. Guests are given an immediate sense of comradery when they see one another on the property at breakfast, by the pool, or during an activity. Choosing a full-service property like COMO Parrot Cay - with creative activities available daily - means guests can be present and enjoy their leisure time without needing to leave! Don’t overcommit your guests, but plan a few things that are signature to the place. Create a ‘survival guide,’ or activities agenda that can be left in everyone’s room upon arrival. Include suggestions for optional activities as well as key events, meeting places, attire guidelines, and timing." - Neillie Butler, Mariee Ami
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Check the Weather Before Booking

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"Weather patterns and timing are crucial when determining the best location for your celebration. Hurricane season may come to mind, but think about other temperamental conditions like bugs, extreme humidity, or even fires. Understand what’s happening in that location leading up to and during your wedding - like major cultural festivals, sporting events, or city celebrations that could impact your guest experience." - Alison Laesser-Keck, Alison Bryan Destinations
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Service is Everything

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The biggest stress when planning a destination event is having vendors who are not service-oriented. There is nothing worse than sending countless unanswered emails and phone calls.

"You can always improve the look and feel of a space, but service cannot be altered. At COMO, our needs were thoughtfully met at so many touchpoints and the importance of true hospitality was felt continually throughout our stay. We knew each of our dedicated staff members by name and they were invested in giving us a completely memorable stay from the moment we arrived. They paid close attention to small details that may otherwise go unnoticed. After the first evening together, our staff knew who in the group preferred sparkling or still, red or white wine. That’s true hospitality." - Alison Laesser-Keck, Alison Bryan Destinations

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Choose a Venue with Rentals That You Like!

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Another budget saving tip is utilizing as much of the provided venue decor and rentals as possible. Sourcing rentals from multiple different event companies can add up quickly!

"Candles, a few tabletop arrangements of native flowers, and fruit from their coconut farm perfectly accentuated the natural environment for each of the dinners we spent together. Find a venue with tables, chairs, serving wares, and lounge vignettes that don't need any dressing up!" - Liz Carbone, Fox Events

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Spend Quality Time with Your Guests

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The whole point of a destination event is to get extra time with your guests. Try not to get caught up in the silly stuff and make sure you get time to party with your loved ones beyond your big day.

"If you’re having a multi-day celebration, the morning of your welcome party is a great time for the bride and groom to participate in an activity with their guests. Have the photographer come along to capture the fun!" - Neillie Butler, Mariee Ami

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