Picking a Wedding Planner for your Destination Wedding
Planning a wedding is a big adventure—but planning a destination wedding? That’s a whole different journey. Whether you're dreaming of a romantic Tuscan villa, a coastal escape in Portugal, or a lush jungle wedding in Costa Rica, having the right wedding planner by your side can make all the difference.
Here’s what you need to know when choosing a wedding planner for your destination celebration:
1. Local Knowledge is Everything
When planning a wedding from afar, having someone who knows the local terrain—both literally and figuratively—is priceless. Look for a planner who:
Has experience planning weddings in your destination (not just travel experience!)
Speaks the local language or works closely with bilingual vendors
Understands cultural nuances, legal requirements, and seasonal factors
💡 Pro tip: Ask them how many weddings they’ve planned in your chosen location, and whether they have an on-the-ground team or travel in.
2. Look for Destination-Specific Experience
Planning a destination wedding requires logistical finesse, creative problem-solving, and strong vendor relationships. You want someone who has:
Coordinated with international clients before
Experience with virtual planning (video calls, digital mood boards, remote approvals)
A strong sense of what works—and what doesn’t—in a destination setting (weather, travel time, infrastructure)
3. Ask About Vendor Networks
A seasoned destination wedding planner will have a curated list of trusted vendors—photographers, florists, caterers, and more—who understand destination timelines and standards.
Ask:
“Do you have vendor partners in this region?”
“Can we bring in our own vendors if we prefer?”
“How do you vet vendors for quality and reliability?”
4. Review Their Portfolio and Testimonials
Nothing speaks louder than past weddings. Ask to see full galleries (not just Instagram highlights) of real weddings they’ve done in your destination.
Look for:
Style consistency that matches your vision
Attention to detail
Testimonials from other destination clients (ideally couples from your country or language background)
5. Understand Their Planning Process
Every planner has a different approach. Some offer full-service planning only, while others may allow partial planning or month-of coordination.
Key questions to ask:
“What does your planning process look like, start to finish?”
“How often will we meet?”
“How do you manage communication across time zones?”
You want a planner who makes you feel supported and heard—even from thousands of miles away.
6. Budget Clarity and Transparency
Destination weddings can quickly become complicated budget-wise due to currency exchange, travel logistics, and import fees. A great planner will:
Help you prioritize your budget realistically
Be upfront about planning fees and vendor costs
Offer guidance on local pricing norms and alternatives
7. The “Vibe Check”
You’ll be working closely with this person through one of the most important times in your life. Beyond skill and experience, make sure you:
Like them
Feel comfortable asking questions
Trust their judgment and taste
If you leave your discovery call feeling energized and reassured, that’s a very good sign.
Final Thoughts
Your destination wedding should be filled with magic, not stress. A great wedding planner will be your creative partner, logistical wizard, and calm presence throughout the journey.
Take your time, ask the right questions, and trust your gut. When you find the right one, you’ll know—and you’ll be one step closer to the unforgettable celebration you’ve been dreaming of.
Thinking about a wedding in Costa Rica, Italy, or beyond?
At Four19 Weddings, we specialize in bespoke destination weddings across Latin America and Europe. Let’s chat about how we can bring your dream celebration to life—no matter where in the world it takes you.