Questions to Ask Your Vendors When Planning a Destination Wedding
Planning a destination wedding is an exciting adventure — but working with vendors from afar can also be one of the trickiest parts. Whether you're tying the knot in Costa Rica, Spain, or Guatemala, choosing the right team on the ground is key to creating a seamless, unforgettable celebration.
At Four19 Weddings, we’ve helped dozens of couples find and work with top-tier vendors in beautiful, remote destinations. Here are the essential questions you should ask when interviewing potential vendors — from florists to photographers — to ensure you're choosing the right team for your big day.
1. Have you worked at this destination before?
It may sound obvious, but not all vendors are created equal when it comes to destination weddings. Local knowledge of venues, weather patterns, and logistics can make a world of difference. Ask:
How familiar are you with the location?
Have you worked at our venue or in the area before?
Bonus tip: Vendors with destination experience often know the hidden gems, the best backup plans, and local tricks that can save you stress and money.
2. What’s included in your package — and are there travel or accommodation fees?
When dealing with destination weddings, it’s crucial to be crystal clear on costs. Ask:
Is travel or accommodation included in your pricing?
Will you require us to book your lodging or flights?
What’s your minimum fee for a destination event?
Pro tip: Some vendors are happy to work internationally if travel is covered, while others build it into a flat rate.
3. How do you handle communication and planning from afar?
You want vendors who are responsive, organized, and fluent in remote communication. Ask:
How do you manage planning with couples who aren’t local?
How often will we check in?
What’s your preferred method of communication?
You’ll want vendors who are comfortable with video calls,, shared planning documents, and flexible time zones.
4. What’s your contingency plan for weather, travel delays, or emergencies?
Destination weddings require an extra layer of risk management. Ask:
What happens if you can’t make it due to travel issues?
Do you have local backup or team members who can step in?
How do you handle last-minute changes?
This is especially important for outdoor weddings in tropical climates or locations with limited access.
5. Can you show us full galleries or real weddings from past clients — ideally at destination events?
Don’t rely on social media highlights. Ask for full galleries or client stories that show:
How they’ve managed full-day events
How they adapted to different locations or lighting
How they helped problem-solve on the ground
Look for consistency and professionalism in their work across various settings.
6. Do you speak the local language?
If your vendor isn’t local, it’s important to know how they’ll communicate with other suppliers or venue staff on-site. Ask:
Do you speak Spanish/Italian/etc.?
Will you have a translator or assistant with you?
Bridging communication gaps can be a lifesaver during wedding week.
7. Do you collaborate well with planners and local teams?
This is especially important if you’re working with a planner like Four19 Weddings. Ask:
Are you comfortable collaborating with planners and local teams?
How do you typically work in a team setup?
You want vendors who respect the planning process and add value to it, not work against it.
8. What’s your cancellation and rescheduling policy?
Flight delays, illness, or even natural disasters are more relevant for destination weddings. Always ask:
What’s your cancellation policy?
Are deposits refundable?
What happens if we have to reschedule?
Make sure the terms are in writing and clear from the start.
Trust & Chemistry Matter
Beyond the checklist, how you feel when speaking to a vendor matters. Are they excited about your vision? Do they listen carefully? Are they flexible and kind?
The right vendor will not only offer expertise — they'll help you feel confident, supported, and excited every step of the way.
Need help finding trusted vendors abroad?
That’s what we’re here for. At Four19 Weddings, we only work with the most professional, creative, and trustworthy vendors — and we manage communication so you don’t have to. Let’s plan something unforgettable, together.
📍 Weddings in Costa Rica, Guatemala, Nicaragua, Italy, Spain, and Portugal