Building Your Destination Wedding Team
The journey to your destination wedding kicks off the moment you say “yes,” and as the excitement builds, so do the questions: who do you need to make shit happen? Do you bring your trusted vendors from home, or do you hire locally? How far in advance should you start planning? It’s a lot to consider, but that’s why we’re here! We’ve put together the ultimate guide to help you build your own dream team, from who you should hire, to how — we’ve got all the tips.
Why is it important to build the right team for your destination wedding?
Planning your destination wedding is an exciting ride, and having the right crew by your side makes all the difference. From handling local quirks to making sure your celebration feels just right, each team member plays a crucial role.
Here is why picking the right vendors is the key to pulling off an extraordinary and stress-free destination wedding:
Simply put, they are the pros: your wedding team is trained to be a well-oiled functioning machine. They are a well-coordinated team, from your planner to the vendors, and they work collectively to ensure that every move is smooth. Even if hiccups do happen, your team is there to turn them into awesome moments.
Rolling with the punches and tackling the unexpected: destination weddings can throw a surprise, trust us — we’ve seen it all. If you have a seasoned team that you trust, you’ll know that they’ve seen it all too! They’ll be ready to tackle anything, from sudden rain to unexpected hiccups, keeping your wedding day a stress-free zone.
It’s so important to build the right team that is dependable so that you can relax knowing that you have a crew that’s got your back. Picking the right vendors is like having the perfect sidekick — they get you, they know the terrain, and together you’re ready for an unforgettable adventure.
Who should I hire for my destination wedding?
Making a list of what vendors you need on your team is the first step of the process. This part is not a one-size-fits-all solution, instead, you can craft your team based on what your specific needs are! Here is a list of all the must-have vendors for your destination wedding:
Travel Advisor: here to help you navigate your journey, your trusted travel advisor will be the wizard behind the scenes working hard to make sure your journey to the dream destination is smooth. They’re your go-to for the best travel deals, accommodations, and all things travel-related.
Wedding Planner: your master orchestrator — think of your wedding planner as the fairy godparent of your celebration. From ironing out logistics to transforming your vision into reality, they will ensure that every detail is in place.
Hair and Makeup Artists: absolute must-haves for your wedding day, your trusted hair and makeup artists are there to enhance your natural beauty, making you feel stunning on your special day.
Photographer: beyond snapping pictures, your photographer is there to capture every beautiful detail of your love story. Work closely with your photographer in advance to ensure they understand your vibe, and take some awesome shots of you and your loved ones celebrating your special day.
Content Creator: in the age of social media, your content creator creates the story of your wedding journey. From stunning photos to captivating blog posts, they are there to tell the tale, allowing you to reminisce on your beautiful day down the line.
Entertainment, DJ / Music / Band: your entertainment crew, be it a DJ, live music, or a full-blown band, is the real MVP of your celebration. They’ll be responsible for curating a playlist that’s going to define the vibe of the dancefloor, and entertaining guests as you all come together to celebrate.
Photo courtesy of Plan With Laur
To bring with you, or hire locally?
The big question looms: should you bring your trusted wedding vendors with you from home or opt for local vendors at your destination? Both options come with their pros and cons.
Pros of Bringing Abroad
To keep it simple, bringing abroad means comfort, trust, and seamless coordination. You will know exactly what to expect if you bring the experts you have already had the time to build a relationship with. This brings a sense of security, understanding and builds a great deal of trust between you and your vendors.
This sense of security and understanding will also mean that you will likely experience fewer communication issues, especially since these existing relationships foster trust during planning.
Cons of Bringing Abroad
On the other hand, when you bring your vendors from home, you may miss out on some of those small details that made you fall in love with your chosen destination in the first place. Having a culturally immersed wedding with local nuances is a lot easier when you hire vendors from your destination.
It’s also a real splurge bringing your own team from abroad since you will have to compensate your vendors for their travel and accommodations. This will definitely increase your costs and budgeting for your destination wedding.
Keep in mind also that scheduling with your vendors from abroad can be tough, as your vendors also work locally. Photographers, wedding planners, and hair and makeup artists book their calendars well in advance, so you will have to be mindful of when you book your professionals too. For highly competitive vendors, their schedules may also not allow for numerous days, making it more difficult to schedule around your crucial team.
Pros of Hiring Local
You could also hire locally, this will be more cost-effective and it will definitely add some local flair. Local vendors often have access to fresher products, whether it’s flowers or food and they will also have a level of familiarity with the destination, making it much easier for them to troubleshoot with local connections and add flexibility to your special day.
Another huge pro is that you can easily avoid any travel complications with local vendors. They are already on-site, reducing the chance of any logistical challenges that can happen when flying abroad. You can rest stress-free knowing that your vendors are already familiarized with your destination, and are the real professionals of what they do.
Cons of Hiring Local
Options may be limited, but this purely depends on your chosen destination. You may find yourself limited by available options, for example, there might only be so many local photographers in your chosen destination. There might also be a possibility of a language barrier, causing mishaps. The styles don’t always match the vision, and there will be language or communication barriers.
Remember, your wedding is unique to you, which means you can choose your vendors based on your needs! You might want to hire some locally, and some from abroad depending on your preferences. Make sure you ask the right questions and work collectively with your team to build the right destination wedding atmosphere for you!
How far in advance should you book your dream team?
Timing is everything, especially if you’re bringing your dream team from abroad to your destination wedding. You’ll want to be mindful of your vendor's time and reach out as soon as you are aware of your date. Here are some tips on when you should start booking your dream team.
Wedding Planner: secure your wedding planner 12-18 months in advance for a stress-free journey.
Travel Advisor: start collaborating with your advisor at least a year before the wedding for the best travel deals and accommodations. You’ll want to get this squared away as soon as possible and start building a relationship with your advisor ahead of time.
Creative Team: contact your creatives like your hair and makeup artists, photographer, content creator and decorator at least 9-12 months before the big day.
We know building the right team for your destination wedding can feel like orchestrating a grand production; complete with those late-night calls with your wedding planner, trials with the glam squad, and endless Pinterest scrolls for inspiration. But, that’s why we’re here! Building a dream team is all about choosing the right vendors for you, communicating your needs on time, and building a relationship with your team.
So, here’s to the dream team — the behind-the-scenes heroes of your destination wedding adventure. Assemble your squad, pop the champagne, and get ready for a celebration that’s not just a party; it’s the event of a lifetime! Let’s raise a glass to the countless emails, the meticulous planning, and the shared laughter — because that’s what goes into crafting a wedding that’s uniquely yours.
Lucy’s beginning in the wedding industry had a different start than most. From being a marine biologist and shopkeeper to a successful wedding planner, she brings a unique perspective to all her weddings. Originally of European descent and having grown up all around the world (from South East Asia to Africa) and finally settled in Mexico, Lucy's diverse background attracts a clientele that reflects her commitment to diversity and inclusion.
If you could design your dream wedding, what would it look like?
Having started in the realm of barefoot beach weddings, my dream wedding would be something completely different, almost like a Gatsby-inspired affair. Picture a glamorous setting with gold and black tones, infused with a circus-like atmosphere. I envision exceptional entertainers—opera singers, violin groups, perhaps even performers hanging from the ceilings. It's not just a wedding; it's a theatrical experience, a work of art.
Incorporating Mexican culture would be key, infusing vibrant colors and elements like those seen in the Day of the Dead celebrations. I want guests to feel like they're part of a festival, moving through themed areas and experiencing different facets of the celebration. It's about creating something magical, something beyond the traditional wedding norms
I've even toyed with the idea of unconventional timings, like a morning pool party before the ceremony, turning the traditional reception structure on its head. Imagine, as a photographer, capturing the energy of guests during daylight, instead of having to work with losing the natural light for all the sunset photoshoots.
Ready to start building the dream destination wedding team and adding a seasoned travel advisor to get the ball rolling? We’re only one click away!
Courtnie is the founder & CEO of TravelBash. After years as an ambitious fundraiser, she took her passion for travel full-time. She has lived all over the U.S. and abroad and after planning her own destination wedding, she decided to help other couples plan their big day abroad too. She has written “Passport to Paradise: The Complete Destination Wedding Guide,” a top seller on Amazon. She has also been featured in Travel + Leisure, Destination I Do and The Washington Post. As a certified travel advisor, expert event planner and natural connector, she uses her powers to create VIP travel experiences.
