Wedding Season Prep: Tips for Smooth Guest Planning

Are you ready for wedding season? You’ve booked your dream hotel and locked in the perfect destination for your big day. Now it’s time to get your guests on board by sending out save-the-dates and invitations. Keep in mind that the timeline and conditions may vary depending on your chosen hotel and destination, but this guide provides a helpful framework to keep things on track.

Timeline and Tips for Planning Your Destination Wedding

12–8 Months Before the Wedding: Send Save-the-Dates  

– Notify your guests early so they can plan their travel.  
– Include your travel agent’s contact information to help them book their accommodations.
– Ensure guests book through your designated travel agent, as this guarantees your contract benefits. Be aware that some hotels charge an additional fee for guests not booked under your room block, even if they stay on the property.  

8–6 Months Before the Wedding: Send RSVPs  

– Ask guests to RSVP well before your cut-off date.  
– Remember that typically only about 75% of invitees will attend, so choose a wedding package accordingly. It’s easier to upgrade a package later than downgrade it.

6 Months Before the Wedding: Share the Dress Code and Colors  

– Provide plenty of notice for guests to prepare their outfits.

120–90 Days Before the Wedding: Connect with Your Onsite Wedding Coordinator  

– Your hotel will introduce you to your onsite wedding coordinator, who will assist with planning the final details.

Special Considerations for Children  

– If children are attending, consider creating a special kids’ table with activities like coloring books and crayons. Alternatively, book a nanny service through the hotel for added convenience. Rates vary, but this can be worth the investment.

Vendor Confirmations  

– Finalize all vendor bookings 8–6 months in advance.  
– Ensure your vendors are approved by the hotel. If not, you may need to book at least a 2-night stay for them at the property. Keep your hotel coordinator informed of all arrangements.

Guest Dietary Needs  

– As guests confirm attendance, inquire about allergies or dietary restrictions.  
– Confirm with your hotel and wedding coordinator how to handle special menu requests, including options for picky eaters or children.

Final Headcount  

– The final guest count should be confirmed 90–30 days before the wedding.

 Pre-Wedding Beauty Tips  

– Schedule facials 60–30 days before your departure. Avoid chemical procedures less than 30 days before travel to minimize risks of adverse reactions.

 Keeping Guests Informed  

– Create a Facebook or WhatsApp group to share important updates, reminders, and itinerary details.  
– Assign a point of contact (such as a bridesmaid or sibling) to assist guests with questions.

 Weekend Activities  

– Plan informal meeting spots to bring guests together. For example:
–*Welcome Night*: Meet at the main bar for drinks.
–*Morning Hangouts*: Set a daily poolside meetup time (e.g., 11:00 AM–1:00 PM).

These casual gatherings allow you to connect with everyone without incurring extra costs.

 Music and Entertainment Backup  

– Provide your coordinator with a backup of all essential music (e.g., ceremony, first dance). 
– Bring a USB and download the playlist onto your phone to ensure you’re prepared.

 Hair and Makeup Trial  

– Schedule a trial session to test how well your hair and makeup hold up in the local climate. 
– Provide feedback to your artist to perfect the look for your big day.  
– Confirm hair and makeup services for your bridal party at least 60–30 days in advance to ensure enough artists are available.

 Post-Wedding Excursions  

– Organize an optional excursion for guests, such as a catamaran cruise. Provide a link for interested attendees to sign up and pay directly.

By following these tips and staying organized, your destination wedding will be as stress-free as possible, leaving you and your guests with memories to cherish for a lifetime.