Planning
How far in advance should you plan a destination wedding?
When to start, when to book what, and when to tell your guests — a month-by-month timeline for planning a wedding abroad, from 18 months out to the week itself.
By Caitlin, Founder & Lead Planner··6 min read
Key takeaways
- Start 12 to 18 months before the wedding — and up to two years for peak summer in Europe.
- Send save the dates 9 to 12 months ahead, so guests can book flights and leave.
- Send formal invitations about three months before, with an RSVP date around eight weeks out.
- Six months is possible — if you’re flexible on season, day of the week and venue.
How far in advance should you plan a destination wedding? Further ahead than a wedding at home — a wedding abroad asks more of everyone: you’re booking vendors you may never meet in person, your guests are arranging flights and time off, and the best venues in the best months are often reserved more than a year ahead. Here’s how far ahead to start — and a timeline that keeps the whole thing calm.
The short answer
Aim to start planning a destination wedding 12 to 18 months before the date. That gives you time to choose a destination, secure your venue in the season you want, and give guests the notice they need. For peak summer in Mallorca, Italy or Greece, or the dry season in Bali, closer to 18 months to two years is safer if your heart is set on a particular venue.
You can plan a beautiful destination wedding in less time — we’ve helped couples do it in six months — but the shorter the runway, the more flexible you’ll need to be.
Why destination weddings need more time
- Venues book early. The most sought-after venues in peak months are often reserved 12 to 18 months ahead.
- Your guests need notice. International flights, leave from work and childcare all take planning — and flights get more expensive the closer they get.
- Everything happens at a distance. Contracts, tastings and design decisions take longer when you can’t simply drop in.
- Paperwork has lead times. If you want a legally binding ceremony abroad, documents, translations and appointments can take months — start with your government’s guidance, such as GOV.UK’s marriage abroad service or Smartraveller.
A destination wedding timeline
18 to 12 months before
- Set your budget and a realistic guest count — the two decisions that shape everything else.
- Shortlist two or three destinations and compare the same wedding in each (our destination wedding cost guide shows real prices for six countries).
- Choose your season and visit venues, in person or virtually.
- Book your venue and lock in your date.
- Decide whether your ceremony will be legal or symbolic at your destination.
12 to 9 months before
- Book the vendors who get booked first: photographer, videographer, planner or on-the-day coordinator.
- Send your save the dates — and set up a wedding website with travel information.
- Arrange accommodation for guests: a hotel block, a villa or recommendations at different price levels.
- Start any legal paperwork if you’re marrying legally abroad.
- Check your passports. Many countries — Indonesia included — need at least six months’ validity on arrival, and renewals take time (GOV.UK, Australian Passport Office).
9 to 6 months before
- Book the rest of your vendors: florist, music, hair and make-up, cake.
- Choose your outfits — and plan how they’ll travel.
- Plan the wedding week: welcome drinks, the day itself, a farewell brunch.
- Book your own flights and honeymoon.
6 to 3 months before
- Send formal invitations about three months ahead, with an RSVP date around eight weeks before the wedding.
- Finalise the menu and wine — a remote tasting works well if you can’t travel.
- Agree the ceremony details with your celebrant.
- Review every contract and payment schedule before final balances fall due.
3 to 1 months before
- Confirm final guest numbers with your venue and caterer.
- Create a minute-by-minute run sheet and share it with every vendor.
- Agree your weather plan B in writing with your venue.
- Plan guest transport between hotels and the venue.
The final month and the week of the wedding
- Reconfirm every vendor: arrival times, contacts and the run sheet.
- Pack outfits, rings, vows and documents in your hand luggage.
- Arrive a few days early to settle in, meet your vendors and see the venue again.
- Hand everything over to your coordinator — and enjoy your week.
When to tell your guests
| What | When to send it |
|---|---|
| Save the dates | 9 – 12 months before |
| Wedding website with travel information | With the save the dates |
| Formal invitations | About 3 months before |
| RSVP deadline | About 8 weeks before |
| Final guest information (transport, timings, dress code) | 2 – 4 weeks before |
For a destination wedding, the save the date matters more than the invitation: it’s what your guests will plan their year around. Include the destination, the date and a link to a website with travel tips, so they can start looking at flights straight away.
Your wedding website is also the place to point guests to entry rules. For a wedding in Spain, Italy, Greece or Portugal, guests from outside the EU should check whether they need an ETIAS travel authorisation, and everyone can find their destination’s requirements in GOV.UK’s foreign travel advice.
How far ahead to book in each destination
| Destination | Best season | Book your venue |
|---|---|---|
| Bali | April – October | 12 – 18 months ahead for July, August and December |
| Spain (Mallorca) | May – June, September | 18 months+ for summer weekends |
| Italy | May – June, September | 18 months+ for summer at popular estates |
| Greece | May – June, September – October | 12 – 18 months; most island venues close November to April |
| Portugal | May – June, September | 12 – 18 months |
| South Africa | October – April | 12 months+ for summer in the Winelands |
Can you plan a destination wedding in six months?
Yes — if you’re flexible. The couples who do it well choose shoulder or low season, consider a weekday, keep the guest list small and pick a venue with an in-house team or an inclusive package, so there are fewer vendors to book. Send save the dates straight away (an email is perfectly fine) and keep your guests' costs in mind: short notice means pricier flights.
Where to start
If you’re at the very beginning, the most useful thing you can do is narrow it down: which destination fits your budget, your guests and your style? That’s exactly what our Foundational Planning does — a destination match, a shortlist of three venues in up to three destinations with their real costs and hidden fees, vendor picks and a first draft of your timeline and budget.
Questions couples ask
How far in advance should you plan a destination wedding?
Start 12 to 18 months before the wedding. For peak summer in Europe or the dry season in Bali, closer to 18 months to two years is safer if you have a particular venue in mind.
When should you send save the dates for a destination wedding?
Send save the dates 9 to 12 months before a destination wedding, together with a wedding website that has travel information, so guests can book flights and leave early.
When should you send destination wedding invitations?
Send formal invitations about three months before the wedding, with an RSVP date around eight weeks before.
Can you plan a destination wedding in six months?
Yes, if you’re flexible: choose shoulder or low season, consider a weekday, keep the guest list small and pick a venue with an in-house team or inclusive package.
What should you book first for a destination wedding?
Your venue and date come first, because they decide everything else. Next book the vendors who get booked earliest — photographer, videographer and your planner or on-the-day coordinator.
Caitlin has spent ten years in events and planned more than 200 weddings across four continents — from Cape Town to Mexico, Mallorca and Bali. She founded The Aisle Advisors to give couples honest, independent advice and real prices.
