How do I choose the right destination for my wedding?
Start with your guest list and budget. A boutique resort works for 20 guests, while a private estate suits 100. I help you match the destination to your vision, whether that is a beach ceremony in Mexico, a vineyard in Tuscany, or a castle in Ireland. I also consider travel logistics for your guests, including flight costs, visa requirements, and accessibility for elderly or disabled attendees. I also ask about your wedding style, whether that is formal, casual, or somewhere in between, so I can recommend venues that match your aesthetic.
What is a room block and why do I need one?
A room block is a group of rooms reserved at a hotel for your wedding guests. I negotiate discounted group rates with flexible terms, so guests book easily and you avoid getting stuck with unused rooms. I also manage the room block, tracking who has booked and reminding guests of deadlines. This prevents the stress of guests scrambling for accommodations or paying inflated rates. I also provide a booking link and instructions for guests, so the process is seamless and straightforward for everyone involved.
Can I see the venue before I book?
Yes. I organize private site tours and multi-property visits so you can see the venue in person before committing. This is especially important for destination weddings, where photos and descriptions can be misleading. I also arrange for you to meet the on-site coordinator, sample the menu, and walk through the ceremony and reception spaces. This ensures there are no surprises on your wedding day. I also provide a detailed list of questions to ask during the site visit, so you can make an informed decision based on your firsthand experience.
How do I handle guest travel logistics?
I act as the go-to contact for guest travel questions and booking assistance, so they come to me, not you. This includes coordinating flights, airport transfers, and group shuttles. I also provide guests with a detailed travel itinerary, including arrival times, hotel information, and a schedule of wedding events. This prevents the chaos of guests texting you at midnight with questions. I also create a wedding website with all the essential information, so guests can access everything they need in one place. I also send reminders about deadlines, such as RSVP dates, payment due dates, and passport expiration dates.
What should I look for in a wedding contract?
Hotel contracts can be tricky. I review the fine print, looking for red flags like hidden fees, strict cancellation policies, and vendor restrictions. I also negotiate smart terms, including flexible payment schedules, weather contingencies, and clauses that protect you if the venue overbooks or changes management. This protects you from costly surprises and ensures your contract works in your favor. I also provide a summary of the key terms in plain language, so you know exactly what you are agreeing to before you sign. I also recommend having a local attorney review the contract, especially for international weddings where laws and regulations may differ from your home country.
What happens if something goes wrong on the wedding day?
I am on-call during your entire trip, including the wedding day. If a vendor is late, a storm rolls in, or a guest has an emergency, I handle it. This means coordinating with the venue, arranging backup plans, and troubleshooting in real time. You focus on getting married while I manage the logistics. I also have relationships with local vendors, so I can quickly find replacements or solutions if needed. I also provide a detailed emergency plan, including contact information for local authorities, hospitals, and embassies, so you are prepared for any situation that may arise.
How far in advance should I start planning?
I recommend starting destination wedding planning at least 12 months in advance. This gives time to secure the venue, negotiate contracts, and coordinate guest travel. For peak seasons like spring and fall, 15 to 18 months is better. The earlier you start, the more options you have for venues, dates, and group rates. I also recommend sending save-the-dates as soon as the venue is booked, so guests can plan their travel. I also provide a planning timeline with key milestones and deadlines, so you know exactly what needs to be done and when. I also recommend booking popular vendors like photographers and florists well in advance, as they often book up quickly during peak wedding season.
What is the one question everyone should ask before booking?
Ask what is included in the venue fee. Some venues include tables, chairs, linens, and basic decor, while others charge extra for everything. Knowing this upfront helps you compare venues accurately and avoid budget overruns. I always provide a detailed breakdown of included and extra costs, so you know exactly what you are paying for before you sign a contract. I also ask about the payment schedule and cancellation policy, so you know your financial obligations and options if your plans change. I also recommend asking about the venue's experience with weddings of your size and style, as this can affect the quality of service and coordination you receive on your big day.