Wedding Planning Checklist
A Flexible Checklist Tailored for Weddings Abroad
Planning a wedding abroad can be overwhelming, but with the right tools, it doesn’t have to be. Our Wedding Abroad Planning Checklist is designed to streamline the process, making your destination wedding easier and less stressful. This flexible, easy-to-follow checklist ensures that nothing is overlooked while planning your wedding abroad.
Download the Destination Wedding Checklist (PDF)
To make things even easier, the checklist is available as a downloadable PDF. Simply enter your details below for instant access and start planning your wedding abroad with confidence.
Use Our Wedding Planning Checklist to Simplify Your Destination Wedding Planning
Unlike traditional wedding planning checklists that follow a fixed timeline, this version is structured differently to reflect that everyone works at their own pace. It groups similar tasks together and includes helpful prompts, making it easier to navigate and less overwhelming. It guides you through each stage of planning your wedding abroad—from legal requirements and travel to venue selection and guest communication.
Select wedding destination
Choose your wedding abroad destination.
Wedding Non Negotiables and Vision
Determine the vision for your wedding day,
How do you imagine the look, feel and tone of your day – intimate and luxurious, all day beach BBQ etc.
Identify your non-negotiables, this step will help lay a solid framework for your planning.
What is most important to you as a couple, what areas are you not willing to make compromises.
Set wedding budget
Determine how much you would like to spend on your wedding.
Prioritise the key elements of your wedding, this step will help you stay on track and on budget.
For example is it more important to have a great photographer than a string quartet?
Decide if your wedding budget includes wedding attire and pre / post wedding activities.
Set aside 10 to 15% of the total wedding budget as a contingency / buffet against last minute or hidden costs.
Set up a wedding budget spreadsheet / tracker.
Confirm Legal & Residency Requirements
Check legal and residency requirements with the Embassy or Consulate in the country of your choice.
Understand the process and timeline to ensure your marriage is legally recognised.
For more on wedding abroad documentation [Click Here].
Select Wedding Date
Decide when you’d like to get married and choose your preferred date.
For tips on selecting a wedding date [Click here].
Compile Guest list
Think about who you want to invite and begin creating your guest list.
Speak to guests as early as possible to get a sense of who might attend.
This will help when discussing plans with Wedding Planners, Tour Operators, Suppliers and choosing your wedding venues.
For guest invitation advice and guest etiquette [Click here].
Decide how to plan your Wedding Abroad
Choose the level of involvement you want in planning your wedding.
For help deciding the best planning route [Click here].
Decide if you will have extra Wedding Celebrations
Decide if you will have a rehearsal or pre-wedding day dinner.
Decide if you will have a post wedding day breakfast or lunch.
If you are holding extra celebrations investigate and book appropriate venues.
Decide if you will organise group sightseeing activities. Investigate possible activities.
Decide if you will have a party upon your return home.
If yes, add this to your budget, compile a guest list and investigate and book venues.
When getting married abroad most couples hold extra activities and celebrations. For ideas and tips[Click here].
Select Wedding Suppliers
Ceremony venue.
Celebrant / Priest.
Translator for ceremony (if required).
Caterer.
Florist.
Wedding cake supplier.
Musicians for ceremony.
Band or DJ for reception.
Wedding party transportation for wedding day.
Guest transportation for wedding day.
Babysitter for wedding day or evening reception.
Hairdresser.
Make-up artist.
Beauty therapist.
Rental equipment companies – marquee, furniture, crockery, silverware, lighting, sound system, photo booth etc.
Party and wedding supply shop.
Travel insurance.
Wedding invitation designer.
Stationery supplier / printer.
Bridal shop.
Bridal shoe shop.
Lingerie shop.
Suit hire or suit shop.
Jewellers.
Airlines.
Hotels / accommodation.
Transportation to / from airport to accommodation.
Venues for extra celebrations and activities.
Solicitor / Notary Public (if required)
Embassy Legalisation / Apostille / Translation service (if required)
For advice on choosing suppliers [Click here].
Plan Wedding Ceremony
Check whether your chosen location allows your preferred ceremony type.
Determine where you would like to hold your ceremony and if this is possible. E.g. beach, reception venue, garden.
Determine what customs and traditions you would like to incorporate into your wedding ceremony.
Choose the music for your ceremony.
Choose your readings for your ceremony.
Choose or write your vows.
Choose and ask guest(s) to do reading(s).
For guidance on legal requirements, paperwork and ceremony options [Click here].
For hints and tips choosing your ceremony venue [Click here].
For guidance on having a civil wedding abroad [Click here].
For guidance on having a symbolic wedding abroad [Click here].
Plan Wedding Reception
Determine what type of reception you would like to have. Formal, casual, outdoor etc.
Decide what time of day you would like to have your reception. Daytime or evening?
Decide if you would like to have music at your reception.
Determine what type of music you would like and when this should be played.
Decide what type of wedding meal you would like. Formal sit down, buffet or cocktail reception.
Determine if you would like to have hors d’oeuvres before the main meal.
Determine how many courses would you like to have.
Note: this may vary according to the cultural traditions of the country you are getting married in.
Will you have speeches? Who will give the speeches? When will they take place?
For hints and tips choosing your reception venue [Click here].
Select Wedding Attire
Wedding dress.
Grooms attire.
Bridesmaid & flowergirl.
Ushers & pageboy.
Mother of the bride.
Bridal shoes.
Bridal accessories.
For hints and tips on selecting a wedding dress for abroad [Click here].
Select Stationery
Wedding ceremony program.
Place name cards.
Thank you cards.
Seating plan chart.
For hints and tips on Wedding Abroad Invitations [Click here].
Investigate Accommodation Options for Guests
Investigate and select a range of suitable accommodation for your guests.
Ensure you find accommodation that caters for all budgets.
Ask hotels if they will offer a special rate for your guests.
Confirm what date your guests must book by to secure accommodation.
Determine if a deposit must be paid. Will this deposit be refundable if a guest does not use the accommodation?
Determine if a hotel will be willing to put information in your guests’ rooms e.g. welcome letters & gifts.
Decide if you will book accommodation on your guests’ behalf or ask your guests to book their own accommodation.
If guests are booking their own accommodation, compile a list of recommended hotels to go in their information pack.
Be sure to mention any special rates and booking reference codes.
Ask the hotel if they provide airport transfers. Provide your guests with this information in their information pack.
Track where you guests are staying including arrival and departure dates.
Compile Guest Information
Compile information pack or set up a wedding website. This information should be given to guests with their invitations.
Write a wedding welcome letter to put in your guests’ hotel rooms.
This is a nice surprise for your guests and a good way of re-iterating the itinerary for your celebrations.
Create seating plan.
Write guest place names for your wedding reception.
Transportation to your Wedding Destination
Investigate what airlines fly to your wedding destination.
Ask airlines if they offer discounts for group bookings.
Book flights.
Ask chosen airline if you can bring your bridal gown on as hand luggage.
Determine what your luggage limit is.
Note down when your guests will arrive and depart your wedding destination.
For hints and tips on how to transport your wedding dress [Click here].
Transportation at your Wedding Destination
Book transfers to and from airport.
Book transportation for bridal party to and from wedding ceremony.
Book transportation for bridal party to and from wedding reception.
Determine if you will need to book transportation for any extra activities and celebrations for you and your guests.
Determine if you will need to book guest transportation on your wedding day.
Create wedding day run sheet
Plan the order of your wedding day.
It is really important that you have a timetable for your wedding day. You, your guests and your suppliers will need to know what should happen when. If you are not using a Wedding Planner or Tour Operator it is an idea to hand over the responsibility to a guest – this way they can ensure everything happens when and how it should as you don’t want to be worrying about this on your wedding day.
Don't forget to take with you
Passports.
Plane tickets.
Documentation required to obtain marriage license e.g. birth certificates etc.
Wedding abroad insurance details.
Travel insurance details.
Wedding attire.
Wedding rings.
Pictures of hairstyles for hairdresser.
Music, if needed for ceremony, first dance etc.
Favours.
Wedding ceremony programs.
Guest book.
Place name cards.
Table number cards.
Note cards for speeches.
Nice pen for signing wedding registry.
Welcome letter or gifts for guests room.
Gifts for wedding party.
Download e-sim (to avoid roaming charges, if necessary).
After you wedding - at your destination
Return all rental equipment.
If required by the law of the country where you are getting married, complete legal registration.
Request marriage certificate and legalised copies.
After you wedding - home
Write and send thank you notes.
Register marriage (if required)
Update legal documents (if changing your name)
Clean & preserve wedding dress.
Download the Destination Wedding Checklist (PDF)
No matter where you are in the planning process, our essential wedding planning checklist will help you stay organised and on track. From early inspiration to last-minute details, this free tool is designed to simplify your destination wedding journey.
Your Wedding Abroad Planning Essentials
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