Destination Wedding Timeline: When to Start Planning Your Destination Wedding

Planning a destination wedding sounds dreamy, until you realize there are a million moving parts between “we’re engaged!” and “we’re married!” That’s where a solid Destination Wedding Timeline and destination wedding planning checklist come in handy! Whether you’re a hyper-organized planner or more of a go-with-the-flow couple, having a clear plan is the secret to staying sane (and actually enjoying the process).

I’ve planned many weddings across Mexico and the Caribbean, and here’s what I can tell you: start early, trust your timeline, and don’t try to do this alone. 

I am going to break down exactly when to start planning your destination wedding, what to do at each phase, and how to keep your destination wedding checklist realistic and stress-free.

When to Start Planning Your Destination Wedding

The golden window for planning a destination wedding is 18–24 months out. I know that sounds like forever, but here’s why it matters:

• You’ll have first pick of the most popular dates and venues.
  
• Room block rates are lower the earlier you book.
  
• Your guests get more time to plan, save, and say “yes” to paradise.
  

Can you plan a destination wedding in less time? Absolutely. But flexibility is key. Your dream resort or date might already be taken, so if you’re working with a tighter window, I recommend giving yourself at least 10 months.

And most importantly, before you do anything, your first step should be scheduling a quick call with a Destination Wedding Travel Advisor (like me). In that call, we’ll talk destination options, date pros and cons, budget breakdowns, and timeline expectations—basically, all the things that turn “where do we even start?” into a clear, confident plan.

The Ultimate Destination Wedding Planning Timeline

You’re engaged, yay! Now let’s dive right in and talk logistics. Here’s how your destination wedding timeline breaks down into three simple phases with a generalized destination wedding checklist in each phase.

PHASE 1: Decisions & Set-Up (18–16 Months Out)

This is the “big decision” phase, the fun part where your Pinterest boards finally meet real life. Speaking of Pinterest boards, give mine a check out for some destination wedding inspiration!

1. Schedule Your Consultation Call with a Destination Wedding Travel Advisor
   • Book your call here
     
     
2. Choose Your Destination & Resort
   
   • After your consultation call, you’ll get a personalized proposal with four to five vetted resort options.
     
   • Each option includes pros and cons, group perks, package details, and my firsthand notes based on personal experiences.
     
     
3. Set the Date & Lock in Your Wedding
   
   • Once you’ve chosen your dream destination wedding resort, it’s time to secure your date.
     
   • To secure your date, most resorts require a small deposit (around $500–$1,000 USD).
     
     
4. Build Your Room Block
   
   • I will help guide you to estimate your guest list using my signature A/B/C method.
     
   • We will then negotiate your room block with locked-in rates and perks for you and your guests!
     
     
5. Launch Your Wedding Website
   
   • I will help you customize your wedding website.
     
   • The site includes everything from rates, room types, FAQs, RSVP forms, and travel tips, so you’re not answering the same question over and over.
     
     
6. Invite Your Guests
   
   • You will then send out your save-the-dates or digital invites 10–12 months before the big day.
     
     PRO TIP: The more notice your guests have, the better your turnout will be.

PHASE 2: Guest Bookings & Wedding Prep (12–6 Months Out)

This is where things start getting exciting and personalized to you and your fiance and of course your guests!

1. Guest Reservations Open
   
   • Your guests can officially book their stay at your resort.
     
   • I handle all the communication, so you don’t have to play travel agent or chase payments.
     
   • You’ll have a live link RSVP tracker that updates automatically.
     
     
2. Payment Deadlines
   
   • Final payments are usually due four to five months before travel.
     
   • Don’t worry, I’ll handle all the reminders, so you don’t have to send those awkward “did you pay yet?” messages.
     
     
3. Wedding Planning Begins
   
   • Most resorts don’t start wedding planning until about 4 months out (and some as late as 4 weeks).
     
   • You’ll finalize your ceremony, reception, and décor once your guest count is confirmed.
     
   • If planning earlier is important to you, I’ll match you with a resort that starts sooner but it is important to remember that the planning logistics cannot be confirmed until you have your final guest count.
     
     
     

PHASE 3: Travel & Post-Wedding Wrap-Up

Your big day is almost here! It’s time to trade spreadsheets and planning for sunscreen and flip flops.

1. Pre-Travel Support (2–3 Months Out)
   
   • Your guests will receive pre-travel emails that cover everything from packing tips to dress codes to transfer details.
     
   • You’ll get a full digital packet and a chance for a final call before you depart.
     
     
2. Travel Week
   
   • This is it, the week you’ve been dreaming of.
     
   • I’ll be your behind-the-scenes problem solver if any travel hiccups pop up. Your only job is to soak up every moment.
     
     
3. Post-Wedding Perks
   
   • A week or so after you return, we’ll calculate your earned room block perks.
     
   • Think upgrades, credits, or even free nights. It’s like the honeymoon after the honeymoon.
     
     

What It’s Like to Work With KP Travel Group

Working with me means you’re getting a resort-vetted, spreadsheet-loving, timeline-obsessed travel expert who’s visited over 200 all-inclusive resorts across Mexico and the Caribbean.

Here’s what that actually looks like for you:

• A custom planning board with monthly destination wedding planning checklists.
  
• A live RSVP tracker for guest management.
  
• Communication assistance with resort wedding teams.
  
• Packing lists, tipping guides, and travel day hacks. You’ll get my two cents on the best places to visit, eat, and drink in your destination.
  
• Resort selection assistance, including my honest advice about which resorts are worth it (and which are just Instagram pretty).

I only take on about 20 weddings per year so every couple and their guests get my full attention. Around here, you’re not just another booking; you’re part of the KP Travel crew!

Get Started Building Your Destination Wedding

The best time to start planning your destination wedding is now! The earlier you start, the smoother it goes, and the more perks you’ll snag along the way.

So grab your fiancé, pour a glass of something bubbly, and let’s make a plan that gets you from “we’re engaged” to “we did it” without the stress.

Schedule your complimentary planning call today and I’ll walk you through every step—from building your destination wedding checklist to locking in the perfect resort.

Let’s get your Destination Wedding planning timeline started today!