Destination Wedding Planning 101: tips from a photographer who travels

Planning a destination wedding is one of the most exciting ways to celebrate your love story — but it can also feel overwhelming. Where do you start? How do you coordinate vendors from afar? And how do you make sure every magical moment is beautifully captured?

As a wedding photographer who regularly travels for weddings, I’ve learned what works, what doesn’t, and what couples wish they had known beforehand. Here are my top tips to help you plan your dream wedding abroad with confidence.

1. Choose your destination with intention

Wedding photos on a NYC bridge by top New York City wedding photographer JCP Images.

The first step is deciding where you want to tie the knot. Do you envision a sun-soaked beach ceremony, a historic villa in Italy, or a lively city celebration somewhere completely new?

Things to consider:

• Accessibility: Choose a destination that is reasonably easy for you and your guests to get to (think flight availability, local transportation).

• Legal Requirements: Each country has its own marriage laws. Some couples opt for a legal ceremony at home and a symbolic ceremony abroad to simplify the process.

• Seasonality: Research weather patterns — hurricane season in the Caribbean or rainy season in Southeast Asia can impact your plans.

2. Hire Your Key Vendors Early

A groom and his groomsmen in NYC, captured by top-rated Westchester, NY photographer Justin Chauncey.

Destination weddings require more coordination, so securing your core team (planner, photographer, videographer) early is crucial.

Why bring your own photographer?

• Consistent style: You already love their portfolio, and your images will match what you envisioned.

• Clear communication: No language barrier or style confusion.

• Relationship: You’ll have someone you trust to be by your side for one of the most important days of your life.

Pro tip: Book travel and lodging for your photographer in advance — this will help you save on the cost of bringing your dream team along for your big day. 

3. Build a Detailed Timeline

New York City photographer, JCP Images, captures a bride quietly taking in the wedding day magic.

A wedding day abroad often includes multiple events — welcome dinner, excursions, post-wedding brunch — and a little extra logistics. A solid timeline will keep everyone on track.

Photography considerations:

• Golden Hour: Plan portraits around sunrise or sunset for the most flattering light.

• Travel Buffer: Factor in extra time for navigating unfamiliar locations or dealing with transportation hiccups.

• Multiple Locations: If your ceremony, reception, and portraits are in different spots, include realistic travel times.

4. Communicate Clearly with Guests

Wedding guests making the most of the New York City skyline with top-rated NYC photographer JCP Images.

Your loved ones are making a trip to celebrate you — help make it stress-free for them.

What to include in your wedding website or invitations:

• Travel details and nearest airports

• Suggested accommodations and group rates

• Transportation options (shuttles, taxis, car rentals)

• A loose schedule of events so guests can plan downtime

The easier you make it, the more fun your guests will have — and the better the energy will be on your big day.

5. Pack Smart (and Early)

Something borrowed and something blue by top Westchester New York photographer, JCP Images.

When traveling for your wedding, organization is key.

Packing checklist:

• Wedding attire (and backups for accessories)

• Important documents (passports, marriage licenses, vendor contracts)

• Flat-lay items for your photographer (rings, stationery, heirlooms)

• Skincare/makeup and any hard-to-find products

• An emergency kit (sewing kit, safety pins, stain remover)

I always recommend hand-carrying your wedding attire rather than checking it. Airlines will usually let you hang it in a closet on board — just ask nicely.

6. Plan for More Than Just the Wedding Day

A moment at the pre-wedding bonfire preserved by JCP Images.

One of the best parts of a destination wedding is the chance to spend quality time with your guests over several days.

Consider adding:

• A welcome dinner or beach bonfire

• A casual group excursion (boat ride, wine tasting, walking tour)

• A relaxed farewell brunch the day after the wedding

Your photographer can document these events too, creating a complete story of your entire wedding experience. These candid, relaxed moments are often some of my couples’ favorites.

7. Embrace the Adventure

A Moment of wedding day celebration captured by New York wedding photographer, JCP images

Things may not go 100% according to plan — and that’s okay. Maybe the wind picks up during your beach ceremony, or your driver takes the scenic route to the venue. Lean into the unexpected. Some of the most breathtaking photos come from spontaneous, unplanned moments.

Planning a destination wedding is a bold and beautiful decision. It’s a chance to combine travel, celebration, and love in a way that’s uniquely yours.

By choosing the right location, hiring trusted vendors, creating a thoughtful timeline, and staying organized, you’ll set yourself up for a smooth, stress-free experience — and memories that last a lifetime.

And when you’re ready to capture it all? I’d love to be there with you, turning those fleeting moments into timeless images. Schedule a time to talk with me today about your destination wedding photography needs.