A Planner’s Guide to Destination Weddings – with Tinted Events
WRITTEN BY Jacqueline “Jax” Vizcaino, Tinted Events Design and Planning
PHOTOGRAPHY BY Memories By Lindsay
Planning a destination wedding opens the door to exciting possibilities, from choosing a dream location to creating unforgettable memories for you and your guests. As the founder of Tinted Events Design and Planning, I’ve realized that destination weddings aren’t limited to far-off islands or European villas. Even cities like Atlanta can serve as incredible destination wedding hubs.
In fact, more than half of my clients are planning weddings in Atlanta while living elsewhere. Why have their wedding in Atlanta or Georgia? Some grew up here and wish to return to the southern comfort of home, while others attended college at one of Georgia’s many renowned institutions like UGA, Georgia Tech, Morehouse College or Spelman. Now, for those with no roots in Georgia, the reason is plain and simple: Atlanta is one of the easiest and most economical places for guests from around the world to travel to and still make the wedding weekend feel like an experience. Recognizing these trends inspired me to re-evaluate my planning process to cater to couples marrying in unfamiliar locations while ensuring a seamless, stress-free experience.
Here are some key strategies and tips I’ve developed for planning destination weddings in Atlanta and beyond, from Florida to Europe and even the Caribbean.
ALIGNING WITH A TRUSTED PLANNER
The foundation of a successful destination wedding lies in partnering with a planner who truly understands your vision. This relationship hinges on three crucial elements: vision, communication and the fine details.
Vision: A planner who connects with your ideas becomes your greatest champion, ensuring a cohesive and memorable experience. Share your inspirations openly — everything from mood boards to guest experience goals and ambiance. A planner aligned with your vision can craft a cohesive and unforgettable aesthetic.
Communication: Equally as important as the overall vision is maintaining clear communication with your planner. Early in the planning process, be sure to establish open lines of dialogue, discussing your expectations, budget, preferences and priorities. Additionally, regular check-ins help keep everything on track and ensure your planner stays aligned with your expectations.
Fine Details: Your planner isn’t just a logistics expert — they’re your guest experience ambassador and are crucial in making your guests feel welcomed and appreciated. From coordinating travel itineraries to assembling personalized welcome packages, these thoughtful touches elevate the experience for everyone involved. Additionally, a destination planner will anticipate last-minute changes and address any issues discreetly, ensuring a seamless process.
SETTING REALISTIC BUDGET EXPECTATIONS
Setting a realistic budget is crucial for planning a destination wedding. This step requires balancing cost and value, something your planner can research and help you understand. Your planner will guide you on average investment tiers for services in your chosen location, ensuring your budget prioritizes what’s most important to you.
Remember, “cost” refers to the actual price for services or products, while “value” encompasses the overall quality you receive. Investing in reputable, high-quality vendors may require a higher upfront cost, but they often bring peace of mind and can prevent costly issues down the road. Look beyond cost alone — evaluate vendor proposals based on reliability, reviews and the value of what each vendor offers. When you focus on value, you ensure that your wedding day is as you envisioned without compromising on the elements that matter most to you and your guests.
To manage your budget effectively, explore flexible payment plans or early payment discounts offered by vendors. This approach can ease financial strain and help you stay on track with a better budget management.
THOROUGH VENUE AND VENDOR RESEARCH
Whether it’s an estate in Tuscany, a secluded beach in the Caribbean or a rustic barn in the Midwest, orienting yourself when vetting even the most breathtaking venues or vendors hinges on the right vetting. It’s not just about choosing a beautiful setting or pretty pictures; work needs to happen! Be sure to read reviews and testimonials to gauge what stands out — both in the benefits of working with those vendors and in potential red flags.
For venues, review their portfolio to ensure it matches the overall desired aesthetic.
Your planner can conduct site visits to assess ambiance, logistics, and services, but here are a few key questions to consider when evaluating venues:
- What is the venue’s recommended capacity for an ideal guest experience?
- Do you have an in-house venue coordinator?
- Will the venue be able to execute the program I have in mind?
- What is their emergency protocol?
- What do they have in place for backup protocol if you are hit by inclement weather and cannot get married in the garden courtyard as you’d envisioned?
- Are there any preferred vendor policies I should be aware of?
- Does this location have any noise ordinances or local events that could affect the wedding?
- What do I need to know about set-up and breakdown timeline at the venue? (This influences your day-of timeline and what you can [or can’t] ask of your vendors.)
UNDERSTANDING & CLARIFY CONTRACT DETAILS
Contracts are your roadmap for a smooth wedding planning process, especially with destination weddings! Each contract should clearly outline services, costs and conditions. Pay close attention to the fine print and clarify any confusing language, as you are responsible for ensuring you understand all the clauses and conditions in your contracts.
Here at Tinted Events, whenever we have a Full-Service Planning Collection event in another country, we include a wedding team member on the ground of that country. This allows us to review the contract and translated version — because what we are accustomed to in the United States isn’t usual and customary everywhere. Watch out for any confusing or complicated language (and this will happen!) — if any terms seem unclear, ask for clarification or consult a legal professional.
NAVIGATE WEDDING LOGISTICS LIKE A PRO
A detailed timeline is crucial for keeping your wedding day on track. Collaborate with your planner to confirm vendor schedules, from setup times to key milestones. This includes kick-off time, load-in schedules, setup times (note how long each vendor needs to set up!) and service details. Gone are the days when every vendor sets up at the last minute, and you cross your fingers that it all comes together somehow! Regular communication ensures everyone understands their role in creating a seamless event.
Finally, as the date approaches, use this checklist to finalize details once more:
- Re-read vendor contracts and confirm all bookings
- Confirm payments/payment plans to vendors
- Conduct a walk-through with key vendors (like caterers and florists)
- Update your guest list and seating chart as needed
- Contact vendors to clarify any potential misunderstandings about services or special arrangements you’ve made
- Check all transportation schedules for the ceremony, the bridal party, and any out-of-town guests
- If you’re having a special ceremony or some other surprise entertainment and have a contact for them, re-check with them again.
- Ensure everyone involved in your special day has the latest information on any changes you’ve made to the plan.
- Double and triple-check it all!
Planning a destination wedding — whether in Atlanta or abroad — is a rewarding journey. By staying organized, collaborating with trusted professionals and focusing on what matters most, you’ll create a celebration that’s not just a single day but an unforgettable experience for everyone involved.
About the Author
Jacqueline “Jax” Vizcaino is the owner of Tinted Events, a premier wedding planning company known for its personalized approach and expertise in diverse cultural celebrations. As a sought-after wedding professional, Jax has earned recognition as an educator, speaker, author and contributor to leading wedding publications. Her passion lies in crafting unforgettable weddings that reflect each couple’s unique love story, all while ensuring a stress-free planning experience. With impeccable attention to detail and a kind-hearted approach, Jax turns dream weddings into cherished realities.
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PHOTOGRAPHY: Memories by Lindsay
LOCATION: Sedona, Arizona – Cathedral Rock
PLANNER: Tinted Events Design and Planning
FLORAL: Urban Desert Flora
HAIR: Bronze + Glow Beauty
MAKEUP: Bogart Beauty
GROOM’S FORMALWEAR: Friar Tux
