The Ultimate Travel Planning: A Destination Wedding
On this blog, I mainly talk about tips for planning your next trip or vacation, but I’ve never talked about my most extensive and expensive planning mission: my destination wedding in Querétaro, Mexico! Two years ago today, we had the most amazing little party, and I want to share my tips on planning a destination wedding for those of you recently engaged or helping a friend or loved one plan their special day somewhere far away.
BUDGET.
Before you can decide where you want to get married, you have to have that delicate conversation about money. With the national average cost of a wedding hovering around $30,000, this is probably the most expensive day you will ever have in your life. Are your parents going to help chip in? Will your in-laws help to cover some of the cost? Do you need to cut back on dining out to afford the perfect DJ? Have these conversations early to avoid conflict from miscommunicated expectations and to also better inform your spending - so you don’t allocate too much of your budget for the caterer and don’t have anything left for flowers.
Wedding planning sites like the knot or WeddingWire have great tools that suggest how much you should spend in any given category depending on your max budget and how many people you are planning to invite.
Don’t forget to think about the exchange rate and how you will make your payments. I literally tracked the exchange rate everyday and made payments to certain vendors ahead of the payment deadlines to take advantage of good rates. TransferWise is a great option for making international payments.
Bargain. Share your budget and vision with your vendors and see if there is any flexibility in their price points, or if certain things can be removed so you can save money.
Review your contracts carefully. We took advantage of a special promotion for off season months (January and February) to get a discounted rate on the venue, but we overlooked the fact that we also needed to rent a tent with this venue, which was an unanticipated extra cost. Look for vendors that offer packages that allow you to save money and simplify your planning. For example, our caterer included tables, chairs, cutlery, waitstaff, and tablecloths in the set menu price, which eliminated our need to find a rental company to provide tables and chairs. We also skipped cutting (and paying for) a cake since our caterer provided a dessert course.
LOCATION. Once you’ve decided on a budget, choosing the destination city and venue is the next step. But where should you have the wedding of your dreams? It might be a special place for you and your partner. Or it might be a special place for your family or a place you’ve always wanted to share with your loved ones and closest friends. The things you have to ask yourself are: What are you looking for in your wedding location? Are you looking to get married on a beach, in a barn, or (in our case) a hacienda? Are there fun things to do nearby? When you think about venue, you also need to think about transportation. How are your guests going to get to and from the wedding? Where are they going to sleep? Will they need a visa? These are all important questions to think over before you nail down the ceremony and reception site for your big day. Here are a few key pieces of advice on choosing a location:
Choose a destination that is not more than one hour from an international airport. We chose Querétaro because it has direct flights to the United States and throughout Mexico, and the downtown area is only 30 minutes from the airport. After a long flight with possibly multiple connections, the last thing your guests are going to want to do is drive more than an hour to their hotel.
Choose a destination that is is full of fun things to do! No one wants to go to a wedding in the middle of nowhere, unless maybe if that middle of nowhere happens to be a rural resort destination that is also a winery with a spa, pool, and/or golf course. If you are choosing a city, choose a city with history and culture, great food, and lots of possibilities for day trips. We chose Querétaro because it is a beautiful, colonial city in the heart of Mexico with easy access to San Miguel de Allende, Guanajuato, and Mexico City.
Think about the weather. Querétaro in January is lovely, but Cancun in September, during the height of hurricane and mosquito season, might cause complications.
Plan for a welcome reception. Normally, the rehearsal dinner is the day before the wedding. But when you are having a destination wedding, the rehearsal dinner turns into a welcome reception for all out of town guests. Our welcome reception took place on a rooftop terrace in downtown Querétaro. It is a great way to welcome everyone to the wedding weekend and have your guests socialize before the next day’s big event. Another option is to host a post-wedding brunch the day following the wedding.
Choose a venue that can host your ceremony, cocktail hour, and reception. If you can’t find something that fits the bill, or really want your ceremony to happen in a place of worship, try to choose venues that are located close to one another (within walking distance) - this will make your life so much easier and your guests will greatly appreciate it. The site we chose let us move flawlessly from the ceremony in an outdoor chapel, to the cocktail hour in a beautiful garden, to the reception in an outdoor terrace.
Provide transportation for your guests. I know, it doesn’t help your wedding budget, but if it is difficult for your guests to get an Uber or taxi at 2am from your wedding venue, provide transportation so that everyone can have a great time and get home safely. Don’t leave your guests stranded or struggling to make it to your venue!









