Steps to Plan The Perfect WeddingPlanning a wedding is one of the most exciting and memorable moments in a couple's life. But for many brides and grooms, the prospect of planning a wedding far from home is, when it is out of state, overwhelming. Planning a wedding can be a daunting task with a host of to-do's to juggle. Luckily, with the right tactics and a plan in place, an out-of-state wedding can be both manageable and fun! Here are some important tips for couples planning a destination wedding.

Set a Realistic Budget

Before you book venues or vendors, it’s essential that you establish a realistic budget. Wedding costs can accumulate quickly, and organizing from afar makes it easy to splurge. For an out-of-state wedding, be sure to consider travel costs, accommodations, and additional fees that may not apply to local weddings. Consider the travel expenses, accommodations for guests, food, and other costs that come with the wedding destination.

The emergency and contingency fund: Allocate a small percentage of the total budget for the emergency funds. After you’ve set the budget, decide on what elements of your wedding are the most important to you (the venue, the photographer, catering, etc.) versus what you can be flexible with.

Get the Right Wedding Destination

Selecting the perfect spot for your out-of-state wedding is one of the most exciting and challenging decisions you’re going to make. Consider what atmosphere you want to convey at your wedding. Will it have a beachy vibe, rustic at a vineyard, or sophisticated in a city? The choice of location should be a representation of your personality and style.

Factors to consider for a wedding destination:

Access: Is the location a place you and your guests can easily get to? Are direct flights or ample travel options available?

Climate: What’s the weather for your specific wedding season? Just be sure to account for potential weather challenges, such as rain or extreme temperatures.

Choosing your wedding venue: Is there a wide variety of wedding venues to meet your style and preferences in the area?

Legalities: If you’re getting married out of state, be sure you understand your chosen state’s marriage license requirements, as well as any legalities associated with marrying in that state.

Learning about these components will aid in determining whether the location will accommodate your wedding desires and guests’ accessibility.

Hire a Local Wedding Planner

A local wedding planner is one of the best out of state wedding decisions you will make. When you are unfamiliar with the area, a local planner is priceless. They can recommend vendors you can trust, advise you on the best venues and keep everything on track the day of. Local wedding planners also understand the area’s regulations and logistical challenges, so they can save you time and stress.

Even if you’re using a wedding planner from your home state, someone local will be especially helpful when it comes time to execute the final details and manage the day-of logistics.

And Book Vendors in Advance

From photographers and florists to caterers and DJs, booking your wedding vendors as far in advance as possible is essential when planning a wedding outside your immediate area. Research vendors online and read reviews to identify trusted sellers. If you have the means and timeframe, consider visiting the venue a few months ahead of the wedding to meet vendors in person and see work samples.

Consider the following when choosing vendors:

Communication: Select vendors who are responsive and open to scopes on video calls, phone calls, emails etc. When you aren’t in the same location, clear communication is important.

Packages and Pricing: Discuss all packages and services upfront so there are no surprises later. Know if vendors charge travel and how much extra they charge for out-of-town weddings.

References and Portfolio: Get references from the wedding planner or other couples who have had identical weddings in the area. Look at the vendor’s portfolio to make sure their style aligns with what you’re envisioning for your wedding.

Scheduling your vendors ahead will also allow sufficient time to talk with them about what you need and expect and to make sure everything will go according to plan for the big day.

Create a Wedding Website

Creating a wedding website is an absolute must for any couple planning a wedding — but it’s even more important when you’re planning an out-of-state wedding. The website will be your one stop shop for all things wedding related so guests can stay updated on travel information, accommodations and wedding day schedule.

Here’s what to include on your wedding website:

Travel Information: Include information about travel options, such as nearby airports, preferred airlines, and car hire.

Accommodations: A list of nearby hotels or lodging options, with any group rates or special pricing you’ve worked out

Event Timeline: Describe the wedding itinerary, including the rehearsal dinners, ceremonies and receptions, so guests know what to expect.

Registry: Make it easy for guests to find and select gifts for your wedding.

Keeping track of all this information in one place will save time and make sure your guests know how to properly prepare.

Organize a Site Visit Prior to the Wedding

While not always feasible, an on-site visit ahead of the wedding day is incredibly useful. A visit should be an in-person look at the venue, a face-to-face interview with vendors, a review of any last-minute details. You can also meet with the wedding planner during this visit to make sure everything is on schedule.

When time or budget constraints a site visit, perhaps host a virtual tour of the venue, or send along your trusted friend or family member to visit for you. Many venues provide virtual tours or can send you recent photos or videos, which can give you an idea of the space even if you’re not able to go visit it in person.

Communicate with Your Guests

For many guests, an out-of-state wedding can be a sizable commitment. So make sure to keep your guests updated, especially about travel plans and accommodations, very early on. Mail wedding invitations six to nine months prior to the wedding so guests can plan travel.

Include tips on travel, accommodation details and other useful information in your wedding invites to make their trip as smooth as it can possibly be! If guests are coming from out of town, consider arranging transportation from hotels to the wedding venue, as it is likely they are not familiar with the area.

Expect the Unexpected

No matter how good the plan is, things may not work out as you would have preferred. There are the weather, travel delays, vendor disasters. That’s why it’s crucial to implement contingency plans for any obstacles that arise. Remain calm and open-minded; rely on your wedding planner and vendors to manage the particulars.

After all, the most important aspect is that you’re marrying the love of your life—everything else is just the icing on the cake!

Conclusion

While an out-of-state wedding takes some additional planning and coordination, the end result can be an unforgettable event in an amazing location. With practical budgeting, destination picking, local expertise hiring, and planning, you can ensure your out-of-state wedding will be a success. Your dream wedding is right around the corner with a little prep and a whole lotta love!

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