10 Destination Event Planning Tips
Whether we are talking about a wedding or another type of event, one thing that is common among every host is the desire is have an affair that is unique, fun, and memorable. Therefore, it’s no surprise that destination events are popular; and, after being locked up during the pandemic, on the rise.
But first, what exactly is a destination event?
For me, if the event’s location is far enough away that you, as the event host or honoree, cannot feasibly return home the day of the event, it is a destination event. However, if some invited guests are required to travel in order to attend but you do not, then the affair is not a destination event.
There are some pros and cons to holding a destination event. Below we will discuss some of them as we outline the 10 key things to consider when deciding if your event will be a local soiree or the trip of a lifetime.
Thinks to consider:
#1 - Budget.
We cannot begin any event planning discussion without first discussing the budget. A destination event does not have to be more expensive than a local one. Some believe that it can even be cheaper simply due to the naturally smaller guest list. However, as with all events, the budget must be established at the beginning of the planning process and used to guide all of the subsequent decisions.
#2 - Location, Location, Location.
Nothing can make or break your event like the location. First of all, the location must be easily accessible for your guests and have attractions that they will enjoy. If your venue is in a remote place, you will need to figure out how to get your guests to the venue with the least amount of inconvenience. This might include arranging shuttle buses to and from airports or reserving ferries to transport your guests to and from the location.
Next, make sure that the venue has a stellar reputation. You will want your guests’ accommodations to be comfortable and a staff that is knowledgeable and friendly. During the planning process and actual event, you will rely heavily on the venue staff.
#3 - Guests.
Of course, the guest list is a key consideration. However, when planning a destination event, you must be especially sensitive to affordability considerations. Will your most cherished guests who absolutely must be present have resources to attend? An alternative might be to shoulder some of the travel expenses. However, if this is an option, make sure you include this in your event budget. And, without a doubt, you should expect to have a smaller guest list.
#4 - Event Risks.
There will undoubtedly be some form of travel involved. Therefore, think about the season of the event and historical weather patterns that could delay travel plans. In addition, do your research. Will there be other distractions at your planned destination that could negatively impact your event? Further, if going to another country, is there political unrest that could affect your event?
#5 - Location-Specific Requirements.
If the destination event is a wedding, the couple must determine what documents need to be filed. If getting married in another country, are there specific forms that must be presented and/or completed to ensure that the marriage is legally recognized in the couple’s home country? Will the couple have to be considered “residents” for a period of time before a marriage license can be obtained.
#6 - Communication with Guests.
Invited guests should be given adequate time to prepare but not informed so far in advance that they forget. The general rule of thumb is to send out save-the-date announcements between 8 and 12 months prior to the event and then actual invitations no later than 3 months before.
#7 - Mini-Events.
Your guests will be a captive audience wherever the destination and at least some guests will wish to tack on a few vacation days to their trip. Therefore, consider arranging some mini-events either leading up to or after main event. It can be as simple as a sightseeing tour or post main event brunch. Let your guests know ahead of time what is being considered, area attractions, possible side trips, etc. You might want to arrange a few group activities; but, leave enough free time for attendees to be on their own to explore and enjoy the fabulous location you have selected.
#8 - COVID-19.
While we would like to believe that COVID-19 is behind us, we still have to expect public health guidelines to be fluid. Therefore, you will need to determine if proof of vaccinations and/or evidence of negative antigen tests will be required. Then, will there be testing requirements to return home? What are the subsequent steps that you will have to be taken if testing positive either at the event site or when returning home?
#9 - Preview Trip.
It is a must that you visit the location before making a final selection. You will need to see the area, stay at the venue, taste the food, and talk with the venue’s event planners to fully assess if this destination will meet your needs and expectations. Some venues will even provide a preview trip discount if they know that you are considering holding your special event there.
#10 - Planner.
You will need a planner that can help you navigate the probably unfamiliar waters of your destination location. The planner should be familiar with the event location and have area contacts that can assist you.
Planning a destination event can add some extra considerations that a local engagement might not require. However, with the right help, it is an opportunity to curate lifelong, cherished memories. It’s not something that you will do every day, so if you are even slightly thinking about holding one, contact your planner immediately.