Your guide to hiring a destination wedding planner

The sandy beaches of Thailand, with their pristine blue waters, perfect weather, and delicious food, sound like the ideal recipe for the wedding day of your dreams, right? But the reality can be a little more complicated. That’s why hiring a destination wedding planner could be the key to your dream wedding.

We speak to destination wedding planner Amelia Gravina, who’s an expert at getting couples their dream wedding. She deep dives into the importance of a planner, couple’s expectations and what some of the misconceptions are surrounding destination weddings.

Not only is Amelia an expert in wedding planning, but she’s also a destination wedding bride! With this level of experience, there was no one better to sort the fact from fiction.

Why should couples hire a destination wedding planner?

It’s the ultimate question to ask: Why should you be paying for a destination wedding planner when surely you can do it yourself? It’s not as easy as it sounds. Amelia explains, “It’s best to have your entire journey managed by a trusted Australian-based wedding planner, one with years of experience.” 

A destination wedding planner will not just help you style the wedding but also make sure it goes smoothly on the day. There is much more involved, from sourcing your perfect venue and finding suppliers suited to your specific requirements to helping you with your budget and ensuring that everything is paid in Australian dollars, with payment plans set up.

What involvement can couples expect?

The best thing about relying on a wedding planner is that the couple can dictate how much of the organising the planner can absorb and how directly involved they are. 

“Couples can have as much or as little involvement as they want,” says Amelia. “The destination wedding planner will take care of all liaising with vendors and the venue so that the couple can sit back and focus on the fun stuff. You know, the menu selections and styling moodboards.”

Should couples plan a pre-wedding trip to their destination wedding location?

It can be intimidating, you’re planning one of the most important days of your life, and you’re not there in the lead up? But that’s what a destination wedding planner is for! If it helps you ease your nerves, and you can budget for it, then going to see it all in person before the wedding day is a nice thought, but a necessity? No. Your destination wedding planner can provide you with site maps, virtual tours, imagery, and videos that will ease your nerves and tackle any of the big questions you might have. 

A destination wedding planner ensures that you are fully equipped with all the information you need to confidently book a venue that you won’t need to see in person. Now, if you want to take a sneaky trip in advance, well, who’s going to say no to that!

Is it risky to book a location that you’ve never visited?

When you’re engaging with a destination wedding planner, you’re removing a lot of that risk factor. The advice from Amelia? Research early. “Really think about what you are looking for from your location. Is it white sandy beaches? Warm and reliable weather? Maybe you’re focused on affordability? Speak to people who’ve been there before, your friend and family, draw from their experiences,” she explains. The wedding planner will be on-hand to find you climate-appropriate venues, work with the location’s temperament and cultural differences.

Does a destination wedding planner need to be based in that location?

Not at all. A destination wedding planner can reliably bridge the gap between cultural differences and language barriers. It’s a bonus that they’re in Australia. “It’s something our couples love about us!” explains Amelia. “As long as your planner has knowledge and experience on these locations, you’ll be fine.”

What are some of the common misconceptions about destination weddings?

There is a common misconception that destination weddings are significantly cheaper than weddings in Australia. Amelia explains that it’s not that simple: “Value for money is where you will see savings. You get multiple days, rather than just one, and there tends to be longer drink packages with cocktails, etc.” But for yourself, family, the wedding party and all the guests, factoring in flights and accommodation can mean that a destination wedding is as expensive as one here. 

Amelia also outlines another common misconception when planning a destination wedding is that you’ll be able to mirror an Australian one. “We can tailor your day as close as you are hoping for, but certain things, including florals and catering, will differ from local sources.” 

When it comes to planning a destination wedding, what’s a red flag?

Amelia stresses the importance of going to a destination wedding planner for picking vendors. “We have a trusted and vetted list of vendors and suppliers, we’ve used them before,” she explains. “It is always best to use recommended suppliers.” 

If a couple isn’t able to go and physically see vendors, try the food and get trials, then there’s a lot of emphasis put on going with an expert. Online images and reviews are one thing, but knowing the ins and outs of what to look for – that’s a whole different ballgame.

When getting married overseas, should couples be a bit more flexible?

“Be as flexible as possible, that’s what I tell my couples,” advises Amelia. “We’re dealing with language barriers and locations that are quite set in their way of doing things.” 

A destination wedding planner is on-hand to get you as close to possible when it comes to achieving your dream wedding, but swapping the rolling Australian hills for Bali’s rainforest will mean there are different outcomes. Flexibility is the key to a destination wedding.

What should a couple look for in a destination wedding planner?

Do the research, and you should be able to find someone who’s trustworthy and knowledgeable. And, from here, it’s about a rapport. “You are dealing with them for over 12 months, you’ll need to have a great relationship with them,” Amelia explains.

What is it that Amelia loves about her role as a destination wedding planner?

“As we’re not there on the day, I love seeing the couple go on their journey and seeing their wedding come together. I get such a kick out of seeing all the pictures and videos, and feel so lucky to have been part of it.”

When it comes to wedding trends, what’s in and what’s out?

“No more chair covers and sashes! We don’t see them much in Australia but they’re still common in Bali, Fiji and Thailand – I can’t wait for that trend to die off. But, I am so excited that we are seeing colours come back. I love bright coloured florals, smoke bombs and bright stationery. It really complements some of the amazing tropical destinations we plan wedding in every day.

Wanting to plan a destination wedding? Amelia can make your dream day a reality.