18–24 months: define the experience
Align on guest count, realistic budget, travel tolerance and the feeling you want the weekend to have. This is the right moment to engage a destination-wedding travel advisor and compare countries before falling in love with one resort photo.
15–18 months: select and contract
Narrow the resorts, compare total event and guest costs, review wedding-date availability and negotiate the room block. Your contract should make deposits, deadlines, concessions, attrition and cancellation responsibilities understandable.
12–15 months: invite and open travel
Send save-the-dates only after the group terms are secure. Give guests one clear booking path, a useful deadline and a real person to contact with questions.
6–12 months: shape the weekend
Coordinate ceremony and reception choices, excursions, welcome events, transportation and the guest communication cadence. Confirm passports and destination-specific legal requirements early.
60–120 days: reconcile details
Track final rooming, transfers, special needs and event counts. Avoid leaving guest logistics to the same final weeks reserved for design details and personal moments.
Travel week: be present
A well-managed group has clear arrival instructions, live support and a plan for disruptions. Your job is to celebrate—not answer the same transfer question twenty times.