The Art of Producing a Great Destination Wedding

By Ophellia McKnight, WPICC, DWC

Destination Wedding Specialist

Many planners and clients alike have asked me over the years if I am not always anxious when planning a destination wedding because I have to rely on vendors so far away and they always wonder if I feel that I am not in control of the events, planning from so far away. My answer is always the same and here it is…you need to get to know your vendors, build great relationships and then…here it comes….relax and rely on that relationship! This is by far the hardest part of that equation because yes, it is hard to let everything rest on your destination vendors after working with your clients for usually a year to eighteen months and then it all comes down to your vendors at the destination.

Here are a few pointers that have worked for me over the years:

Specialize in a destination – I specialize in destination weddings to Jamaica. I am Jamaican, I know Jamaica and I started my wedding planning business in Jamaica. When I moved to Toronto a decade ago, destination weddings to Jamaica was the automatic step for my business. It makes a huge difference when you are knowledgeable about and familiar with the destination that you are selling and clients recognize that and are more comfortable. That helps to get over that first big hurdle – they feel more in control and can let go the planning to you because they trust your judgement and suggestions. Understandably, many persons work in a destination that they do not have a background in, so I suggest that you pick one or two places, make the commitment to get to know the destination intimately and then create relationships there that will allow you to offer a very high level and quality of service that you can deliver to your clients because you have done your due diligence and paid your dues.

Set your expectations with your vendors – every destination is different and the way of business in the destination may not be the way the industry operates where you are from. Be flexible, explore what is done in the destination country, decide if you can work there and then sit with each vendor that you want to work with and outline what you understand to be their expectations of you and let them know your expectations of them. Follow up with vendor contracts (you may have to design multiple for the different vendor groups) and make sure everyone knows where they stand.

Manage the expectations of your clients – this is very important. Clients have a certain vision of their wedding at a destination and you will spend months creating and designing with them and they expect to see that vision produced at their wedding. Make sure that you can manage what they envision with what is available at a destination. If clients are willing to go Caribbean rustic and source locally, ask your vendors to provide examples of the items take actual pictures and have your clients compare so that they know what to expect. Items like flowers etc. are seasonal depending on where you are and you need to be aware of what you can find and what would need to be imported and ordered and the time constraints that presents. There might be a slip between the cup and the lip if tropical flowers to your clients stir up visions of orchids, hydrangeas and peonies because they need to be thinking hibiscus, anthuriums, certain indigeneous orchids, ginger lilies and bird of paradise!