Event & Wedding Planning

Planning a destination wedding can be an exhilarating adventure, whether it's just a few hours away or across continents. At Claudia and Co., we've mastered the art of crafting unforgettable events in Toronto and beyond, bringing our expertise to various destinations. We understand that a destination wedding isn’t just about the ‘I dos’.

It’s an experience – a chance for you and your guests to create lasting memories in a stunning setting. But you might wonder, "How do we host a memorable gathering for our family and friends in a place far from home?"

Here are our top dos and don’ts to help you navigate the exciting journey of planning a destination wedding.

The Dos of Destination Wedding Planning

Hire a Local or Travel-Savvy Planner

Having a planner who's well-versed in the nuances of your wedding destination can make all the difference. At Claudia and Co., we're no strangers to orchestrating events in Toronto, and we're always ready to pack our bags for Italy, Portugal or Greece. Whether composed of local connoisseurs or globe-trotting professionals, having a planner who brings a valuable "boots on the ground" perspective is crucial in providing the essential insights and support needed for hosting a destination wedding.

“She worked with us from the very beginning, getting our design inspiration together. She had a wealth of knowledge as well as a number of recommended & trusted vendors. The day was absolutely flawless” Victoria

Choose Your Location and Time Wisely

Selecting the perfect spot for your big day involves more than just falling in love with the scenery. Consider factors like weather patterns, peak tourist seasons, and local events. A breathtaking beach might be less appealing during monsoon or hurricane season, and a quaint European town could be overcrowded during a major festival. We’ve listed the best months to travel to our favourite wedding destinations in Europe below.

Italy

April/May or September/October

(weather is nice, prices are low and less crowds)

Portugal

March to May or September/October

(weather is warm, hotel rates are cheaper and there are fewer crowds)

Greece

May or September/October

(comfortable weather, no rain, and smaller crowds)

Embrace the Local Culture

Infuse your wedding with the unique flavour of your destination. From local cuisine and decor to traditional music and customs, integrating these elements can make your wedding truly stand out and provide an immersive experience for you and your guests.

Based on the European wedding destination countries we service; Italy, Portugal and Greece, you’ll find a list of local items below that we love! They would be the perfect addition as guest favours, or decor to add a personal touch to your wedding.

Italy: Olive oil, cheese, wine, Limoncello, Murano glass gift, espresso cups or beans

Greece: Olive Oil, Greek themed coasters, ouzo, Greek spices or treats, Greek tea

Portugal: Azulejos gifts, traditional cork gifts, bottle of port wine, Piri Piri hot sauce

Check Local Marriage Requirements

Different countries, provinces & states have varying legal requirements for marriage. Research and ensure you comply with these laws to avoid any surprises. With our destination couples, we’ve found they prefer to handle the legalities at home with a small ceremony or simple justice of the peace service. Then you they’ll have a symbolic ceremony and reception with more of their friends and family at their ideal destination.

Plan Travel Logistics

If your destination requires passports, visas, or vaccinations, inform your guests well in advance. For weddings where travel is a must for most guests, we suggest sending your Save the Dates at least 10 months in advance to allow your guests enough time to complete all the necessary travel requirements and logistics. It's also a good idea to notify your bank and credit card companies about your travel plans to prevent any financial hiccups.

The Don’ts of Destination Wedding Planning

Don’t Book Sight Unseen

It’s unnerving to book venues or vendors without a proper vetting process. If you can’t visit in person, utilize video calls to meet vendors and see venues. Rely on your planner's local knowledge and network to make informed decisions. At Claudia and Co., our full-service and destination packages include multiple site visits, including an initial one for the design process & logistics, then with the main vendors like floral and audio visual.

Avoid Last-Minute Shipping

Shipping items to your destination can be risky and expensive. If you decide to choose a destination where there are no local vendors and shipping is the only option, be sure to allow ample time for shipping. When we at Claudia and Co. collaborate with couples planning their destination weddings, we always aim to ship everything at least a month in advance. This timeline helps mitigate any unexpected delays.

We don't just send off your items into the ether, though. We make sure there's a tracking system in place, and we coordinate with a designated person at the venue to receive and safeguard everything. This way, we know exactly where your items are at all times, and so do you.

For those pieces that just can't be shipped, or for added peace of mind, we often recommend packing them in checked luggage. This strategy ensures that your most essential items travel with you, reducing the risk of them getting lost or delayed.

It's all about blending careful planning with smart packing to make sure everything you need for your big day is right where it needs to be.

Don’t Ignore Guest Experience

Your guests are making a significant effort to join your celebration. Consider their travel ease, accommodations, and what they can do once they arrive. Organizing group activities, providing welcome bags, and offering a detailed itinerary can greatly enhance their experience.

Something we always suggest to our destination couples is to provide a shuttle service for guests. This helps make their trip to your wedding venue smooth and easy. If guests are flying to the destination, having their flight information is very helpful as we help organize shuttle arrangements based on their arrival time. This creates a seamless experience from the airport to their hotel.

Don’t Forget to Relax and Enjoy

In the whirlwind of planning and coordinating, don’t forget the reason behind it all - your love and commitment. Take time to enjoy the journey, soak in the unique experiences, and make memories that will last a lifetime.

At Claudia and Co., we understand the complexities and joys of destination wedding planning. Let’s make your dream wedding a reality, no matter where in the world it takes us!

XO Claudia