Q&A

Destination Weddings Made Easy

Check out this interview with professional wedding planner Kelly McWilliams, plus our Destinations Wedding Worksheet and a Jamaica wedding Trip Coach.

Kelly McWilliams

According to a recent study by the Conde Nast Bridal Group (the folks who publish Brides, Modern Bride, and Elegant Bride) the number of destination weddings has grown 400 percent over the last 10 years. And considering I've made travel arrangements to attend three this year alone--in Florida, Colorado, and Italy--it seems that the 1,600 brides who were polled for the 2006 survey were on to something.

Destination weddings are a big business, and a big headache if you don't have the right people working for you. So we had a chat with Kelly McWilliams, a professional wedding planner in Cape Coral, Fla., and owner of Weddings by Socialites. Ninety percent of her business is planning destination weddings, and when she's not tracking down photographers or tasting cakes, she blogs about her wedding-planning experiences.

Are you in the market for a far-flung celebration? Read on for some tips.

What's the best way to save money when planning a destination wedding?

McWilliams: There are two ways to look at this: Do you want it to be cheaper for the hosts or cheaper for the guests? If you want to make it inexpensive for your guests, plan during the nonpeak weeks. Meaning, avoid spring break (including Easter), the winter holidays (Thanksgiving through New Year's), and the summer holidays (Memorial Day, the Fourth of July, and Labor Day). These are times when a longer stay is required and flights cost more. To save yourself money, plan a midweek wedding when you'll be able to save on site fees, music, and possibly photography. Also, it's important to consider the off-season and slow periods. In Florida, for example, if you plan your wedding in January, February, or late-June through September, you'll save oodles.

What are some of the major pitfalls that couples run into when planning a destination wedding?

McWilliams: First of all, marriage rules vary drastically. In some regions, you have to reside in the area for up to six weeks before you can legally get married there. Then there's the new passport law: Any U.S. citizen traveling to the Caribbean, Mexico, or Canada needs a valid passport. This can be a big hassle for your guests, so it's important to find out all the rules before you decide on a location. But the biggest issue is finding the perfect location only to later find out that it can't accommodate the number of guests you want. So before you make any reservations, decide what's more important: your guest list or your dream location. To avoid all these issues, however, start with a destination-wedding planner who can do the legwork for you and narrow down your options to places that will best suit your celebration.

How important is it to scout out your location beforehand?

McWilliams: Very, very, important. I can't stress this enough. As wonderful as the Internet is for researching, websites can be extremely deceiving. What looks great on the Internet does not always give the full picture. Also, reviews really throw people off. You might come across one bad review and cross a location off your list, and really, that isn't fair. There could be 250 fantastic reviews to that one bad one from a guest who came down with chicken pox the week of her friend's wedding and held a grudge because she couldn't go in the pool. Again, call and talk to a local wedding planner. It's worth it to pay for a one-hour consultation and get the truth before you waste $1,000 traveling to a venue that would never work.

Do you recommend using a travel agent?

McWilliams: If the majority of your guests are traveling from overseas or are going to be traveling out of the country, then yes. Also, if the majority of your guests are not Internet savvy, or you're planning a big wedding, take this route. However, if you're having a smaller wedding (under 50 guests) or planning in a major metropolitan city that's easily traveled to, your guests should be fine without a travel agent.

Planning a wedding in Italy is especially difficult. Do you have any advice for folks who'd like to get married there?

McWilliams: Italy. So gorgeous, yet so complicated. When planning a wedding in Italy, not only will you deal with extensive legal issues, but you'll also be faced with complicated travel issues (and let's not forget about language barriers!). You would be insane not to hire professional help when planning a wedding in Italy. But you know what? It's totally worth the hassle.

Where are your top three picks to have a destination wedding?

Note:This story was accurate when it was published. Please be sure to confirm all rates and details directly with the companies in question before planning your trip.
 
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When I travel with friends, we decide ahead of time who's going to bring what. If we're sharing a suite or have adjoining rooms, we don't need multiple hair dryers and umpteen bottles of shampoo. With the weight limits on baggage, we'll need the extra space in our suitcases for souvenirs!

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To ensure the studs of pierced and delicate earrings don't get damaged, I put them in a film canister. An added benefit is that they're less likely to be stolen when left in a suitcase or hotel room, because thieves presume there's nothing inside but film.

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Water-bottle holsters are good for more than holding water. I own several Water Bottle Totes by Outdoor Research (orgear.com). With their Velcro-like straps, I can fasten them anywher--to my belt, camera strap, fanny pack, purse, or airplane seat. I've used them at various times to carry my camera, binoculars, snacks, umbrella, battery-powered fan, flashlight, sunglasses, a windbreaker, and a rain poncho.

— Patricia S Beagle
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I have the words "hotel" and "taxi" on my cell- phone speed dial. On a trip, I change the numbers, but leave the preprogrammed titles the same--instant access and no more little slips of paper everywhere.

— Isabel Burk
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For overnight flights, pack a few Oral B Brush-Ups in your carry-on. Before the plane lands, you can "brush" your teeth, leaving you refreshed and ready for the day!

— Janice Pruitt Winfrey
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Family Travel
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If you're on a road trip with young children and you're looking for a place to let them blow off some steam, check out the playgrounds at local elementary schools. They almost always have equipment that your children will love to explore. It will also give everyone in the family a welcome chance to stretch their legs.

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Before booking your next ski trip or reserving a table for dinner, find out what your credit card company has to offer. American Express sometimes has discounts on lift tickets; MasterCard has offered buy-one-get-one-free at local restaurants; and Discover Card has access to deals to Universal Studios. Check out americanexpress.com/offerzone, mastercard.com (be sure to click on Promotions), and discovercard.com.

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Instead of packing a complete shaving kit, my husband fills his wide-mouth Nalgene water bottle with items such as razors, spare contact lenses, eyeglasses, toothbrush, and so on. This turned out to be particularly useful on our trip to Costa Rica, where we also took the bottle on our day hikes to volcanoes and the jungle.

— Terry Clemson
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Be certain to have enough blank pages in your passport. Someone I know had a terrible time getting per- mission to board a flight from Zambia to South Africa because she didn't have the two blank passport pages required to enter South Africa. Thank goodness my husband had read about the requirement. Before the trip, we sent our passports to the center in Charleston and had extra pages added at no charge.

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It can be difficult for parents to find a place to bathe their infant while on vacation. Showers obviously won't work, and the miniscule sinks generally found in hotel bathrooms aren't appropriate either. On our last cruise, we eliminated the whole problem by packing a small, inexpensive inflatable bathtub. (Ours cost only $7.99.) When we arrived, we blew it up and placed it in the bottom of the shower for an instant, safe baby bath.

— Maria Diekema-Zuidema
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Some cruise lines offer discounts on a future sailing if you book it while on a current cruise. Back home, you can transfer the booking to your travel agent and work with them to try to lower the price even further. You'll be able to cancel your booking at no cost if you follow the cruise line's cancellation schedule. This is a great way to get some of your onboard expenses paid for in advance.

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A beach ball can replace many expensive in-flight gadgets. Depending on how much you inflate it, the ball can function as a very comfortable footrest, a back support, or a lap pillow to support your book.

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After looking for years for the perfect toiletries bag and being frustrated by many that were less than ideal, I finally discovered one that is just right: a soft-sided lunch box I bought at the supermarket. It has an outer zipped pocket with small compartments and slots perfect for often-used items like a toothbrush and toothpaste. There's a small removable zipper pouch inside (meant for a small ice pack) for those smaller, hard-to-find items like nail files and pill bottles. The remaining space inside is just right for larger items like shampoo and hand lotion. Other helpful features include both a small handle and shoulder strap and a waterproof, easy-to-clean interior. As an elementary school teacher, I know firsthand that it'll last: It was designed to withstand daily use by kids!

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Here's an important tip for cruising in winter: Fly into the port a day or two before your ship is scheduled to depart. We booked a Costa Rican cruise but were stuck in New York, where all flights out of JFK airport were canceled. Itineraries that include stops in places with airports can allow people to catch up. Ours didn't.

— Anne Schweisguth
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My hearing loss once made it impossible to hear any alarm clock. Then I found the Shake Awake, an alarm clock that vibrates. I no longer stare at the ceiling all night prior to an early flight in fear of oversleeping. I clip Shake Awake to my pillow or place it on a hard surface near my bed, where its rattling definitely gets my attention.

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Use an empty M&M's Minis tube to carry quarters. The top holds tightly, but still pops open easily enough, and the size is perfect to slip into a car door or bag. I find it very useful when traveling by car (for tolls and parking meters) and by airplane (for luggage carts or newspapers).

— Judi McDowell
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Before you go to sleep, check to see if a previous hotel guest left the alarm clock on. I've been awakened before 7 a.m. twice in the last couple of months by alarms I did not set. (Make sure the clock shows the right time, too!)

— Rachele Helphill
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If you know you'll be cooking while on vacation, bring along small amounts of the spices you need for your favorite recipes. You'll save by not buying large containers of spices.

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Destinationcoupons.com supplies free discount coupons for cities all over the United States and the world. Print them out on your home computer and save on hotels, shows, rental cars, restaurants, and many other activities.

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Family Travel
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Every summer, we drive out West from Pennsylvania with our two kids. To avoid that infamous road trip question ("Are we there yet?"), I give each child a map with our route highlighted on it. Along the way, they can match up the town names with road signs we pass, and that way, they always know exactly where we are and how much farther we have to go until we'll get there.

— Machelle McCoy
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While traveling, I love to send postcards to friends--and also to myself. I get the best photo postcard of the place I visited and write down what I did there as a reminder. When I get home, I tape them in my travel journals so I can flip back and forth between the photo and the reverie.

— Kimberly Morgan
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The help of a concierge at an expensive hotel is available even if you're staying at a motel across the street. Go to the concierge with $5 (or whatever the assistance is worth to you) held discreetly but visibly in your hand. Chances are you won't be asked whether you're staying at the hotel. This worked for us once when we were stranded by a blizzard. We tried to rebook our flights on our own, but phones at the airlines were busy for two days straight. The concierge at a fancy hotel a few blocks away got through on his first try and managed to rearrange our flights for us.

— Janet Willer
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A small compass is a great travel aid. Aside from the obvious benefits during country drives or hikes, it's extremely helpful in navigating winding city streets and orienting yourself once you exit a subway station.

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On international flights, I used to fumble through my belongings--often having to retrieve them from the overhead bin--after a flight attendant appeared with customs and immigration forms. (I don't know of many people who have their passport's number and date of issue memorized.) Now I write all that info on the bookmark of whatever I plan to read on the long flight so I don't have to dig out my passport. I can fill out the card quickly--giving me more time to loan my pen to all the people who never seem to carry one.

— Bill Serues
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Tired of catching colds while traveling? Take along a travel-size package of Clorox wipes. Disinfect the tray table and armrests on the airplane, and the telephone and TV remote in your hotel room.

— Sherill Hacker
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If you plan to travel to a less-developed country, pack an extra suitcase with hand-me-downs of all sizes. Housekeepers and other resort workers make so little money that the clothes are greatly appreciated. On your way home, you can use that empty suitcase for souvenirs.

— Rebecca Oberg
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My husband and I keep the stretchy slipper-socks that some airlines provide. (We've gotten them on Virgin Atlantic in economy class and on almost all airlines in business class.) They're great to use when packing shoes: Just slip each shoe into a sock, and you'll prevent clothes from getting marked up by the soles. As a bonus, you'll have slippers to wear when you're away from home. The socks are machine-washable and can last for many years.

— Wendy Barr
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Grab-rails and nonskid surfaces aren't common in European bathtubs and showers. I pack a few decorative rubber pads that have non-adhesive suction cups, so I can use them when needed to prevent a slip or fall, and then I take them with me to the next hotel.

— Fran Plewak
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In order to provide any reimbursement for a lost suitcase, most airlines and insurance companies require an itemized list of exactly what was inside it. Unfortunately, remembering everything you packed after the fact is virtually impossible. To avoid the headache, take pictures of the items you're going to put in your suitcase with your digital camera or cell phone. The photos will make creating the list a breeze, and, in the event of a dispute with the airline or insurance agent, you have some visual evidence of ownership.

— Erica Rounsefell
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I find that hotel bathrooms rarely have enough hangers and hooks for clothes and wet towels, so I always bring a few snap-lock suction hooks. (They function better than regular suction hooks because they're more secure and are therefore able to hold heavier items.) It's always nice to have a place to hang a bathrobe.

— Laura Tillman

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