4 insider secrets for long-distance planning from The Wedding Library’s Claudia Hanlin

Claudia Hanlin, owner of New York’s top bridal resource, The Wedding Library, knows a thing or two about planning destination weddings. We asked her to share a few secrets from her years of hands-on strategizing and coordination.

1.  Your Destination Venue Should Provide Advice, Not Ultimatums.  “Out of trepidation and fear, many of my clients simply give up their sense of style and instinct when planning a destination wedding.  Know that you can step outside the resort’s preferred list of vendors.  A preferred list is exactly what it sounds like—a list of vendors the director of catering likes.  So, unless you thoroughly trust the taste of your salesperson, make your own decisions and do your own research.  Just like you would if your wedding were in your home town.”

2. Break Out of the Ballroom.  “Surprisingly many gorgeous destinations have windowless, airless ballrooms where they hold the majority of weddings and events.  Ask where on property you can hold your rehearsal dinner, ceremony, cocktail reception, and dinner—you may be surprised by your options.  It’s always good to think outside of the box!”

3.  Destination Weddings Add Up.  “Many clients think of destination weddings as less expensive because you have fewer guests.  Not necessarily true.  Once you add in air fares, room costs, shipping, etc. it can get pricey.  My advice?  Be super organized.  If you’re doing a site visit, plan to meet a dozen vendors on that trip, and book your appointments beforehand.  Get room blocks early, when rates are lowest.  And go local.  Use your fancy hotel for the wedding and reception, but find a local restaurant for the rehearsal dinner or welcome party.”

4. Use a Travel Agent.  “Many of us don’t even know what they are anymore, but trust me, they’ll save you!  A good one will get you the best rates, keep track of where your guests are staying, get you hotel and travel perks, snag great flights, provide insider advice, and generally make your life more sane.  Some charge a fee, but it’s well worth it—you’ll save time, money and headache!”

(A note from the editor: If you’re looking for a good agent, DestinationW.com works with Coastline Travel Advisors; they’re experts at destination wedding plans.)