How to Choose the Right Vendors When You’re Planning From Afar
- Loni Peterson
- Jun 11
- 2 min read
Planning a luxury destination wedding is a dream come true—but it also comes with unique challenges, especially when it comes to selecting your vendor team. As someone who has spent nearly a decade in the wedding industry, working with clients across the country and abroad, I’ve seen firsthand how the right vendor team can make or break the destination wedding experience.
Whether you’re saying “I do” in the Colorado mountains, a coastal villa in Italy, or a desert oasis in Arizona, here’s how to confidently choose the right vendors—no matter where you’re planning from.
1. Prioritize Communication Style
When you can’t be on-site, communication is everything. Do your vendors respond in a timely manner? Do they make you feel heard? The best vendors will make you feel like their only client, even from a time zone away. Schedule intro calls early, and trust your gut. You want someone who makes logistics feel easy—not like another item on your to-do list.
2. Lean on Your Planner’s Network
A major perk of working with an experienced destination planner (hi, that’s me!) is having access to a vetted network of top-tier vendors. Instead of sifting through dozens of websites, reviews, and Instagram profiles, your planner can shortlist creatives who match your style, budget, and expectations. Think of it as having a personal matchmaker—but for florists, photographers, and caterers.
3. Ask About Experience with Destination Weddings
Not all vendors are created equal—especially when it comes to travel. Choosing vendors who understand the logistics of destination events is key. Ask how they handle shipping equipment, coordinating long-distance timelines, and adapting to new venues. Bonus points if they’ve worked at your venue or in the region before.
4. Trust Reputation Over Trendiness
Yes, that vendor you found on TikTok might have a gorgeous feed—but do they deliver under pressure? Look for vendors who have a consistent track record, positive client reviews, and glowing testimonials from other industry pros. Aesthetics matter, but professionalism matters more.
5. Prioritize Values and Vibe
Your vendor team will be with you during some of the most personal moments of your day. It’s important that they align with your energy and your values. Whether you prioritize sustainability, inclusivity, creativity, or calm under pressure—look for those shared priorities in your conversations.
6. Plan a Virtual Site Visit or Planning Trip
If possible, build in a site visit or planning trip to meet key vendors in person. If not, many vendors now offer virtual consultations, walkthroughs, and mockups to help you feel confident from wherever you are. Don't be afraid to ask for visuals, samples, or video calls to bring your planning to life.
Planning a destination wedding can feel like a juggling act—but with the right support, it’s an experience full of joy, beauty, and ease. My best advice? Surround yourself with vendors who treat your wedding with the same care and detail as if it were their own. You deserve that.
Need help finding your dream vendor team? Let’s chat.
XOXO,
Professor P
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