What does a destination wedding planner handle?
The planner owns the plan and the people. That means venue scouting and contracts, a budget tracked line by line, guest travel and rooming, vendor selection and briefs, the function-by-function schedule, and a team on site from arrivals to departures. The couple decides; the planner makes sure each decision is carried out and connected to the rest.
| Area | Planner | Venue coordinator |
|---|---|---|
| Choosing and contracting the venue | Yes | No |
| Guest flights, transfers and rooming list | Yes | Rooms only |
| Décor, entertainment, photography vendors | Selects and manages | Venue rules only |
| Food and beverage | Menus and tastings with the venue | Kitchen and service |
| Run-of-show across all functions | Yes | Their spaces only |
How is a planner different from a venue's wedding coordinator?
A venue coordinator works for the venue: rooms, banquets, kitchen and house rules. A planner works for the couple, across every venue, vendor and guest. When the mehendi is at a villa, the wedding at a fort and guests fly in from three cities, the coordinator handles their own property and the planner holds the whole timeline together.
What does the planning sequence look like?
Most destination weddings follow the same order: budget and guest count, destination and dates, venue contract, room block and guest travel, vendors, design, then the detailed schedule. Fixing the venue and the room block early matters most, because popular dates go first and guest travel depends on both.
- Budget, guest count and the functions you want.
- Destination and a dates window.
- Venue visits and the contract, with the room block.
- Guest travel: flights, transfers and any visas if abroad.
- Vendors: décor, entertainment, photography, hair and make-up.
- Design, menus and tastings.
- Function-by-function run-of-show and on-site team plan.
What should you ask a planner before hiring them?
Ask what is included and what is billed by vendors directly, how the planner is paid, who will be on site and for how long, how changes and cancellations are handled, and how vendor contracts are held. Ask for a sample run-of-show and budget tracker. Clear written answers matter more than a portfolio.
Agree early how decisions are made: who on the couple's side signs off the budget, who chooses vendors, and how changes after contracts are signed are approved and costed. A planner works best with one or two named decision-makers and a written record of what was agreed at each stage.
Does a wedding need music licences?
It depends on the functions and the venue, and the position is not settled. Section 52(1)(za) of the Copyright Act exempts music at bona fide religious ceremonies, including marriage processions and related social festivities, but a 2023 government notice on weddings was withdrawn in December 2025 pending a court appeal. A planner should check each function with the venue.
Where Arika fits
Arika Event plans and produces weddings and celebrations with one event manager from the first meeting to the last departure, and Arika Group's travel desk moves and houses the guests. Décor is by Minnt Green Decor, a separate sister studio.
Weddings and celebrationsSources
Official and primary pages this guide was checked against on 14 November 2026. Figures are as published by each body; Arika confirms the current figure in writing when you apply.