PACK OR SHIP: real-life Destination Wedding tips

As our business has grown and we produce destination weddings all over the world, a huge logistical part of our planning process is: how are we getting everything there? In a world of lost luggage and shipping delays, it can feel like choosing between two unreliable options.

Of course, there are some materials that can be sourced locally—but the list of items that fall into that category is often shorter than you think. Anything customized, sentimental, or hard to find needs to be planned well in advance and either packed or shipped to the destination.

So what’s the best way to do this? Breaking this down as one of our latest destination wedding tip!

This is a question we've mostly trusted our intuition on—which, honestly, hasn’t gotten us into trouble yet (knock on wood). But we also know there’s a smarter, more strategic way to approach it that eliminates unnecessary stress.

For example, we’ve found myself navigating international airports with multiple oversized suitcases filled with welcome bag items, signage, and last-minute details—thinking, what are we doing? When you’re moving through customs, coordinating transfers, and trying to keep everything intact, the margin for error feels a lot smaller.

Unfortunately, many things in the events world—especially destination weddings—aren’t learned in a textbook, college class, or online webinar. They’re on-the-ground lessons we learn the hard way, in real time. You can learn a lot working for someone else—but when you’re on your own, in another country, and something doesn’t go according to plan, you have to figure it out quickly.

This prompted us to put together a gut-check list: PACK OR SHIP?

Something I can use to create a more fail-safe way of ensuring everything arrives on time, clears customs, and is exactly what we need when we land. I’m sure there will still be stressful moments—tracking international shipments, coordinating local pickups, or reorganizing suitcases on the floor of a hotel room—but the goal is to minimize as much of that as possible.

FIRST STEP

Where am I going and what resources are available locally?

Before anything else, research your destination. Are there reliable grocery stores, office supply stores, or rental companies nearby? Is Amazon available? What about local equivalents?

In some destinations, you can source almost anything. In others, out in the Tuscan countryside, even basic supplies can be difficult to find. Knowing what’s accessible and what is not is critical.

Also, lean on your local partners. Planners, venues, and vendors on the ground often have sourcing capabilities or preferred suppliers that can save you from over-packing or over-shipping.

How am I (and my materials) getting there?

Flights, connections, customs, baggage limits—this all matters.

If you’re flying internationally, realistically assess how many bags you (and your team or friendly and family if you're a Bride) can manage, especially when navigating customs, transfers, and hotel arrivals. Weight limits and oversized baggage fees can add up quickly and so can the physical toll of moving everything.

Note: I almost always underestimate how much space items will take. And in destination weddings, it adds up fast. Make sure you do a try run and don't pack it all the day before!

EVALUATE YOUR MATERIALS

How essential is it to the wedding?

Everything feels important, but some items are truly irreplaceable.

If an element of the wedding cannot happen without it (rings, escort cards, ANYTHING you are wearing), I always try to pack it or carry it on when possible.

If it can be recreated or replaced locally, it’s a better candidate for shipping or sourcing on-site.

Is it sentimental or one-of-a-kind?

Destination weddings often include deeply personal touches like custom details, heirloom pieces, or items the couple specifically ordered. If it’s something that can’t be replaced, I treat it like a carry-on item whenever possible.

Is it perishable or sensitive to climate?

Heat, humidity, and transit time all matter—especially in tropical destinations.

Anything perishable, meltable, or fragile should be shipped with care or sourced locally. And always confirm that your venue can properly store it upon arrival.

SHIPPING TIPS (FOR DESTINATION WEDDINGS)

• Understand your venue’s international shipping and receiving policies—including customs requirements and timing restrictions.

• Be aware of customs duties, taxes, and potential delays—especially for branded or high-value items.

• Whenever possible, ship items well in advance and build in buffer time.

• Consider working with a local planner or production partner who can receive and store shipments for you.

• If vendors can produce or source items locally, it often reduces risk significantly.

• Use tracked and reliable carriers—and monitor shipments closely.

• For smaller items, Amazon lockers or local pickup points (where available) can be incredibly helpful.

• For larger retailers, explore international or in-country pickup options when possible.

At the end of the day, this is one of those lessons I’ve learned the hard way—especially in destination weddings, where you’re planning from afar and have even less control once you arrive. There’s no quick trip to your usual vendor or backup closet of supplies—it all comes down to what you packed, what you shipped, and what actually made it. The more I refine this process, the less I rely on stress and last-minute problem solving, and the more I can stay present for what really matters: creating a seamless, beautiful experience for our couples and their guests.