Look at you, jet-setting across the world to the MOST GORGEOUS locations, working a destination wedding as you create otherworldly designs, or photograph them– you are literally living the dream! But when you’re juggling equipment, managing vendors, and client expectations, it can be difficult to stop and smell the roses. But seriously, what is the point of living the dream if you’re not actually enjoying it? Trust us when we say you CAN have it all, and we’re here to show you how!

1. Build a Travel Workflow Template 

This isn’t your first rodeo, but have you ever stopped to actually write down your routine? Sometimes just the act of getting things out of your mind and out on paper can help you de-stress and feel more in control. It’s also crucial when you’re expanding so that you can delegate seamlessly without having to be in constant contact with the rest of your team. If you are delegating any of these tasks, make sure that they are submitted to you to look over at least one week before you head out so you can make sure everything looks good and you aren’t scrambling at the last minute. Here’s what should be on your workflow:

• Complete all pre-departure tasks (client confirmations, shot lists, vendor contacts)
• Set and schedule automated tasks like email management
• Create on-site schedules
• Schedule and assign post-wedding follow-ups
• Create a detailed travel itinerary for yourself-include contact information and addresses for all venues and vendors so you have them on hand in case of emergency.

2. Automate Routine Business Tasks

These days, thanks to technology, so many everyday tasks can be automated. From email responses to invoice reminders and social media posts, make sure that you have everything scheduled in advance to cover the entire time you’ll be away. Also, assign a point-person who will check in on your email regularly in case any clients have an urgent issue or question. Then, to make sure you don’t forget to respond, separate a certain part of the day or a specific day when you get back to reply to all of the correspondence you couldn’t while you were away. 

3. Schedule Client Communication Windows

When working a destination wedding, it is crucial to tailor your automated responses or correspondence leading up to your travel, so you can set clear boundaries with clients about your availability during the trip.

4. Prepare Backup Systems

We know we don’t have to tell you this, but just in case, make sure you have redundancies for all of your data and equipment. And remember that your phone counts as equipment! Make sure you know what cell service you will have while you’re traveling and bring an extra phone–just in case. The same goes for credit cards, make sure you have at least two international credit cards and store them in different places in case one gets lost or stolen. 

5. Outsource or Delegate Tasks

If possible, delegate editing, admin work, or communication to a trusted virtual assistant (oh, hi!) back home. This will keep business operations moving forward while freeing up some time for you to enjoy the destination. And while enjoying the destination may be low on your list of priorities, we’re here to remind you that life is short, what’s it all for if you don’t stop and enjoy it? Even if that means taking a second to sip your espresso on the balcony of your suite overlooking Lake Como (at 4 in the morning) or making a point to pick up macarons at Ladurée while you’re in Paris. 

6. Create Buffer Days

This is a non-negotiable for us. You should always arrive at least one day early and plan for at least one post-wedding day without work obligations. Not only does this allow for any unforeseen travel delays, but the buffer will also help you decompress and open up some free time to explore or handle any urgent business tasks.

7. Delegate Social Media Content

Yes, destination weddings offer amazing content, but you need to be in the now, not focused on posting. In addition to your pre-scheduled posts, consider hiring a local content creator (or assigning the task to someone on your team). This will ensure you still capture great behind-the-scenes moments while keeping your head in the game. 

8. Set Financial Systems to Auto-Run

A week before you leave, make sure all invoices, payments, and contracts are sent, signed, and scheduled. If you are sending invoices while you are traveling, make sure there is a way for clients to pay online so you’re not waiting to process payments until you get home and deposit a check.

9. Low-Key Local Networking

If you’re feeling up to it and you want to expand your professional network in this specific location, use your travel as an opportunity to meet local vendors or venue owners. It doesn’t need to be anything formal. A coffee date with a local planner or florist may be all it takes to expand your referral network, while still being enjoyable and low-pressure. Heck, if your hotel is cute, invite them to the cafe there to keep things simple!

10. Schedule Personal Enjoyment as Non-Negotiable

We can feel you rolling your eyes, but we’re serious! Block personal time into your itinerary, whether it’s a morning hike, spa appointment, or dinner at a local restaurant. If you don’t schedule it, it won’t happen. Protect your well-being as fiercely as your business obligations; otherwise, you will burn out! 

Working a Destination Wedding

If you are already one of our clients, let us help you take care of any (or all) of the tasks above so you can just focus on what you love doing. If you’re new here, all it takes is a quick call with Katie, and we can help manage the day-to-day tasks associated with running your business so you can get back to enjoying what you do, because, isn’t that why you started in the first place? So the next time you’re working a destination wedding, you’ll have an elite team in your corner, supporting your every move.

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