Start with five decisions that shape everything else
Before you compare venues or planners, write down the destination shortlist, approximate guest count, overall budget range, preferred wedding setting and whether the ceremony must be legally binding on the island. These choices affect flights, accommodation, paperwork, supplier access and the type of planner you need. Keep each answer short enough to fit on one page. If an answer is not settled, mark it as open rather than allowing an assumption to become a booking. A useful checklist makes uncertainty visible; it does not pretend every decision is complete.
- Shortlist no more than two islands for detailed comparison
- Record guest count as a range with a realistic lower and upper figure
- Choose resort, villa, estate or standalone venue as the working model
- State legal ceremony, symbolic celebration or still to be confirmed
Create a guest travel and accommodation workstream
List where most guests will travel from, the airport they are expected to use, likely transfer time and whether one hotel or several properties will be involved. Decide who will research room blocks, explain payment deadlines and answer guest travel questions. The couple, a travel adviser, the venue and the wedding planner may all be involved, but their responsibilities should not overlap without a clear owner. Record accessibility needs, children, older relatives and guests who may need flexible arrival dates. This turns guest travel from a late surprise into a visible planning decision.
- Name the preferred arrival airport and transfer plan
- Record who manages room questions and booking deadlines
- Identify guests who need accessible rooms or additional transfer support
- Write down which costs guests are expected to pay themselves
Check the venue before treating it as confirmed
A venue photograph does not show capacity limits, rain cover, supplier restrictions or the distance between the ceremony and reception. Ask for written confirmation of the spaces included, minimum stays, event end times, outside-supplier fees, backup arrangements and payment schedule. For a villa or estate, confirm whether events are permitted and whether guest numbers can exceed overnight occupancy. For a resort, separate what the wedding package includes from the work handled by the on-site coordinator. Keep the source for each answer—contract, email or current venue document—beside the checklist.
- Capacity for the ceremony, dinner and weather backup
- Outside-supplier rules, access times and additional fees
- Accommodation or room-night commitments linked to the event
- Deposit, cancellation and change terms before you book
Define the planner job before comparing planners
Write the work you expect the planner to own: venue search, supplier sourcing, design, guest transport, legal coordination, budget tracking, event-week management or a narrower combination. Then compare planners against that same job. Ask for the service scope in writing and note any work left with the venue, couple or another supplier. Independent matching starts with this wedding profile rather than a list of popular names. It helps you compare relevant experience, communication and responsibilities using the same brief, with unknowns kept visible before you commit.
- List the decisions and logistics the planner must own
- Separate full planning from venue coordination and event-day support
- Compare recent experience with your destination and venue model
- Record exclusions and questions alongside every proposal
Keep one decision log through contracts and wedding week
A checklist remains useful after the planner is appointed. Add the person responsible, due date, current status and link to the supporting document for every important decision. Review open items regularly and close them only when the answer is written down. Include supplier contracts, payment dates, guest communications, ceremony paperwork, weather decisions, transport and the final wedding-week schedule. The aim is not to create more administration. It is to give both of you one reliable view of what is complete and what needs attention, so planning feels calmer and decisions can be made with confidence.
- Use one owner and one due date for each action
- Link decisions to contracts, emails or current official guidance
- Review unresolved risks before each new payment
- Share the final responsibility list with the planner and venue
Common questions
Questions couples ask
How is this checklist different from a destination wedding timeline?
The checklist organises decisions, responsibilities and supporting information. The timeline organises those actions by month. Use both: first identify the work and its owner, then place each action at the right point before the wedding.
When should we start using the checklist?
Start as soon as you have a Caribbean shortlist, ideally before paying a venue deposit. Early use helps expose guest-travel, legal and planner-scope questions while you still have room to compare options.
Do we need a planner before completing it?
No. Complete the first version yourselves and mark uncertain items clearly. That becomes a stronger wedding profile for planner conversations and helps each planner explain what they would own.
What should we do when two suppliers appear to own the same task?
Ask both to state their responsibility in writing, then choose one accountable owner. Shared awareness is useful; shared accountability without a named lead is where transport, paperwork and event-week details are often missed.