Hudson Valley Destination Wedding Venue Planning Tips

Destination weddings continue to rise in popularity, and for many couples, it’s a way to transform their big day into an unforgettable adventure with their loved ones. Perfect for thrill-seekers and travel-lovers alike, destination weddings now account for a quarter of all weddings. And with all that upstate New York weddings have to offer, Hudson Valley remains a popular destination for couples across the country.

However, planning a destination wedding can seem like an even more significant undertaking than a celebration close to home, so it’s normal for engaged couples to feel overwhelmed by the idea.

Fortunately, you’re never alone in planning your wedding — whether it’s in your hometown or halfway across the world! The wedding industry is filled with experts ready to help you plan the celebration of your dreams, so don’t be afraid to ask for help. Finding a destination wedding venue is integral to the planning process, as it will secure your date and influence the rest of your vendor team. 

So if you’re new to wedding planning and a certain destination (like Hudson Valley!) has your heart, we are here to help! Here are five tips to help you plan your dream destination wedding and enjoy your engagement along the way.

Get clear on your wedding budget.

To be fair, setting a budget is the first step for any wedding — but it’s especially vital for destination weddings where industry rates may vary and you’ll need to factor in expenses for travel and accommodations. Otherwise, you may start planning a lavish celebration only to find that it’s way more expensive than you expected.

Sit down with your partner and discuss how much you’re willing to invest in your wedding experience. If you need help, look online for destination wedding budget calculators and other helpful resources, like this post from Wedaways. 

There are also plenty of tools for budgeting a wedding in general, like Nerdwallet’s cost calculator, but just be mindful that you will need to add in the extra costs for travel, accommodations, and other destination-specific expenses.

Once you settle on a budget you and your partner can both agree upon, you can start looking for destination wedding venues and vendors in Hudson Valley that fit the bill!

Hire a destination wedding planner.

Most wedding venues recommend hiring a planner — and, here at Hudson Valley on the Hill, we’re no different. Wedding planners are a crucial part of a well-executed, stress-free event, especially when you’re hosting your big day in another city. 

A great destination wedding planner will not only oversee the logistics of your wedding; they will also help you build the perfect vendor team by leveraging their local network. Your planner will then coordinate the team, ensuring everyone is on the same page and committed to the goal: a breathtaking destination wedding for you and your partner. 

So rather than search Google for the 10+ vendors you need to hire, start with your wedding venue and planner — you’d be surprised how easily the rest falls into place! 

Opt for local wedding vendors.

When it comes to planning a destination wedding, local wedding vendors are always best. Many industry professionals charge travel rates, so bringing a must-have photographer or caterer from home is often possible — but it comes at a price.

In addition to saving money, local wedding vendors are familiar with the area (and likely your destination wedding venue, too!) and can provide invaluable advice straight from the source. For instance, your on-the-ground team will know things like regional holidays, seasonal weather, and other details they can clue you in on.

A great way to find local wedding vendors is simply to ask your destination wedding venue and planner! Most have a list of preferred vendors they’ve worked with in the past, which saves you the trouble of researching and ensures your team has experience collaborating together.

Visit destination wedding venues if possible.

If you have the opportunity to travel to your wedding destination before nailing down a venue, it’s wise to tour a few while you’re there. Walking around on site lets you envision your wedding day (or not!), helping you land on the perfect fit.

If an in-person trip is not feasible, it’s not the end of the world. We’ve had plenty of happy couples book their Hudson Valley destination wedding without visiting prior! Just be sure to review a wedding venue’s gallery in advance and, if possible, schedule a video appointment for a virtual walkthrough. 

In addition to seeing the space, your walkthrough is a chance to get to know the venue coordinator and ask questions about the property. Come prepared! Work with your partner to create a list of must-haves so you can check off the boxes as you’re touring the wedding venue (whether in-person or online). 

Maximize your time at the destination.

So you’re all booked up — congratulations! You’ve found the Hudson Valley destination wedding venue of your dreams (welcome!), and wedding planning is officially underway. As you consider things like guest counts, room blocks, and menu selections, think about how you can make the most of your wedding experience!

While your wedding ceremony and reception will take up the greater part of a day, most of your guests will be in town for a few extra days. Planning a fun excursion or group activity is an excellent way to celebrate your nuptials and show your appreciation for their attendance! 

A welcome dinner, a local hike, a museum tour, a post-wedding brunch — these are all great ways to extend your wedding experience and show your guests a memorable time! Think about what your guests would enjoy most and start planning. 

Need inspiration? Ask the team at your destination wedding venue for suggestions! We love pointing our couples and their guests to fun Hudson Valley activities, like nearby historic sites (don’t miss the Hudson Athens Lighthouse!), scenic trails, and must-try restaurants in downtown Hudson and nearby Albany.

Ready to start planning your Hudson Valley destination wedding? We can’t wait!

We’re so excited to learn more about your big day! Give us a call to kick off the planning, and let’s get this show on the road!