Planning a Key West destination wedding means asking your favorite people to travel, sometimes a long way, to celebrate with you. That’s a bigger ask than an afternoon at a local venue, so the couples whose guests have the best time are almost always the ones who plan the travel experience with the same care as the ceremony itself. A few simple steps early in your planning can turn that trip from a logistics headache into the best vacation your guests take all year. Here’s how to make it easy on them, from the first save the date to the party you throw once you’re home.
Share Your Plans Early
Making hotel and flight reservations takes time and a bit of extra money, so give your family and friends plenty of time to get their plans in order. Send save the date cards 10 to 12 months in advance, and include enough detail that guests can start booking right away rather than waiting on a formal invitation.
A save the date for a destination wedding should do more than announce your date. Include:
- The general location (Key West, Florida) so guests can start pricing flights immediately
- Whether the ceremony and reception are both in Key West, or if there’s travel involved between locations
- A note on whether children are or are not invited, so there’s no confusion as people plan who’s coming
- A simple line pointing guests to a wedding website or a follow up email with hotel and travel details once you have them ready
If you haven’t settled on a ceremony style or wedding package yet, that’s the first thing to lock in, since your guest count and venue affect how much travel information you’ll ultimately need to share.
Choose Your Dates With Guests in Mind
Key West is busiest, and most expensive to fly into, during winter and early spring. If most of your guest list is traveling from out of state, a shoulder season date (late spring or early fall, outside of hurricane season peak) can mean noticeably lower flight and hotel prices for the people you’re inviting, without sacrificing warm weather. It’s also worth checking that your date doesn’t fall on a major holiday weekend, when flights fill up and prices climb fastest.
Provide Plenty of Information
Give your guests everything they need to plan without having to ask you twice. A little organization here saves you from answering the same five questions over email for months:
- A short list of hotels near the ceremony location, at a few different price points, so guests can choose what fits their budget
- Directions from the nearest airport (Key West International, EYW, is closest; Miami International is the larger, often cheaper option with a scenic drive down the Keys)
- A simple day of timeline, so out of town guests know when to arrive at the ceremony and what to expect afterward
- A short note on what to pack — Key West is casual and warm even in winter, and guests appreciate knowing that upfront
- Welcome bags in guest rooms if you’re booking a block of rooms at one hotel, with sunscreen, sunglasses, a bottle of water, and a printed card with restaurant and activity recommendations nearby
This kind of guidance is especially appreciated for a same sex wedding or vow renewal where guests may be traveling from many different states, since not everyone will already be familiar with Key West or how to get around the island once they land.
Answer the Questions Guests Always Ask
Almost every destination wedding guest ends up asking some version of the same handful of questions. Answering them upfront, in your save the date follow up or on a simple wedding website page, cuts down on repeat emails and texts in the weeks before your wedding:
- What’s the closest airport, and is there a better alternative
- What should I wear, and how formal is the ceremony
- Is there a hotel room block, and what’s the booking code or deadline
- Is transportation provided between the hotel and the ceremony site, or should guests plan their own
- Are children welcome at the ceremony and reception
Host a Party at Home
Not every loved one can make the trip. Elderly relatives, guests with young kids, or people who simply can’t take the time off shouldn’t be left out entirely. Hosting a low key get together at home after your honeymoon, with photos and a toast, is an easy way to include them in the celebration even if they weren’t on the island with you. Many couples treat this as a second, smaller reception, complete with a slideshow from the big day and a chance for guests who couldn’t travel to meet new in laws in person.
Let Us Help With the Rest
Coordinating guest travel is only one part of planning a Key West destination wedding. Our wedding services cover everything else: the ceremony location, officiant, flowers, photography, and accommodations, all planned around your date and your guest list. We can also point you toward hotel blocks and local vendors who are used to working with out of town wedding parties, so your guests are in good hands the moment they land.
Call 305-295-0137 or contact us online to start planning a destination wedding that’s stress free for you and easy for everyone you invite.
Frequently Asked Questions
How far in advance should we send save the dates for a destination wedding?
Send save the date cards 10 to 12 months ahead so guests have enough time to book flights and hotels at a reasonable price, especially during Key West’s busier winter and spring months.
What information should we include for out of town guests?
A short list of nearby hotels, directions from the airport, a basic day of timeline, and a note on what to pack covers most of what guests need to plan their trip with confidence.
Should we plan something for guests who can’t travel to Key West?
Yes. A simple at home celebration after your honeymoon, with photos and a toast, lets you include family and friends who couldn’t make the trip.
Which airport should our guests fly into?
Key West International Airport (EYW) is closest to the island. Miami International is farther away but often cheaper to fly into, with a scenic drive down the Keys as an added bonus for guests who don’t mind the extra travel time.
Can Aaron’s help coordinate accommodations for our guests?
Yes. As part of our wedding services, we provide hotel and rental recommendations near your ceremony location for you and your guests.
