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    How to organize a long-distance wedding

    09 June 2021

    More and more couples nowadays live far away from their hometown and find themselves having to organize a long-distance wedding.

    If the preparatory phase can normally present unexpected events, the distance could certainly be a complicating factor. Don’t worry: we are here to give you some advice on how to best plan your wedding, even if you are far away from the venue.

    The first steps

    First of all, you need to play in advance, giving the good news to your guests and planning in time all the steps to be taken for your special day.

    Save the date

    Choose a date and immediately send a save the date or a reminder to all your guests. It will not be necessary to enter all the details of the wedding (it takes time to plan!), but the wedding date and a photo of you together will suffice.

    Especially if, like you, guests reside far from the event location, they will have to organize themselves in time, buy plane or train tickets in order to join you for the celebrations!

    Save the date in a polaroid style with a photo of a couple embracing and general information about the dates and location of the wedding
    A save the date with a classic style and essential elements
    [Photo credits:]

    How to deliver the save the date? Nowadays, it is enough to send a text message, an e-mail or to create a web page dedicated to your wedding, which you can gradually fill up with all the useful information for the guests.

    Save the date sent directly online, on a guest's smartphone
    An original and modern save the date, directly on the guests’ smartphone
    [Photo credits: ioncreativa]

    If you are more traditional or want to create a DIY save the date, a small card with a matching envelope and a printed photo of you will be fine.

    Save the date in plane ticket style, with information about the location and day of the wedding
    A save the date DIY, perfect for a wedding in a destination other than the city of residence of the couple
    [Photo credits:]

    What to organize from afar?

    While you wait to be able to visit your celebration destination, there are three things you can organize from the city you live in.


    After having sent the save the date, confirmed the location and established the place of the ceremony, you can also send the invitations. Contact some local craftsman and send them from there, without necessarily reaching the destination of your wedding. In this way you will save time and you will begin to see your dream come true.

    The gown and the suit

    Especially for the bride, fittings and changes to the dress could be many. For this reason, we advise both of you to buy your suit in the city you live in: you will save yourself long journeys and frustration, fully enjoying the magical moment of the final fitting of the suit.

    Wedding dresses on hangers in an atelier
    Even in your city of residence you can find the right dress for you!
    [Photo credits: Charisse Kenion]

    To let your loved ones participate, ask to make a video call, so as to feel close to those who are physically far away at that moment.

    The honeymoon

    The crowning glory of your wedding is the honeymoon and you can certainly organize it from afar. Thanks to the experience of travel agencies, you can plan the perfect and romantic trip you have always dreamed of, directly from the city where you live.

    It does not matter if you leave immediately after the wedding from the nearest airport: they will find the best solution for your needs!

    Marriage proposal on the beach with ring in the foreground
    A romantic honeymoon is the perfect crowning of your wedding.
    [Photo credits: Sergey Mikheev]

    Organizing a long-distance wedding? With good help you can

    We know you would like everything under control, but the important thing is knowing how to delegate.
    Parents, best men, maids of honor or close friends can be a valuable help in organizing your wedding at a distance. It can be your eyes and ears when you can’t be there. It is an aspect that should not be underestimated!

    For example, they can give you feedback on the location for the festivities. How? Going to visit it in your place for a first and honest opinion. In addition, thanks to technology, nowadays you can follow them virtually via video call, discovering other details than the photographs shown on the location’s website.

    Likewise, they can assist you in finding and booking the venue for the ceremony. It will also be a way to involve your loved ones on your special day.

    If, on the other hand, you need a lot of help, hiring a wedding planner might be the best choice. Thanks to their experience, this figure will be able to speed up all the key steps in organizing the wedding, helping you to deal with paperwork and bureaucracy, giving you valuable advice and supporting you from afar (but with a “foot” in the chosen destination).

    A wedding planner arranges the centerpiece in a room furnished for a wedding
    The competence and knowledge of a wedding planner will be of great help in organizing a long distance wedding
    [Photo credits: Freepik]

    The organization of a long-distance wedding: it takes method!

    If you decide not to rely on the wedding planner, then you will need impeccable organization and a lot of order. For this we recommend using a wedding organizer, or a special agenda (or an app!) To mark all deadlines, write the to-do list and write down all the details to remember.

    A pink diary for the organization of weddings
    A dedicated diary or mobile application will help you keep track of everything you need to do
    [Photo credits:]

    Some appointments will preferably be held in person: take a couple of days and organize a precise schedule of meetings, so you will not waste time and you can complete everything that is necessary. It will be an opportunity to get a closer look at your special day with a little advance.

    But what are the essential appointments to attend? You certainly cannot miss the meeting with the catering or with the chef of the restaurant where the reception will take place.

    Then you will have to meet the pastry chef for the wedding cake, the band or the DJ who will accompany the day with their music, the florist for the decorations of the ceremony and reception place and the bride’s bouquet and, finally, the photographer who will document the highlights and most romantic moments of your wedding. To facilitate the success of the wedding and to facilitate remote planning, we recommend that you rely on experts and suppliers who collaborate with the location: knowing the place will make it easier for them to do the job better, making you happy and satisfied.

    A few days before the wedding

    Plan to arrive in the city where you will be celebrating a few days in advance to have time to review the last details with serenity.

    Use these days to welcome guests who will come from afar: reserve them a moment of celebration and conviviality together with your closest loved ones and friends, as a welcome drink. It will be a great way to present them, creating a more intimate and joyful atmosphere on the wedding day.

    Toast during a wedding reception
    A welcome toast to all the guests is a convivial moment to hold the days before the wedding
    [Photo credits: Alasdair Elmes]

    If you want to organize a remote wedding, the Castello di Spessa Golf Wine Resort & Spa is the perfect location: immersed in the greenery of the Gorizia Collio, with a spectacular view over the vineyards of the estate, the castle and the other accommodations of the Resort can accommodate you and your guests.

    Religious, civil, symbolic or ethnic weddings: we have everything you need to make your day unforgettable.
    Contact us for more information and to start organizing the perfect long-distance wedding!

    Logo del Castello di Spessa

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