Q&A with a Destination Planner: What Really Goes Down Behind the Scenes 💍📋

Wishlist

✈️ Q&A with a Destination Planner: What Really Goes Down Behind the Scenes 💍📋

You see the dreamy drone shots, the perfect sunset vows, and the barefoot dance floors—but what you don’t always see? The 5am WhatsApps, missing suitcases, and the planner using a power bank in the middle of the Namib Desert to print backup vows.

We sat down with Rumbi Moyo, a seasoned destination wedding planner who’s pulled off weddings everywhere from Mauritius beaches to Victoria Falls cliffs, to get the real tea on what goes down behind the scenes. No filters. No fluff. Just full-blown fairy godmother energy.

💬 Q: What’s the very first step when planning a destination wedding?

Rumbi: Location, baby. It’s not just about aesthetics—it’s about accessibility, infrastructure, and vibes. I always ask my couples, “Do you want luxury, laid-back, or full cultural immersion?”
And then we zoom in: Is there an airport nearby? Can guests afford flights? Is it safe? Can we find local vendors or do we need to fly people in?

Top Pick Right Now? Namibia for the visuals, Mauritius for the ease, and Vic Falls for the drama.

🧳 Q: What are the biggest challenges couples don’t anticipate?

Rumbi: Three things:

Luggage logistics – That time a bride’s dress got lost in transit and we had to send a courier across the border.

Communication – Planning from the UK or Canada while your vendors are in Zim or SA? Expect WhatsApp voice notes at odd hours.

Weather curveballs – One Mauritius wedding had the most divine beachfront setup… until a surprise tropical storm had us re-set everything indoors in 30 minutes. Still magical.

📋 Q: What's your typical timeline for planning a destination wedding?

Rumbi: 9-12 months is ideal. Anything less than 6 months is doable but intense. Here’s how I break it down:

9 months out: Lock in venue, accommodation, and major vendors

6 months: Final guest count + travel logistics

3 months: Design, menus, dress fittings

1 month: Final confirmations and backup plans

1 week before: Arrive on-site, meet local teams, test everything

💡 Planner Tip: Always build in buffer days—for guests, for weather, for your own sanity.

🌴 Q: Do you recommend couples include local culture or traditions in their weddings?

Rumbi: 100%. That’s the magic of destination weddings—you’re not just flying somewhere; you’re stepping into a story.

One bride in Zanzibar did a Swahili henna night with local drummers. A couple in the Cape Winelands served traditional Zulu dishes at the reception. Even incorporating Shona poetry or Tswana songs during the ceremony adds so much soul.

🎥 Q: What are some behind-the-scenes moments no one ever sees?

Rumbi:

Me crawling under tables to tape down cables right before the guests arrive.

Coordinating taxis for 50 guests when the shuttle broke down.

Sewing a flower girl’s dress minutes before the aisle walk.

Crying with the groom’s mom during the vow exchange—yes, I get emotional too!

And my favourite? Seeing the couple finally exhale once they’re married. That moment right after the kiss? Pure gold.

💡 Bonus Tips from Rumbi for Planning Your Destination Wedding

Hire a local planner or one with deep regional knowledge.

Create a guest WhatsApp group—trust me, it saves lives.

Keep it small + intentional. The beauty of destination weddings is intimacy.

Don't try to pack too much into the day. Let the setting breathe.

Build experiences: wine tastings, game drives, island hopping—let your wedding feel like a mini-holiday for everyone.

🎉 Final Word: Behind the Magic is a Whole Lot of Hustle

Destination weddings look easy-breezy, but they’re a symphony of spreadsheets, love letters, and real-time magic-making. If you’ve ever wondered how the sunset kiss came together, now you know: a killer planner, a flexible couple, and a whole lot of heart.