Private Estate Destination Wedding Checklist | Complete Luxury Guide

Calling all jet-setting brides & grooms! 🛫💍 Planning a destination wedding at Black Oak Mountain Vineyards? Smart move, babe. Whether you’re coming from across the country or just up the coast, we’re here to help you create the most epic celebration ever. Let’s break down this planning process into bite-sized pieces (basically a planning charcuterie board). Keep scrolling for the ultimate destination wedding checklist.

View this post on Instagram

A post shared by Black Oak Mountain Vineyards (@blackoakmountainvineyards)

The Best Destination Wedding Planning Checklist

Print this wedding checklist to keep handy during the planning process.

12+ Months Before

• Book your venue (you’ve already nailed this one!)
• Hire a photographer for an engagement session
• Set your budget (remember to factor in travel costs)
• Review any venue requirements before booking vendors
• Create your guest list
• Choose your wedding party
• Decide on a wedding style or theme
• Choose your stationery
• Send save-the-dates with travel info
• Book your key vendors (planners/caterers)
• Start your wedding website and gift registry
• Reserve wedding room blocks or guest accommodations

9 Months Before

• Book your travel arrangements
• Plan welcome bags with goodies
• Book a florist
• Schedule hair and makeup trials
• Book a wedding DJ or band
• Browse rentals and decorations
• Start dress shopping (consider the venue’s vibe)
• Plan additional destination wedding activities for guests
• Research wedding insurance
• Research local wedding license requirements

6 Months Before

• Send formal invitations
• Choose wedding party attire
• Plan welcome party and rehearsal dinner
• Book group activities around Black Oak
• Arrange transportation for guests
• Choose your wedding bands
• Finalize your wedding menu
• Plan additional outfits for shower/rehearsal dinner/farewell brunch
• Order your wedding cake
• Finalize honeymoon details

3 Months Before

• Double-check all travel arrangements
• Check RSVP list and finalize headcount
• Create detailed timeline/travel checklists
• Plan packing strategy
• Arrange welcome bag assembly and wedding favors
• Confirm all vendor details
• Create your wedding playlists

1 Month Before

• Begin packing checklist
• Confirm all airfare reservations
• Triple-check all accommodation arrangements
• Write your vows
• Pack your gown
• Share travel itinerary with wedding group
• Create emergency contact list
• Get marriage license
• Final dress fitting
• Finalize timeline with vendors
• Book a massage, pedicure & manicure! It’s showtime!

The Black Oak Difference | Dream Venues for Your Wedding

Let’s talk about why Black Oak is the dreamiest destination wedding location…

• Insta-Worthy Perks & Amenities
  • Luxurious on-site wedding accommodations
  • Multiple ceremony locations
  • Indoor/outdoor reception spaces

• Location Perks
  • Easy airport access
  • Stunning mountaintop backdrop
  • Nearby attractions and a central location to explore Apple Hill, Lake Tahoe, Sacramento, and San Francisco
  • Year-round perfect weather
  • Expert wedding vendors

• Unbeatable Guest Experience
  • Luxury accommodations for your VIPs
  • A 3-day in one easy-access location
  • Wine tasting options
  • Spectacular views
  • Multiple gathering spaces

Must-Pack Items to Add to Your Destination Wedding To-Do List

Creating the Ultimate Guest Experience

Pre-Wedding Communication

• Wedding party confirmation
• Detailed welcome timeline
• Local activity suggestions
• Transportation information
• Wedding dress code guidelines
• Weather expectations

Welcome Bags for Guests

Think of these as your guests’ first impressions of your wedding weekend. Start with some of our award-winning local wines – because nothing says “welcome to wine country” quite like a bottle to try!

Pair that with artisanal snacks to keep everyone fueled. Maybe some personalized candy bars, grass-fed beef jerky, or vitamin-packed granola. Then, tuck in some chic area maps highlighting the best of El Dorado County’s hidden gems, plus a gorgeously designed schedule of your wedding weekend festivities.

And because we believe in planning ahead, finish it off with a stylish hangover kit – complete with recovery essentials worthy of a five-star hotel. After all, when your guests are living their best lives at your Black Oak celebration, they might need a little help bouncing back for that farewell brunch! 🍷✨

Local Wedding Activity Inspo

• Wine tasting sessions
• Outdoor adventures like hiking
• Spa treatments
• Group dinners

The Digital Wedding Details

Wedding Website Must-Haves

Your wedding website is your guests’ digital concierge, so be sure to make it fabulous AND helpful! Include…

• Travel information
• Accommodation details
• Local attractions
• Weather guidelines
• RSVP system

Now, let’s talk website platforms… For the ultra-luxe experience, we’re obsessed with Riley & Grey for their editorial-worthy designs and private access. Squarespace gives you that clean, sophisticated look while being totally customizable (perfect for matching your wedding aesthetics). The Knot and Zola also give us life with their all-in-one planning tools and registry integration. And if you’re feeling extra fancy, WithJoy offers those gorgeous digital save-the-dates that match your site perfectly. As a bonus, most of these website platforms offer apps so your guests can have all the details right at their fingertips. How’s that for modern luxury? 💻✨

Social Media & Destination Wedding Apps

• For destination wedding photo sharing, we’re living for Guest Cam – it’s like having a hundred photographers capturing your wedding event. Plus, guests can upload wedding photos using a QR code instead of downloading the app (let’s be honest, they might not put in the extra effort).
• Virtual guest books? From My Friend creates a stunning digital keepsake, including video, photo, and audio uploads.
• As for live streaming (because some guests might be joining virtually), LoveStream or Wedfuly’s virtual experiences feel more like a luxury broadcast than a Zoom call. Perfect for including those guests who couldn’t make the trek! 📱💫

Vendor Checklist

• Wedding Location
• Planning
• Content Creation
• Photography/Videography
• Hair and Makeup
• Florals
• Caterer
• Entertainment
• Rentals
• Transportation
• Lighting

Key Questions for Potential Wedding Suppliers:

• How many destination weddings have you coordinated at Black Oak or similar wedding locations?
• Do you have experience working on a wedding team?
• “Do you have photos or your work I can see for inspirations?”
• “What’s your backup plan if travel delays or other unexpected issues arise?”
• “Are there additional travel fees or charges we should know about beyond your standard rate?”
• “How flexible can you be with timeline changes, especially considering the destination aspect?”
• “What’s your emergency protocol, and do you have local backup vendors?”

FAQs and Extras | Planning Your Destination Wedding in SoCal

Marriage License Info |California Requirements & Details

• Valid ID
• No waiting period
• Valid for 90 days
• No blood test required
• Witness required

Transportation Tips

• Arrange airport shuttle services to accommodation options
• Research local car rentals and group transportation options
• Check with your venue on the area’s ride-share app capabilities (more accessible in cities, more challenging in some rural mountain destinations)

Wedding Weather Contingencies

Wedding Event Budget Breakdown

Typical Cost Distribution:

• Venue Options and Catering: 40-50%
• Travel and Accommodations: 10-15%
• Photography/Videography: 10-12%
• Attire and Beauty: 8-10%
• Flowers and Décor: 8-10%
• Entertainment: 5-10%
• Transportation: 2-5%
• Welcome Events: 2-5%

Destination Wedding Timeline Sample

Day 1

• Arrive in paradise
• Welcome dinner at wedding venue
• Property tour
• Soak in the romance with some wine tasting
• Rehearsal
• Bonfire social

Day 2

• Getting ready
• Destination ceremony
• Cocktail hour
• Wedding reception
• After-party

Day 3

• Farewell brunch
• Guest departures
• Post-wedding excursions/mini-moon bon voyage!

Destination Wedding Etiquette | New Rules for the Modern “I Do”

Let’s talk about modern destination wedding etiquette. Because yes, some rules are meant to be broken, but others just need a fabulous update! 💅

Guest List Dynamics: Gone are the days of obligatory invites. Your destination wedding at Black Oak is the perfect excuse to keep things intimate. If they don’t make your phone’s favorites list, they probably don’t need to make your guest list. Remember: each guest should add joy, not obligation, to your celebration.

The Gift Situation: Here’s the tea: your guests might be spending serious coin to attend your Black Oak bash. Consider marking your invites with “Your presence is our present” (but keep that registry link on your website for those who insist on sending something fabulous).

Plus-One Protocols: Be crystal clear about who gets a plus-one. Our rule of thumb? If they’re in a committed relationship or won’t know anyone else at the wedding, give them that plus-one. If they’re your college roommate who knows half the guest list, they’ll survive solo.

Social Media Guidelines:

• Unplugged ceremony? Make it known
• Custom hashtag? Share it in style
• Photo embargo? Communicate it clearly
• First-post privileges? Claim them officially
• Live-sharing preferences? Spell them out

For those joining digitally:

• Send them a mini celebration box
• Include them in toasts
• Arrange virtual meetups pre-wedding
• Share digital copies of programs
• Mail them a cupcake (overnight shipping exists for a reason!)

Wedding Trends | What’s Hot at Black Oak

Multi-Day Celebrations

Forget the one-day wonder – we’re seeing couples turn their Black Oak wedding into a full weekend experience:

• Friday: Activities and rehearsal dinner
• Saturday: The main event
• Sunday: Recovery brunch and farewells

This year is all about personalization. Try:

• Blending cultural ceremonies
• Fusion menus (think sushi meets farm-to-table)
• Mixed musical selections
• Contemporary takes on traditional elements
• Custom ritual creation

Green is the new black (but make it luxe):

• Farm-to-table menus featuring Black Oak’s own produce
• Zero-waste welcome bags
• Digital invitations and programs
• Local, seasonal florals
• Eco-friendly favors that guests actually want

Static receptions are so 2023. This year it’s all about engagement with…

• Wine blending stations
• Live artist performances
• Interactive food stations
• Silent disco options
• Custom cocktail creation

The culinary scene is leveling up with…

• Morning-after recovery stations
• Late-night food trucks
• Craft cocktail experiences
• Plant-based options that impress
• Dessert installations (sorry, basic cake tables)

Try these tech integrations, because even traditions need an upgrade:

• Digital seating charts
• QR code menus
• Virtual reality guest books
• Drone photography
• AI photo booths

The newest visual trends are all about:

• Quiet luxury vibes
• Monochromatic color stories
• Architectural details
• Organic, flowing designs
• Understated elegance

It’s all about the unexpected… Try experimental elements like…

• Surprise entertainment
• Pop-up performances
• Interactive art installations
• Sensory experiences
• Memory-making moments

View this post on Instagram

A post shared by Black Oak Mountain Vineyards (@blackoakmountainvineyards)

Basic posed photos are so last season. Try…

• Documentary-style coverage
• Golden hour drone shots
• Next-day adventure sessions
• Time-lapse installations
• Candid moment focus

Remember, trends are meant to inspire, not dictate. The best weddings at Black Oak take what’s current and make it completely their own. After all, the only trend that really matters is authenticity – with a side of fabulous, of course! ✨

View this post on Instagram

A post shared by Black Oak Mountain Vineyards (@blackoakmountainvineyards)

Want to know our favorite trend of 2024? It’s the rise of the “wedding weekend” rather than just the “wedding day.” And with Black Oak’s versatile spaces and endless possibilities, you can create a celebration that’s both totally on-trend and timelessly elegant. Now that’s what we call having your wedding cake and eating it too! 🍰

Pro Tips for Destination Wedding Success

• Think Seasonally
  • Consider local events
  • Check weather patterns
  • Book around peak times
  • Plan indoor/outdoor options
• Consider sunset timing
  • Guest Comfort
  • Provide ample information
  • Plan multiple activities
  • Consider various budgets
  • Offer transportation options
  • Create gathering spaces
• Local Touch
  • Incorporate regional elements
  • Source local vendors
  • Feature local cuisine
  • Include area activities
  • Showcase local wines
• Documentation
  • Create detailed lists
  • Keep digital copies
  • Share with key people
  • Have backup plans
  • Maintain communication with your planner/vendors

Remember to…

• Pack essentials in carry-on
• Have backup vendors
• Create detailed timelines
• Plan buffer time
• Enjoy the process!

Bon Voyage & Happily Ever After!

Planning a destination wedding at Black Oak isn’t just about checking boxes—it’s about creating an unforgettable experience for you and your guests. With this checklist as your guide and our team by your side, your celebration will be nothing short of magnificent.

Remember, while details matter, the most important thing is celebrating your love story in one of Northern California’s most stunning settings. Let Black Oak Mountain Vineyards be the backdrop for your “I dos” and the beginning of your greatest adventure together.

Because when it comes to destination weddings, being prepared is almost as important as being in love (almost!). 🥂✈️💑