DESTINATION WEDDING
BUDGET PLANNING
HOw to plan a destination wedding budget?
Planning a destination wedding is incredibly exciting, but I know it can also feel a bit overwhelming, especially when it comes to the budget. Don’t worry – I’m here to help! With my tips and advice, you'll be able to navigate the destination wedding industry like a pro and find creative ways to stretch your budget. Together, we’ll make sure your planning journey is smooth and enjoyable, turning your vision into a beautiful reality without breaking the bank. Let’s dive in!
OohVow
“Trying to plan a destination wedding budget is like trying to guess the final cost of your wedding after your guests discover the open bar.”
Let's Start
First things first, let’s outline the key steps for planning. We can then delve into each step in more detail as we go along
• Choosing the Location
saving tips:
Opt for countries where the exchange rate is favorable to reduce costs. Consider places with natural beauty to save on decor.
Utilize local vendors for cost savings on transport and services.
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• Timing and Guest Count
saving tips:
Plan your wedding during the off-peak season to save on venue and travel costs.
Weekday Weddings: Weekday weddings can be more affordable as hotels and vendors often charge less than they do for weekends.
Keep the guest list small to reduce costs on accommodations and catering.
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• Additional Tips
saving tips:
Many resorts offer package deals that include honeymoon stays, which can reduce overall expenses.
Use a credit card with travel rewards to offset some of the travel costs. Look for cards with no foreign transaction fees and good rewards programs.
Have contingency plans and it costs for weather and other unpredictable factors, especially for outdoor venues like beaches and mountains.
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• Budget Allocation
saving tips:
Allocate about 50% of your total budget to the venue. The cost varies widely depending on location and amenities.
Plan for the travel and lodging expenses for both the couple and guests. Set up hotel blocks for better rates.
Consider menu options that include local cuisine and limit the open bar to save on alcohol costs.
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To make budget allocation and planning even easier, check out our Ultimate Guide for Brides Preparing for a Cancun Destination Wedding. This comprehensive guide covers everything you need to plan and prepare, ensuring that no detail is overlooked as you bring your dream wedding to life.
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• Detailed Expenses
saving tips:
Hire a planner experienced in destination weddings to manage logistics and vendor coordination. This can cost between $1,000 and $5,000 but is crucial for a smooth event.
Utilize the natural surroundings and local flora to minimize decor costs. Expect to spend between $500 and $5,000 depending on the scale of the decorations. Some venues and hotels may include basic decorations in their packages.
Ensure all necessary permits and external vendor fees are obtained, the cost of which can vary depending on the destination. It's always good to check with the venue and your wedding planner.
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CHOOSING THE LOCATION
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When planning a destination wedding, one of the most exciting and challenging tasks is selecting the perfect location. While beautiful beaches and historic venues may lure you in, it’s crucial to consider your budget to ensure you’re not caught off guard by unexpected costs.
• Overall Budget
Establish a clear overall budget. Include all anticipated expenses such as travel, accommodation, venue fees, catering, and décor. Understanding your total budget will help narrow down your location choices and prevent overspending.
• Cost of Travel
Travel expenses can quickly add up, especially if your guest list is extensive. Research the average cost of flights or other transportation to various destinations. Choosing a location that is easily accessible for the majority of your guests can save both you and them money.
• Local Costs
Different destinations come with different price tags. Research hotel rates, food prices, and local services. A destination where your money goes further can make a significant difference in staying within your budget.
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​• Venue Costs
The venue is often one of the largest expenses in a wedding budget. Look for locations that offer competitive pricing or special packages for destination weddings. Some venues might include additional services, such as catering or decorations, which can help you save on other aspects of your wedding.
• Seasonal Considerations
The timing of your wedding can impact costs. Peak seasons and holidays typically come with higher prices and limited availability. Consider planning your wedding during the off-season or shoulder seasons when prices are more favorable and venues are more accessible.
• Understand Local Regulations and Fees
Different locations have varying regulations and fees associated with hosting events. Investigate any additional costs such as permit fees, local taxes, external vendor fees, or legal requirements for marrying in a foreign country. Being aware of these factors can help avoid unexpected expenses.
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​• Package Deals
Many destinations offer all-inclusive packages that can simplify budgeting. These packages often bundle venue rental, catering, and accommodations at a discounted rate. Evaluate these deals to see if they align with your wedding vision and budget.
• Plan for Currency Exchange
If you’re choosing an international location, be mindful of currency exchange rates. Fluctuating exchange rates can affect your budget, so consider the current rate and potential changes when planning your expenses.
• Consult with a Local Planner
A local wedding planner can provide invaluable insight into cost-saving opportunities and help you navigate logistical challenges. They can also connect you with trusted vendors and negotiate better rates on your behalf.
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TOP 3 Destination wedding locations
Among the numerous beautiful spots around the world, three locations stand out as top choices for destination weddings: Cancun, Mexico; Santorini, Greece and Bali, Indonesia. Each of these destinations offers unique attributes that make them incredibly popular
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Cancun, Mexico
Cancun is famous for its stunning beaches, crystal-clear turquoise waters, and all-inclusive resorts that simplify wedding planning. The destination’s proximity to the United States makes it a convenient choice for many American couples. Cancun offers a wide range of activities and vibrant nightlife, ensuring that guests are entertained throughout their stay. The variety of wedding packages available, including beach ceremonies and resort receptions, allows couples to tailor their celebration to their specific desires and budgets.
For more tips on how to maximize your Cancun destination wedding budget and save big, check out our guide on How to Save Thousands on Your Cancun Destination Wedding. You'll find practical advice on how to cut costs without sacrificing the quality of your big day
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For couples looking for professional services, Cancun offers top-tier vendor options, including professional makeup artists, florists, DJs, excellent wedding photographers, and videographers. This, along with the vibrant nightlife and variety of activities, makes Cancun an ideal wedding destination.
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Santorini, Greece
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Santorini is renowned for its breathtaking sunsets, white-washed buildings, and iconic blue-domed churches. This Greek island provides a stunning and romantic backdrop that is perfect for wedding photos. The dramatic cliffs overlooking the azure Aegean Sea create a magical atmosphere that attracts couples from around the globe. Additionally, the island offers a range of luxurious villas and intimate venues, catering to both small, private ceremonies and larger celebrations.
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Bali, Indonesia
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​Bali is a tropical paradise known for its lush landscapes, pristine beaches, and vibrant cultural heritage. Couples are drawn to Bali for its unique blend of natural beauty and rich traditions. From beachfront resorts to cliffside villas, Bali offers a variety of picturesque venues. The affordability of luxury services compared to other destinations is another significant factor, making it possible to have a lavish wedding without breaking the bank. The island’s hospitality and diverse activities ensure that guests will have a memorable experience
These top three destination wedding locations—Cancun, Santorini, and Bali — are favored for their unique characteristics, beautiful scenery, and the unforgettable experiences they offer to couples and their guests. Whether seeking a romantic sunset ceremony, a tropical beach wedding, or a vibrant cultural celebration, these destinations provide the perfect backdrop for a dream wedding. Now that we’ve highlighted why these destinations are so popular, let’s delve into the budget breakdown for each, providing a clear picture of what to expect when planning your destination wedding in these stunning locations.
Rough budget breakdowns
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Cancun, Mexico
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Budget Wedding:
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• Venue: $1,500 - $3,000
• Catering: $40 - $80 per person (Total: $2,000 - $4,000 for 50 guests)
• Decor: $1,000 - $2,000
• Photography: $1,500 - $2,500
• Videography: $2000 - $3,000
• Wedding Planner: $1,500 - $2,500
• Other Costs: $2,000 - $3,000
• Total: Approximately $11,500 - $20,000
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Medium Wedding:
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• Venue: $3,000 - $6,000
• Catering: $80 - $120 per person (Total: $8,000 - $12,000 for 100 guests)
• Decor: $2,000 - $4,000
• Photography: $2,500 - $4,000
• Videography: $3,000 - $4,500
• Wedding Planner: $2,500 - $4,000
• Other Costs: $3,000 - $5,000
• Total: Approximately $24,000 - $39,500
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Luxury Wedding:
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• Venue: $6,000 - $12,000
• Catering: $120 - $200 per person (Total: $18,000 - $30,000 for 150 guests)
• Decor: $5,000 - $10,000
• Photography: $4,000 - $6,000
• Videography: $4,500 - $8,000
• Wedding Planner: $5,000 - $8,000
• Other Costs: $5,000 - $8,000
• Total: Approximately $60,000 - $82,000
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Santorini, Greece
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Budget Wedding:
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• Venue: $1,000 - $3,000
• Catering: $50 - $100 per person (Total: $2,500 - $5,000 for 50 guests)
• Decor: $1,000 - $2,000
• Photography: $1,500 - $2,500
• Videography: $2,000 - $2,500
• Wedding Planner: $2,000 - $3,000
• Other Costs: $2,000 - $3,000
• Total: Approximately $12,000 - $21,000
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Medium Wedding:
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• Venue: $3,000 - $6,000
• Catering: $100 - $150 per person (Total: $10,000 - $15,000 for 100 guests)
• Decor: $2,000 - $4,000
• Photography: $2,500 - $4,000
• Videography: $2,500 - $4,500
• Wedding Planner: $3,000 - $5,000
• Other Costs: $3,000 - $5,000
• Total: Approximately $26,000 - $43,500
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Luxury Wedding:
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• Venue: $6,000 - $12,000
• Catering: $150 - $250 per person (Total: $22,500 - $37,500 for 150 guests)
• Decor: $5,000 - $10,000
• Photography: $4,000 - $6,000
• Videography: $4,500 - $7,000
• Wedding Planner: $5,000 - $8,000
• Other Costs: $5,000 - $8,000
• Total: Approximately $52,000 - $88,500
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Budget Wedding:
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• Venue: $1,000 - $2,000
• Catering: $30 - $50 per person (Total: $1,500 - $2,500 for 50 guests)
• Decor: $500 - $1,000
• Photography: $1,000 - $2,000
• Videography: $1500 - $2,500
• Wedding Planner: $1,500 - $2,500
• Other Costs: $1,000 - $2,000
• Total: Approximately $8,000 - $12,500
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Medium Wedding:
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• Venue: $2,000 - $4,000
• Catering: $50 - $100 per person (Total: $5,000 - $10,000 for 100 guests)
• Decor: $1,500 - $3,000
• Photography: $2,000 - $3,500
• Videography: $2,500 - $4,000
• Wedding Planner: $2,500 - $4,000
• Other Costs: $2,500 - $4,000
• Total: Approximately $18,000 - $32,500
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Luxury Wedding:
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• Venue: $5,000 - $10,000
• Catering: $100 - $150 per person (Total: $15,000 - $22,500 for 150 guests)
• Decor: $3,000 - $6,000
• Photography: $3,500 - $5,000
• Videography: $4,000 - $6,000
• Wedding Planner: $4,000 - $6,000
• Other Costs: $4,000 - $7,000
• Total: Approximately $53,500 - $75,500
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Bali, Indonesia
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Often, couples may need to cover travel and accommodation expenses for their guests, especially if the destination is remote or if they desire a high attendance. This can add a significant amount to the overall budget and should be considered early in the planning process.
It’s important to account for additional costs beyond the primary expenses like venue, catering, and photography. These supplementary expenses can significantly impact your overall budget and should be carefully considered during the planning process. Here are some of the key additional costs to keep in mind:
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Wedding Dress
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The wedding dress is often one of the most significant purchases for the bride. Costs can vary widely depending on the designer, material, and customization. On average, a wedding dress can range from $1,000 to $4,000, with high-end designer dresses costing upwards of $10,000. Don’t forget to budget for alterations, which can add another $300 to $700. Additionally, the groom’s attire, bridesmaids’ dresses, and groomsmen’s suits should also be considered.
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​​Invitations and Stationery
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Invitations and stationery are another essential aspect of wedding planning. This includes save-the-dates, formal invitations, RSVP cards, and thank-you notes. Depending on the design, printing method, and quantity, the cost for wedding invitations can range from $300 to $1,000 or more . Custom-designed invitations will generally be on the higher end of the price spectrum.
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Transportation
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Transportation is a key consideration, especially for a destination wedding. This can include flights for the bride and groom, transportation to and from the airport, and local transportation for guests. In some cases, couples may also provide transportation for guests, such as shuttle services from the hotel to the wedding venue. Depending on the location and the number of guests, transportation costs can vary greatly, typically ranging from $1,000 to $5,000 .
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Hair and Makeup
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Professional hair and makeup services are essential to ensure that the bride and bridal party look their best. The cost for hair and makeup can range from $150 to $600 per person, depending on the stylist’s experience and the complexity of the desired look . It’s advisable to schedule a trial run to avoid any surprises on the big day, which can add to the overall cost.
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Entertainment
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Entertainment is crucial for creating a lively and enjoyable atmosphere. This can include hiring a DJ, live band, or other performers. The cost for entertainment can range from $1,000 to $5,000, depending on the type of entertainment and duration . Some couples may also opt for additional entertainment options like photo booths, fireworks, or cultural performances, which can further add to the budget.
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Favors and Gifts
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Providing wedding favors for guests is a thoughtful gesture that adds a personal touch to your wedding. These can range from simple keepsakes to more elaborate gifts, with costs typically ranging from $2 to $10 per guest. Additionally, gifts for the bridal party as a token of appreciation should be factored into the budget, with average costs ranging from $50 to $100 per gift.
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Summary of Extra Costs
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1. Wedding Dress and Attire: $1,000 - $4,000+ for the dress, $300 - $700 for alterations.
2. Invitations and Stationery: $300 - $1,000+.
3. Transportation: $1,000 - $5,000.
4. Hair and Makeup: $150 - $600 per person.
5. Entertainment: $1,000 - $5,000.
6. Favors and Gifts: $2 - $10 per guest for favors, $50 - $100 per gift for bridal party.
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guests count
How does guest count affect budgeting for a destination wedding?
It’s essential to understand how the number of guests can significantly impact your budget. Guest count directly influences several aspects of your wedding expenses, from venue and catering to decor and travel logistics. Here’s a breakdown of how guest count affects your destination wedding budget, supported by real-life examples and expert advice.
Fixed vs. Variable Costs
First, it’s important to differentiate between fixed and variable costs:
Fixed Costs: These are expenses that remain constant regardless of the number of guests. Examples include venue rental, officiant, photography, and entertainment. Whether you invite 50 or 150 guests, these costs stay the same.
Variable Costs: These expenses increase with the number of guests. They include catering, bar services, rentals (chairs, tables, linens), and stationery (invitations, save-the-dates, etc.). As the guest count rises, so do these costs.
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• Catering and Beverages: This is one of the most significant variable costs. Most caterers charge per person, which means the more guests you invite, the higher the food and drink bill. For instance, if your caterer charges $100 per guest, a guest list of 100 would cost $10,000, but 150 guests would push this to $15,000.
•Rentals and Decor: More guests mean more tables, chairs, linens, and centerpieces. These additional rentals and floral arrangements can quickly add up. For example, a wedding with 150 guests might need 15 tables instead of 10, each requiring its own decor and settings, increasing the overall cost.
•Stationery: Invitations, programs, menus, and place cards all multiply with the number of guests. Custom printing can become a significant expense, especially for larger weddings. A smaller wedding with 50 guests might spend $500 on stationery, while a 200-guest wedding could easily see this cost rise to $2,000.
•Venue Size and Type: The size of your guest list can also determine the type of venue you need. Larger guest lists may require bigger, more expensive venues to accommodate everyone comfortably. For example, a small beachfront villa might be perfect for an intimate wedding of 50 guests but insufficient for a celebration with 200 attendees.
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Example 1: A 100-Guest Wedding vs. a 200-Guest Wedding
• Catering: At $100 per person, 100 guests cost $10,000, while 200 guests cost $20,000.
• Rentals: For 100 guests, you might spend $5,000 on tables, chairs, and linens. For 200 guests, this could double to $10,000.
• Stationery: $500 for 100 guests versus $1,000 for 200 guests.
Example 2: Destination Wedding Savings
A couple planning a destination wedding in Mexico aimed to keep their guest list small to manage costs. By inviting 50 close family members and friends, they kept their total budget around $20,000, which included travel expenses, accommodation, and wedding services. Had they invited 150 guests, their budget would have skyrocketed to $60,000 or more due to increased catering, accommodation, and travel logistics.
Tips for Managing Your Guest Count and Budget
Prioritize Your Guest List: Decide who you absolutely want to be there. This can help keep numbers manageable and costs under control.
Choose Off-Peak Dates: Getting married during the off-season can reduce costs for both travel and venue rental.
Opt for All-Inclusive Packages: Some resorts offer packages that include many of the variable costs, which can simplify budgeting.​​
Additional tips
Start with a Budget Framework: Establish your total budget upfront and categorize it into different sections such as venue, catering, and decor to prevent overspending.
Use Local Vendors: Utilize local vendors for services like makeup and hair, photography, videography, floristry, and catering to avoid additional travel and accommodation costs for out-of-town vendors.
Group Discounts: If booking multiple hotel rooms for guests, inquire about group discounts which can lower accommodation costs.
Use Digital Invitations: Opt for digital invitations to save on printing and postage costs.
Book Early: Early bookings can secure better rates and availability for venues and vendors and safeguard for future price hikes
Consider Currency Exchange Rates: Be mindful of exchange rates when paying for services in a different currency to avoid unexpected costs.
Travel Agent Assistance: Use a travel agent to get better rates on flights and accommodations and to simplify the booking process for you and your guests.
Registry for Travel Funds: Set up a wedding registry for travel funds or honeymoon contributions to offset travel costs.
Limit Pre-Wedding Events: Minimize the number of pre-wedding events like engagement parties and rehearsal dinners to keep costs down.
Avoid Extra Fees: Ask about additional fees for things like setup, breakdown, overtime, and service charges to avoid unexpected expenses.
Contingency Fund: Always set aside a contingency fund (10-15% of your budget) to cover unexpected costs that may arise.
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​Local Cuisine: Opt for local cuisine instead of imported foods, which can be more affordable and give your guests an authentic experience.
Seasonal Flowers: Use seasonal and locally sourced flowers for your wedding decor to reduce costs significantly.
Minimalist Decor: Embrace the natural beauty of your destination and keep the additional decor minimal.
Travel Insurance: Purchase travel insurance to protect your investment against unforeseen circumstances.
Local Entertainment: Hire local musicians and entertainers instead of flying in talent from abroad.
DIY Beauty Prep: Have a talented friend assist to save on professional fees.
Combine Ceremony and Honeymoon: Choose a destination that doubles as your honeymoon spot to save on travel costs.
Borrow or Rent: Borrow or rent items like decorations, attire, or accessories instead of purchasing them.
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Planning a destination wedding involves numerous considerations, from selecting the perfect location to managing a comprehensive budget. With beautiful locations like Santorini, Bali, and Cancun offering unique charms and practical benefits, you can create an unforgettable experience for you and your guests. By implementing thoughtful planning strategies and being mindful of all potential costs, you can ensure your dream wedding stays within your budget.
Remember to research destination-specific expenses, leverage local resources, and prioritize your spending to make the most of your investment. Whether you’re seeking a stunning beach ceremony in Cancun or a romantic cliffside vow exchange in Santorini, careful planning will help bring your vision to life.
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And if you’re in the midst of planning your destination wedding and looking for a professional photographer or videographer in Cancun, Tulum, Playa Del Carmen, or Isla Mujeres, we are here to help. As an experienced wedding photography and videography team in Cancun, we'll make sure you keep the best memories from your dream destination wedding day. Reach out to us to ensure every precious moment is beautifully documented.
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