Indian and South Asian Destination Wedding Planning Checklist

•  10/9/2024 -  Indian Destination Weddings

The Importance of a Planning Checklist for Indian and South Asian Destination Weddings

Planning an Indian or South Asian destination wedding in a tropical location like Mexico, the Caribbean, or Central America can be both exciting and overwhelming.

With so many intricate details to consider, a comprehensive planning checklist is essential to ensure a smooth and memorable event. Here's a few reasons why.

1. Organization and Efficiency:

• Keeps track of tasks: A checklist helps you stay organized and avoid forgetting important tasks.


• Manages timelines: It ensures that all tasks are completed on time, preventing last-minute stress.

2. Budget Management:

• Tracks expenses: A checklist can help you track your wedding budget and avoid overspending.


• Identifies potential savings: It can also help you identify areas where you might be able to save money.

3. Cultural Considerations:

• Ensures cultural traditions: A checklist can help you ensure that all cultural traditions and customs are incorporated into the wedding.


• Addresses religious requirements: It can also help you accommodate any religious requirements or preferences.

4. Vendor Coordination:

• Manages communication: A checklist helps you keep track of communication with vendors, ensuring that everything is on schedule.


• Resolves issues promptly: It also helps you address any issues or problems that may arise.

5. Guest Experience:

• Addresses logistics: A checklist helps you plan for the logistics of your guests' stay, including transportation, accommodations, and activities.


• Ensures a memorable experience: It ensures that your guests have a memorable and enjoyable experience.

6. Stress Reduction:

• Provides peace of mind: A well-organized checklist can help you feel more confident and relaxed leading up to your wedding day.


• Reduces anxiety: It can help you avoid feeling overwhelmed and stressed.

By using a planning checklist, you can ensure that your Indian or South Asian destination wedding is a beautiful and stress-free celebration.

Our Planning Checklist Guide

6 – 12 Months Before

• Contact your wedding planner or coordinator to select a wedding date and destination


• Decide on the type of ceremony: Hindu, Sikh, Jain, or multi-faith


• Explore your wedding vision: Mandap/Shaadi setup, Sangeet venue, and Mehndi location


• Reserve your wedding package, including pre-wedding events (Mehndi, Sangeet, Haldi)


• Send a deposit to secure your wedding date and destination venue


• Sign up for a wedding website or registry to manage RSVPs

6 – 9 Months Before

• Clarify your wedding theme: colors, decor, and regional touches (e.g., Punjabi, Gujarati, Tamil, etc.)


• Work with your resort or travel agent to make guest reservations and book room blocks for family and friends


• Ensure your passports, visas, and other travel documents are in order for international travel


• Book your vendors: Bollywood DJ, classical musicians (e.g., tabla/sitar players), photographers, and videographers


• Coordinate with the resort for bridal mehndi and makeup artist availability

4 – 6 Months Before

• Plan additional wedding events: Mehndi ceremony, Sangeet night, Haldi ceremony, reception


• Arrange guest activities such as yoga, cultural tours, or dance workshops for entertainment


• Organize transportation for baraat (groom’s procession), including horses, elephants, or luxury cars

2 – 3 Months Before

• Finalize the guest list and room accommodations


• Confirm your Mandap setup, floral arrangements, and décor details for the main wedding ceremony


• Plan the music and entertainment for the Sangeet, including performances or choreographed dances


• Send your wedding invitation suite with all event details


• Share special readings, prayers, or songs with your coordinator for the ceremony


• Work on seating arrangements for the reception and provide the list to the coordinator


• Coordinate the catering menu, including vegetarian, non-vegetarian, and Jain food options

1 Month Before

• Finalize all décor, flowers, Mandap setup, and "extras" like lighting and fireworks


• Confirm menus for all wedding events (Mehndi, Sangeet, wedding day, and reception)


• Book appointments for bridal makeup, mehndi, and hair at the venue's spa or salon


• Print your programs, menus, seating cards, and welcome notes for guests


• Confirm the timeline with your coordinator for key events (e.g., first dance, cake cutting, bride’s entry)


• Coordinate any required religious documents or blessings with a local pandit or officiant

3 Weeks Before

• Send the guest list of non-resort attendees to the coordinator for entry arrangements


• Ensure the coordinator has your travel schedule, final guest list, and seating chart


• Confirm the availability of puja or prayer items (e.g., kalash, sindoor, mangalsutra) for the religious ceremonies

Up to 1 Week Before

• Arrive at the resort early to finalize last-minute details


• Meet with your wedding planner to confirm all event setups (Mandap, Sangeet stage, etc.)


• Have a trial makeup and bridal mehndi application run at the salon


• Arrange a private spa day for relaxation and pampering


• Plan for welcome bags with gifts such as bangles, bindis, and cultural favors for guests


• Arrange a pre-wedding dinner for immediate family


• Drop off bridal and groom’s attire for steaming and preparation

Day Before

• Host a welcome cocktail party, Sangeet night, or Mehndi ceremony for guests


• Arrange for special room drops, such as sweets, garlands, or gifts for family members and close friends

Wedding Day

• Enjoy your bridal mehndi and makeup appointments (don’t forget your jewelry and dupatta!)


• Your coordinator will oversee all logistics, from the baraat to the Mandap setup


• Relax, smile, and embrace the love and joy of your special day!

Note: The timelines provided are guidelines. Please confirm all arrangements with your wedding coordinator for a seamless event.