Best Tips to Organize Your Wedding Travel Itinerary in Costa Rica for You & Your Guests
When you choose to celebrate your love with a destination wedding in Costa Rica, you’re not just planning a single event. You’re inviting your guests into an unforgettable shared adventure. The sound of ocean waves, the scent of tropical flowers, the laughter of friends gathered around a dinner table under the stars, every moment becomes part of your story.
But behind every magical experience, there’s thoughtful planning. Organizing guest travel, coordinating schedules, and balancing celebration with relaxation takes intention and care. From airport arrivals to farewell brunches, each touchpoint is an opportunity to make your loved ones feel welcomed, comfortable, and part of something truly special.
That’s where I come in! Hi, I’m Jen, your Costa Rica wedding planner and travel guide. Over the years, I’ve had the honor of helping couples from all over the world design not just a wedding day, but a full experience; one that blends adventure, relaxation, and connection.
In this guide, I’ll share my top tips for crafting the perfect wedding travel itinerary. One that flows seamlessly and leaves everyone, including you, smiling from start to finish.
1. Arrive early to Paradise
My biggest tip to start is to always arrive in Costa Rica at least three to four days before the wedding. This gives you time to adjust, rest after travel, and connect with your vendors for any final details.
You can use this time to do a rehearsal dinner walkthrough, enjoy a relaxing spa day, or spend a quiet evening together before your guests arrive.
Jen’s Tip: Your pre-wedding days set the tone, use them to ground yourselves and soak in the anticipation.
2. Centralize Guest Accommodations
Choosing a single resort or a cluster of nearby villas keeps logistics easy and ensures your group stays connected. It also makes group activities, transportation, and communication much simpler.
Many couples reserve a private villa for themselves and the bridal party, while guests stay nearby. This allows for both intimacy and convenience.
Jen’s Tip: When everyone stays close, the wedding feels more like a family getaway full of spontaneous moments and laughter.
3. Create a Guest-Friendly Schedule
Design your itinerary around balance. Give your guests enough structure to know where to be and when, but allow room for freedom. A typical destination wedding weekend could look like this:
Day 1: Welcome cocktail or dinner
Day 2: Optional adventure or free day
Day 3: Wedding day
Day 4: Farewell brunch
Provide printed or digital itineraries, or even a personalized wedding app with event details, maps, and dress codes.
Jen’s Tip: Guests love clarity, it helps them relax and enjoy each moment.
4. Coordinate Airport Transfers
Arrange group or private shuttles for your guests to and from the airport. This small gesture goes a long way, it removes stress and ensures everyone arrives safely and on time.
If you’re hosting your wedding in regions like La Fortuna, Guanacaste, or Manuel Antonio, mention travel times and provide clear directions. Organize these transfers through trusted local drivers and private transportation services.
Jen’s Tip: The journey to your wedding should feel like part of the adventure, not a challenge.
5. Mix Relaxation and Adventure
Costa Rica is a playground of natural wonders. From hot springs, rainforests, beaches, and volcanoes. Give your guests a taste of both adventure and rest.
Plan a group activity such as a sunset catamaran cruise, rainforest hike, or coffee plantation tour, but also leave unstructured days for guests to explore or unwind by the pool.
Jen’s Tip: Your guests will remember how the experience made them feel, not just the view.
6. Share a Digital Welcome Guide
Welcome your guests with a digital itinerary or PDF guide before they travel. Include:
Flight recommendations and local airports
Transportation options
Packing lists
Weather info
Dress codes for each event
Local dining and activity suggestions
It’s a thoughtful touch that helps guests feel prepared and excited.
Jen’s Tip: Little details like this make your guests feel cared for. It’s your first thank you before the wedding even begins.
7. Plan Buffer Days Before and After the Wedding
Build in recovery days before and after your celebration both for you and your guests. A relaxed pre-wedding day lets you enjoy welcome festivities without rushing, while an extra day after gives you time to decompress, enjoy your honeymoon suite, or host a casual farewell brunch.
Jen’s Tip: Give yourself the gift of time. The calm after your wedding can be just as special as the celebration itself.
8. End with a Memorable Send-Off
A farewell brunch or coffee gathering is the perfect closing moment to thank your guests for traveling so far to celebrate your love. Keep it casual and heartfelt fresh tropical fruits, pastries, and mimosas by the poolside or overlooking the ocean.
It’s a simple, beautiful way to wrap up your wedding story on a warm, joyful note.
Turning Travel Into a Love Story
Your destination wedding in Costa Rica isn’t just about the ceremony. It’s about the full experience. From the moment your guests land to the last goodbye, every detail can feel thoughtful, seamless, and filled with love. With the right planning, you’re not just hosting an event; you’re curating a journey that everyone will remember forever.
We turn travel and logistics into moments of joy from guest itineraries to transfers and excursions, we handle it all. So you can be fully present, in love, and ready to make lifelong memories under the Costa Rican sun.
Ready to turn your wedding into the most magical vacation your guests have ever taken?
Let’s start planning your Costa Rica destination wedding and make it an experience no one will ever forget.
With love,
Jen