What should a Fiji venue enquiry email ask?

Ten things, sent identically to every property so the replies compare: seated capacity of each ceremony setting, the named wet-weather alternative and its cost, transfer time and mode from Nadi International, the outside-vendor policy and fee, the ceremony package price and inclusions, any minimum food and beverage spend, whether VAT and service charge are included, buyout terms, payment and cancellation terms, and your named coordinator.

What documents do we need to marry in Fiji?

Both parties need a passport valid six months beyond travel, a certified birth certificate, a certificate of single status or no legal impediment and recent passport photographs. Add certified divorce final orders or a death certificate where applicable, photo ID for two witnesses, and for immigration a return ticket, accommodation confirmation and evidence of funds. A vow renewal needs none of it.

How should a Fiji wedding run sheet be structured?

Anchor every row to sunset rather than to the dinner service, because Fiji's twilight is short and day length varies by about two hours across the year. Put the wet-weather decision roughly eight hours before sunset with a named decision-maker, allow around 90 minutes of usable light for the ceremony and portraits, and give every single row a named person.

Why does this budget template have no amounts in it?

Because most Fiji properties do not publish prices, and filling a template with invented figures would make it less useful rather than more. The rows are the value: they make sure nothing is missed. The column that matters most is whether VAT and service charge are inside each quoted figure, which should be filled for every row before anything is totalled.

What should we tell guests about the cost of a Fiji wedding?

The real numbers, as early as you have them: an indicative flight cost from their likely origin, a nightly accommodation figure, the transfer mode, and the dates you would love them there. Then release them from obligation explicitly. A destination wedding shifts cost onto guests, and saying so plainly is what keeps the invitation warm.

How far in advance should a save-the-date go out for Fiji?

Twelve months for guests flying from New Zealand or Australia, and longer for anyone travelling further. They are booking international flights, accommodation and leave, so notice periods that feel generous domestically are tight for a destination wedding. Include the accommodation cut-off date in the save-the-date, not just in the invitation.

What exchange rate should we build the budget on?

Record the rate and the date you took it on a separate sheet, and re-convert before committing. At the mid-market rate on 9 September 2026, FJ$1 bought NZ$0.7745, A$0.6284 or US$0.4525. Your bank or card will give you a worse rate than mid-market, and if a deposit is payable in FJD you should ask the property which date's rate it applies.

Are downloadable versions of these Fiji wedding templates available?

Not yet, and we would rather say so than link to something that does not exist. The tables and email drafts on this page are written to be pasted directly into a spreadsheet, a document or an email client and used immediately. If you use one and find a row missing, telling us is what makes the next version better.

Fiji Wedding Tools & Templates

Everything on this page is written to be copied and used, not admired. Six assets: a venue enquiry that forces comparable quotes, a supplier enquiry, the document checklist, a budget skeleton, a wedding-day run sheet, and guest-facing wording for a save-the-date and a wedding website. Take them, change the names, send them.

Which template do you need right now?

Where you are	Use
Choosing between venues	The venue enquiry email
Choosing between suppliers in one category	The supplier enquiry email
Working out what paperwork you need	The document checklist
Building a budget	The budget skeleton
Three weeks out	The run sheet
Telling people	The guest wording

1. The venue enquiry email

The point of this email is to make three quotes comparable. Send it identically to every property on your shortlist.

Subject: Wedding enquiry — [DATE], approx. [N] guests

Hello,

We are planning a wedding at [PROPERTY] on or around [DATE], with approximately [N] guests. Could you please answer the following, in writing?

Which ceremony settings do you offer, and what is the seated capacity of each?

What is the named wet-weather alternative for each setting, its capacity, and does using it cost extra?

What is the transfer time and mode from Nadi International, and what does that time assume?

What is your outside-vendor policy for photography, floristry, styling and celebrants, and is there a fee?

What is the ceremony package price, and exactly what is included?

Is there a minimum food and beverage spend, and does it change by day or season?

Are VAT and service charge included in the figures you quote, or added?

Do you offer a buyout or exclusive-use option at our guest numbers, and on what terms?

What are the deposit, payment schedule and cancellation terms?

Who would be our named coordinator?

Thank you — we will be comparing three properties on these answers.

[NAMES]

That last line is doing work. It tells the property it is being compared on substance.

2. The supplier enquiry email

Same principle, one category at a time.

Subject: [CATEGORY] enquiry — wedding at [PROPERTY], [DATE]

Hello,

We are marrying at [PROPERTY] on [DATE], with approximately [N] guests. Could you please confirm:

Are you available on that date?

What exactly is included, itemised?

What is the service window, and the overtime rate beyond it?

Are travel and transfers included, and would an overnight stay be required?

Is VAT included in the figure you quote?

What are the deposit, balance date and cancellation terms?

If it rains, do you still set up, and does that cost more?

Have you worked at [PROPERTY] before, and do they charge you an outside-vendor fee?

Who is the named person attending on the day?

Thank you.

[NAMES]

Named suppliers by category are in Fiji wedding suppliers.

3. The document checklist

For a legal marriage in Fiji. Print it, tick it, photograph every page onto your phone before you fly.

Both parties

[ ] Passport, valid at least six months beyond travel
[ ] Certified birth certificate
[ ] Certificate of Single Status / Certificate of Search / Certificate of No Legal Impediment
[ ] Recent passport-size photographs

If applicable

[ ] Divorce final order (certified) — the final order, not the petition
[ ] Death certificate of a former spouse
[ ] Koseki–Shouhon (Japanese applicants)

For the ceremony

[ ] Photo ID for both witnesses
[ ] Marriage licence (valid 28 days from issue)

For immigration

[ ] Return or onward ticket
[ ] Accommodation confirmation
[ ] Evidence of funds for the stay

For the Special Licence application

[ ] Written explanation of why the 21-day notice should be waived
[ ] Supporting evidence: venue booking receipts, travel tickets

Two notes. Witness age: official Fijian sources state 21 and over, at least one guide states 18 — plan on 21. And a vow renewal needs none of this; it is not a legal act. See eloping and renewing vows in Fiji.

Guideline only — confirm current requirements with the Fiji Ministry of Justice (Registrar-General) and the Fiji Ministry of Immigration.

4. The budget skeleton

Build your spreadsheet with these rows. We have deliberately left the amounts blank: most Fiji properties do not publish prices, and filling these with invented figures would make the sheet worse, not better. What a Fiji wedding actually costs has every published number we could verify.

Block	Line item	VAT in?
Statutory	Notice of Intention	n/a
Statutory	Marriage licence / registry	n/a
Statutory	Extra certificate copies	n/a
Ceremony	Celebrant
Ceremony	Setting hire / set-up fee
Ceremony	Arch, chairs, aisle
Ceremony	Bouquet and buttonholes
Ceremony	Traditional elements
Ceremony	Ceremony sound
Reception	Food, per head × N
Reception	Beverage package, per head × N
Reception	Venue hire
Reception	Minimum spend shortfall
Reception	Corkage
Reception	Cake
Reception	Styling, linen, hire
Reception	Entertainment / DJ
People	Photography
People	Film
People	Hair and makeup
People	Coordinator
People	Outside-vendor fees
Travel	Your flights and accommodation
Travel	Transfers — guests, both ways
Travel	Supplier travel and overnights
Other	Attire and alterations
Other	Rings
Other	Travel and wedding insurance
Other	Contingency, 10%

The "VAT in?" column is the one that saves you. Fill it for every row before you total anything.

Add a second sheet with the FX rate and the date you took it. At the mid-market rate on 9 September 2026, FJ$1 = NZ$0.7745 = A$0.6284 = US$0.4525 — and your bank will give you worse.

5. The wedding-day run sheet

Fill in real times, circulate to every supplier and to two family members. Times below are relative to sunset, which is the anchor for a Fiji wedding — see Fiji wedding photography and film.

Time	What	Who	Where
Sunset − 8h	Wet-weather decision	[NAMED PERSON]	—
Sunset − 6h	Hair and makeup begins
Sunset − 5h	Supplier access and set-up begins
Sunset − 3h	Florals delivered and placed
Sunset − 2h30m	Sound check
Sunset − 2h	Photographer arrives; getting-ready coverage
Sunset − 1h30m	Guests seated
Sunset − 1h25m	Ceremony begins	Celebrant
Sunset − 55m	Signing; witnesses present with ID
Sunset − 45m	Group photographs	[FAMILY WRANGLER]
Sunset − 25m	Couple portraits
Sunset	Golden-hour frames
Sunset + 20m	Guests seated for dinner
Sunset + 1h	Speeches
Sunset + 2h	Cake cut
Sunset + 2h15m	First dance / entertainment
Close	Supplier pack-down and departure

Three rules for the run sheet. Every row has a named person. The wet-weather decision has a time. Nobody is listed in two places at once.

Check the actual sunset time for your date and island. Suva's sunset ranged from 6:01pm on 9 September to about 6:49pm at the December solstice, and Fiji's day length varies by roughly two hours across the year.

6. Guest wording you can copy

Save-the-date

[NAMES] are getting married in Fiji. [DATE], at [PROPERTY], [REGION].

We know this is a long way to ask you to come, and we want you to have as much notice as possible. Formal invitations will follow, but here is what we know now so you can plan:

Ceremony: [DATE], late afternoon

We'd love you there from: [DATE] to [DATE]

Getting there: fly into Nadi International (NAN), then [TRANSFER MODE]

Rough cost per person: flights from [ORIGIN] plus [N] nights' accommodation from about [AMOUNT] per room per night

Accommodation: we have held rooms at [PROPERTY] — booking details to follow, with a cut-off of [DATE]

Please don't feel any obligation. We would love to see you, and we will completely understand if the trip isn't possible.

That last paragraph matters. A destination wedding moves cost onto guests, and saying so plainly is what keeps the invitation warm rather than pointed.

Wedding website FAQ block

Do we need a visa for Fiji? Citizens of many countries are visa-exempt and receive a Visitors Permit on arrival, valid for up to four months. Others need a visitor visa in advance. Check the Fiji Ministry of Immigration's visa-exempted countries list for your passport.

How long should our passport be valid? At least six months beyond travel. Fiji also asks for a confirmed return ticket and accommodation confirmation.

What's the weather like? [MONTH] is in Fiji's [dry / wet] season. The dry season, May to October, averages roughly 70–150 mm of rain a month; the wet season, November to April, runs 180–310 mm and includes cyclone season. We recommend travel insurance either way.

What should we wear? Light natural fabrics. The ceremony is on [SETTING] — [flats or wedges rather than heels / shoes optional]. It will be warm and breezy.

Where do we stay? We have held rooms at [PROPERTY] until [CUT-OFF DATE]. [ALTERNATIVE] is nearby at a different price point.

How do we get from the airport? [TRANSFER DETAIL]. Please send us your flight numbers by [DATE] so we can help coordinate.

Is there anything on either side of the wedding? [WELCOME EVENT / RECOVERY BREAKFAST], details to follow. Everything else is optional and we mean it.

What about gifts? You have flown to Fiji. That is the gift.

More on managing guests — attrition, room blocks, kids, accessibility — in the Fiji wedding guest playbook.

What we have not built yet

Downloadable spreadsheet and document versions of these templates are not published yet, and we would rather say so than link you to something that does not exist. The tables above are written to paste directly into a spreadsheet or a document and work immediately.

If you use one of these and find a row missing, that is worth telling us — this page improves by being used.

The verdict

Send the same email to every venue and every supplier. Comparability is the whole game.
Fill the "VAT in?" column before you total anything.
Anchor the run sheet to sunset, not to the dinner service.
Tell guests the real cost early, and release them from any obligation in the same breath.

Next step: work out where each of these fits by reading the Fiji wedding planning timeline, then choose the month with the best time to get married in Fiji and the venue with Fiji wedding resorts A-Z. The paperwork behind the document checklist is explained in the Fiji wedding visa guide.