So, you’re ready to start planning a destination wedding in Mexico or the Caribbean? Amazing choice! But let’s be real—planning a wedding from miles away can feel overwhelming. Don’t worry! As a destination wedding specialist, I’ve got you covered with this ultimate checklist to keep you stress-free and on track.
This guide is packed with expert tips, must-know insights, and a step-by-step action plan so you can enjoy the journey to “I do” without the headaches.
Photo Credit: J&J Studio
1. Define your vision
Choose your ideal destination (Mexico or the Caribbean). Think about when and where you want to get married. Consider the climate, peak seasons, and travel logistics.
- Consider the best months for weather and pricing.
- Pro Tip: My favorite months for a Mexico or Caribbean wedding? May and November! These “shoulder seasons” offer great weather, lower costs, and fewer crowds (plus, they’re outside of hurricane season!).
- Check direct flight options for your guests! The easier it is to get there, the better. If you’re in the U.S., here are some great destinations with non-stop flights:
- East Coast: Cancun, Riviera Maya, Punta Cana, Jamaica, Bahamas
- West Coast: Cabo, Puerto Vallarta
2. Determine your budget
Budgeting for a destination wedding isn’t just about your own costs—you’ll want to consider travel and accommodations for your guests, too.
On average:
- Flights: $1,000+ per couple
- Hotel stay: $2,000-$3,000 (for 2 adults staying 4 nights). These are very loose costs and will vary depending on the chosen venue.
- Wedding costs: Varies widely! Some resorts offer free weddings (yes, free!) at places like Hard Rock or Majestic Hotels, Sandals. Others, like Secrets Hotels, Dream Hotels , have packages that include food, basic décor, and sometimes even photography.
- Other wedding costs include hair and makeup, decor, flowers, photography, videography, DJ, entertainment, and lighting. The budget for these is very personal depending how much you want to spend.
- Want a more detailed breakdown? Check out The Ultimate Wedding Budget Breakdown to give you a thorough idea of where and how to allocate your budget.
- I also have a Free Wedding Pricing Guide to download that will help you estimate costs.
3. Start creating a guest List
When you start planning a destination wedding you want to consider guest availability & whether you want an intimate gathering or large celebration. Typically large celebrations come with more perks. However intimate weddings can be less complicated.
- Contact key guests early to gauge attendance: For my clients, I have created a wonderful formula and some helpful tools to use when creating a guest list. To get an initial idea of how many people will attend, I suggest contacting the main people that you’d want at your wedding to take their temperature and find out if those people are likely to make the trip.
- Secondly, I suggest an ABC list strategy:
- A-List: Immediate family & best friends (100% must-have guests)
- B-List: Close friends, college roommates, and cousins (likely about 50% will attend)
- C-List: Extended family, colleagues, distant friends (many won’t come, but it’s nice to invite them!)
Once you have an estimate, you can choose a resort that fits your wedding. Some resorts are great for large groups. Others are best for smaller, more intimate groups and weddings. Consider any families that would be bringing kids along too.
4. Research and choose your wedding date
- Be flexible! When picking a date it is important to be as flexible as possible. Popular dates book up fast, especially at all-inclusive resorts.
- Ideally, plan 14+ months in advance so guests have a full year to save and book travel.
- Consider a shorter timeline: Keep in mind that booking too close to the wedding date can make it tough for guests to attend. However, if you want to keep your wedding small, a shorter timeline might work in your favor!
5. Book the venue
Once you have a guest count, it’s time to lock in your resort and wedding date. Here’s where a destination wedding specialist (like me!) is a game-changer. We know the best resorts, the inside tricks, and the red flags to watch out for.
I help my couples:
- Find the perfect resort
- Negotiate group rates
- Secure the best perks & VIP upgrades
6. Plan Accommodation and Travel Logistics
Again, working with a destination wedding specialist is beneficial since we can make the best recommendations. Your wedding is unique and it’s not one size fits all.
- Hotel Room Blocks: Consider reserving a hotel room block to lock in the best rates. Check out this blog post to understand in more detail why this is important.
- Flights + Transfers: Research flights to ensure easy travel options and check if airport transfers are included in the package. (most are included with all-inclusive packages)
- Local Activities: Many guests will turn your wedding into a mini vacation so also look into local activities so they can maximise their time.
7. Create a Wedding Website
- Send save-the-dates – these should go out right after you’ve booked the venue!
- Make life easier for your guests with a custom wedding website. I create one for every couple I work with—it keeps all details in one place. Include all details: Venue, hotel, travel & FAQs. This makes it super easy for guests to book – happy well informed guests make everything smooth sailing!
8. Hire Key Vendors
After securing your venue, think about hiring any outside vendors. These will be based on timeline, resort, and the inclusions in your wedding package.
- Preferred vendors like photographers, videographers and officiants fill up fast so you will want to get these booked far in advance.
- Additional vendors like flowers and decor can be booked closer to the wedding.
- Consider an onsite visit: You may also want to consider doing a mini trip ahead of time to check out the resort. An onsite visit makes it way easier to make final decisions.
9. Check Legal Requirements
- Get legally married at home: I strongly suggest skipping the stress and getting legally married at home before heading to Mexico or the Caribbean. It’s way easier than dealing with foreign paperwork.
- Many couples have a secret marriage on paper and don’t make a big deal, keeping the big celebration for the destination wedding. Some couples often have their legal ceremony on the same day but a year in advance.
10. Finalize Wedding Day Details
As your wedding travel expert, I triple-check everything to ensure a smooth experience for you and your guests. If you’re planning on your own, keep a detailed spreadsheet—trust me, things can get messy fast!
- Confirm all bookings: Double check flights, hotel bookings and vendor contracts.
- Schedule a final check-in: The final check-in will take place on the resort – usually 2-3 days prior to the wedding. Your wedding coordinator will be present to ensure everything is good to go.
- Reminders: Send reminders to guests about booking deadlines
I offer various tiered wedding planning packages with one of them including light wedding planning. Meaning that I’m not an onsite coordinator, however I advocate for my couples if they need my assistance.
11. Enjoy a stress-free wedding!
Planning a wedding in Mexico or the Caribbean doesn’t have to be overwhelming. With the right strategy (and the right help), it can be an exciting, stress-free experience!
- Work with a destination wedding specialist for support
- Stay organized with a detailed spreadsheet
- Celebrate and enjoy your dream wedding in paradise!
Ready to start planning a destination wedding that’s seamless and unforgettable? Let’s chat! I specialize in helping couples plan incredible destination weddings without the stress. Reach out to me at Vacations By Melissa, and let’s make your dream wedding a reality!
Photo Credit: J&J Studio
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