How to Plan a Destination Wedding
10 Steps to plan your destination wedding at an all-inclusive resort
Planning a destination wedding at an all-inclusive resort in Mexico or the Caribbean can be an overwhelming process, but it doesn’t have to be! With the right approach, you can enjoy a stress-free planning experience and create the wedding of your dreams. If you’re just starting your journey, this guide will walk you through the high-level steps of planning a destination wedding at an all-inclusive resort, making the process easier and more manageable.
I’ve been planning destination wedding group travel for over 10 years, and what I’ve learned is that the process is pretty consistent for most couples. Follow these steps, and you’ll be in great shape!
Step 1: Find Your Dream Resort
Choosing the right resort is often the most difficult part of planning a destination wedding. The good news is that once you’ve found the perfect resort, many other steps will fall into place. Here are a few key considerations when choosing your venue:
Budget: Determine your budget for the entire wedding, including the resort and wedding package itself. Having a clear idea of your budget will help narrow down your options.
What Do You Want in a Resort?: Think about what’s important to you in a resort. Do you want a beachfront wedding? Or would you prefer a garden or private venue? Some resorts only allow adults, while others are family-friendly, so decide whether children will be attending your wedding.
Location: Is there a specific location in Mexico or the Caribbean that interests you? Are you considering places like Cancun, Puerto Vallarta, or Punta Cana? Research different areas to find the best destination for your wedding.
Guest List: How many guests are you planning to invite? A rough idea of your guest count will help with resort and venue options.
Wedding Date: Do you have a preferred wedding date or a certain time of year? If you're flexible, certain months might offer better deals or availability.
Once you’ve narrowed down these details, the process becomes much easier!
Step 2: Request a Room Block Quote
It’s a great idea to partner with a travel agent who specializes in destination weddings. A travel agent can help you secure group rates and get quotes for rooms based on the number of guests you're expecting. They’ll also check if your desired wedding date is available.
Many resorts require you to book a room block for your guests, and a travel agent can help you with this. Make sure to double-check availability for your wedding date before proceeding. Room block quotes also show any promotions or discounts that are available, helping you get the best deal.
Step 3: Secure Your Wedding Date and Locations
Once you’ve confirmed your resort and room block, it’s time to secure your wedding date and venue locations. This includes choosing where the ceremony and reception will take place. Some resorts offer multiple locations, from beachfront spots to private gardens and rooftop terraces.
At the same time, make sure your room block is finalized. This is a crucial step in the planning process, and once it’s completed, you can focus on the more fun aspects of planning your big day!
Step 4: Send Save-the-Dates and Gather RSVPs
At this point in the process, it’s a great idea to send out your save-the-date. An e-save-the-date, sent by email or text message, can help your guests plan their travel and make the necessary bookings. You can include a link to your wedding website, where they can RSVP and pay deposits.
As your guests begin to make deposits and finalize their bookings, your travel agent will send you a list of guests who have confirmed. Keep track of this list, and follow up with anyone who hasn't made their reservation yet.
Step 5: Plan Wedding Day Details (3-4 Months Before Travel)
Three to four months before your wedding day is when your resort will likely start collecting final payments from your guests. It’s crucial to know exactly how many people will be attending so you can finalize the wedding details.
During this time, you can start working on the finer details of your wedding, such as decorations, place settings, and additional wedding decor. Many resorts won’t begin working on these details until they have a confirmed guest count, which is why this timing is key.
Step 6: Finalize Your Wedding Details
At this point, it’s time to make the final decisions about your wedding day! You’ll confirm your vendor selections, such as your photographer, videographer, florist, and any other services you’d like to include. This is also the time to make sure everything is lined up, from your wedding timeline to your reception details.
Step 7: Arrive and Finalize on-Site Details
Once you’ve arrived at your wedding resort, you’ll have the opportunity to finalize any remaining details in person. This is when you’ll meet with your wedding coordinator, taste the food, check the flowers, and confirm any last-minute arrangements.
Your resort will handle many of the logistics, so this part of the process is where it all comes together. You’ll be amazed at how seamlessly everything falls into place when you're on-site!
Step 8: Enjoy Your Wedding Day!
The big day is finally here, and after all your planning, it’s time to enjoy the wedding you’ve dreamed of. With everything in place, you can relax and celebrate with your guests as you start this new chapter in your life.
Step 9: Take Advantage of Post-Wedding Promotions
After your wedding, you may be eligible for various promotions, such as complimentary rooms or functions, depending on your group booking with your travel agency. These promotions can save you even more money and may be a great perk for your wedding group!
Final Thoughts
Planning a destination wedding can seem like a daunting task, but following these steps will help keep things organized and stress-free. By breaking the process down into manageable stages, you can ensure that you don’t miss any important details and that your wedding day goes off without a hitch.
If you’re looking for a destination wedding travel agent or need help securing your room block, feel free to reach out. Happy wedding planning!