Top 10 Things I Learned After 20 Years Planning Destination Weddings
Discover how to make the most of your all-inclusive resort wedding with these expert tips on budgeting, guest management, and customization.
1. Understand Your Resort’s Wedding Capacity
Not every all-inclusive resort can handle multiple weddings or large-scale celebrations smoothly. Some events—like Hindu or Jewish weddings—require specific spaces, logistics, and dimensions that not all properties can accommodate. Always confirm the resort’s real capacity, available venues, and experience with cultural or multi-day celebrations.
2. Choose the Right Wedding Time
In destinations like Cancún and Riviera Maya, most resort weddings are scheduled at 3, 4, or 5 PM, followed by cocktail hour and dinner.
It’s important to know that beach and outdoor events near guest rooms typically must end by 11 PM due to noise regulations. After that time, the celebration can continue in a ballroom or nightclub, if the resort has one.
If you prefer an event that goes later, ballrooms usually have no time limit, though extra hours for food and beverages do have an additional cost.
Planning your timeline with these details in mind will help you avoid surprises and enjoy your celebration to the fullest.
3. Know What “All-Inclusive” Really Means
“All-inclusive” doesn’t mean your private event is fully included. Most resorts charge extra for private wedding events — including food, beverages, setup time, and any additional hours you add to the celebration.
If your reception goes beyond the scheduled time, each additional hour of drinks has an extra cost. If you prefer to keep celebrating with your guests in other hotel areas, you can continue until the bars close.
Décor and special services are also add-ons. If you bring decorations from your home country and want the resort to set them up, there will be a labor fee, since it requires staff time and production.
If you bring an outside vendor (photographer, decorator, DJ, etc.), the resort will usually charge a vendor fee for access, and many hotels have specific regulations for external suppliers.
Understanding these additional costs upfront will help you plan realistically and stay within your budget.
4. Consider Your Guests’ Travel Logistics — and the Style of Your Hotel
Your wedding is a celebration, but for your guests, it’s also a vacation. Choosing the right hotel style can shape their entire experience.
Some resorts are boutique and intimate—perfect for buyouts where the whole property becomes yours. Others are adults-only, party-oriented, or quiet and zen. The mood you want for your celebration and for your guests’ stay should guide your choice of venue.
Travel logistics matter too:
– How easy it is to reach the resort
– Accessibility for seniors or families
– Food options for different needs
– Walkability and layout of the property
Defining the vibe you want—relaxed, festive, elegant, or private—helps us recommend the best resort for your destination wedding.
5. Read the Fine Print on Outside Vendors
Bringing your own photographer, decorator, DJ, or any external vendor is possible in some resorts—but it almost always comes with additional fees.
Most all-inclusive hotels charge a vendor fee to allow outside suppliers to work onsite. This fee covers access, coordination, security, and use of the property.
It’s important to understand that these policies aren’t meant to make things complicated. Hotels prioritize their guests’ experience, and their in-house vendors are trusted partners who already know the resort, follow its rules, and can respond quickly if something goes wrong. When you use a supplier recommended by the hotel, there is accountability, reliability, and a familiar working dynamic.
If you decide to bring your own vendors—especially from your home country—be sure to confirm all policies and fees before signing your contract to avoid surprises and ensure a smooth planning experience.
6. The Weather Call: What You MUST Know (Plan B)
Weather is one of the biggest challenges in Caribbean destination weddings. Even when the forecast looks perfect, conditions can change quickly.
Most resorts make a weather call around 12 PM to decide whether the wedding can stay outdoors or needs to move to an indoor location. This decision is even more important when the setup is large or complex—some structures and décor require 6+ hours of installation, and sometimes even a full day.
It’s also possible for the weather to look clear during the ceremony, but not during setup hours. Rain, wind, or even a light drizzle can damage décor, delay production, or make installation unsafe for the staff.
Communication is crucial. If rain becomes a possibility and the resort or vendors are notified in advance, some décor elements may be replaced with alternatives better suited for an indoor setup. However, this is always subject to availability and cannot be guaranteed. Many items—especially large structures, custom builds, audio/visual equipment, or specialty furniture—cannot be moved once a decision to stay outdoors has been made.
In fact, some professional vendors reserve the right not to install their equipment if conditions are unsafe or if there is a risk of damage.
If you have a large guest count, make sure the resort has an indoor backup that fits everyone comfortably. Otherwise, you may need to rent a tent—often at a high cost, subject to availability, and requiring installation the day before.
Resorts always do their best to create a magical celebration, but sometimes nature has different plans. What truly makes the difference is your mindset: choosing Plan B with grace allows you to enjoy an unforgettable experience surrounded by your favorite people.
7. Clarify Your Private Event Spaces
Some wedding locations look incredibly beautiful in photos, but it’s still important to understand how private each area feels during your celebration.
Most resorts offer designated spaces for weddings that are thoughtfully separated from pools and activity zones. However, beaches in many destinations are public, so occasional beach walkers or nearby activity can naturally occur. Resorts do their best to manage this and keep your ceremony as intimate as possible.
The hotels we recommend on this platform are experienced wedding properties that always pay attention to these details. Still, it’s helpful to discuss privacy expectations during your first conversations so the team can guide you to the location that best matches your vision.
A clear understanding from the beginning helps ensure your day feels personal, special, and exactly as you imagined.
8. Coordinate Communication With the Resort Team
Smooth communication is one of the most important parts of planning a destination wedding. Resort wedding teams work with multiple events throughout the week, balancing emails, meetings with in-house brides, onsite setups, and daily operations. Because of this, response times can vary depending on the season and the resort’s workload.
Setting clear expectations early—such as how often you’ll receive updates, key planning timelines, when your file transitions to the onsite team, and what is handled before vs. during your trip—can make the process much easier.
Many hotels now use technology tools like DES, which help streamline communication, centralize details, and allow couples to begin planning with more clarity from the start. These systems support both the hotel and the couple, making the experience more organized and fluid for everyone involved.
The hotels featured on this platform are committed to providing exceptional service, and using these tools helps ensure that every couple feels supported throughout the journey.
9. Understand What Wedding Packages Really Include
Most resorts offer wedding packages that include the essentials for a beautiful ceremony—flowers, décor basics, a symbolic table, chairs, and sometimes a small reception setup. Packages vary by hotel, and each one has its own personality and style.
What couples often don’t realize is that packages can look different from one resort to another, and it’s not always clear how the “standard setup” looks in real life. This is why brides frequently ask: What does it look like? What’s included? Can I see photos?
To make this easier, many hotels are now using platforms like DES or included in Wedding Scape Finder, where couples can see photos, inclusions, and real setups from the hotel’s wedding team. This helps you understand exactly what each package offers before beginning the planning process.
The hotels featured here are committed to transparency and clarity, and tools like DES help organize information so couples can plan with confidence from the very beginning.
10. Why We Recommend a Welcome Party, Rehearsal Dinner, or Farewell Brunch
One of the best ways to elevate your destination wedding experience is to plan at least one additional group event—such as a welcome party, rehearsal dinner, or farewell brunch.
These gatherings do much more than celebrate; they help your guests connect, relax, and get to know each other before the wedding day. When the wedding arrives, everyone already feels comfortable and part of the same group, creating a warm, joyful atmosphere.
Hotels also love hosting these events because they allow the team to get familiar with your group’s dynamic, preferences, and needs. This helps everything flow more smoothly throughout your stay.
Whether it’s a casual welcome cocktail, a themed rehearsal dinner, or a simple brunch before everyone heads home, these moments create unforgettable memories and set the tone for an incredible wedding weekend.
Not every all-inclusive resort can handle multiple weddings or large-scale celebrations smoothly. Some events—like Hindu or Jewish weddings—require specific spaces, logistics, and dimensions that not all properties can accommodate. Always confirm the resort’s real capacity, available venues, and experience with cultural or multi-day celebrations.
2. Choose the Right Wedding Time
In destinations like Cancún and Riviera Maya, most resort weddings are scheduled at 3, 4, or 5 PM, followed by cocktail hour and dinner.
It’s important to know that beach and outdoor events near guest rooms typically must end by 11 PM due to noise regulations. After that time, the celebration can continue in a ballroom or nightclub, if the resort has one.
If you prefer an event that goes later, ballrooms usually have no time limit, though extra hours for food and beverages do have an additional cost.
Planning your timeline with these details in mind will help you avoid surprises and enjoy your celebration to the fullest.
3. Know What “All-Inclusive” Really Means
“All-inclusive” doesn’t mean your private event is fully included. Most resorts charge extra for private wedding events — including food, beverages, setup time, and any additional hours you add to the celebration.
If your reception goes beyond the scheduled time, each additional hour of drinks has an extra cost. If you prefer to keep celebrating with your guests in other hotel areas, you can continue until the bars close.
Décor and special services are also add-ons. If you bring decorations from your home country and want the resort to set them up, there will be a labor fee, since it requires staff time and production.
If you bring an outside vendor (photographer, decorator, DJ, etc.), the resort will usually charge a vendor fee for access, and many hotels have specific regulations for external suppliers.
Understanding these additional costs upfront will help you plan realistically and stay within your budget.
4. Consider Your Guests’ Travel Logistics — and the Style of Your Hotel
Your wedding is a celebration, but for your guests, it’s also a vacation. Choosing the right hotel style can shape their entire experience.
Some resorts are boutique and intimate—perfect for buyouts where the whole property becomes yours. Others are adults-only, party-oriented, or quiet and zen. The mood you want for your celebration and for your guests’ stay should guide your choice of venue.
Travel logistics matter too:
– How easy it is to reach the resort
– Accessibility for seniors or families
– Food options for different needs
– Walkability and layout of the property
Defining the vibe you want—relaxed, festive, elegant, or private—helps us recommend the best resort for your destination wedding.
5. Read the Fine Print on Outside Vendors
Bringing your own photographer, decorator, DJ, or any external vendor is possible in some resorts—but it almost always comes with additional fees.
Most all-inclusive hotels charge a vendor fee to allow outside suppliers to work onsite. This fee covers access, coordination, security, and use of the property.
It’s important to understand that these policies aren’t meant to make things complicated. Hotels prioritize their guests’ experience, and their in-house vendors are trusted partners who already know the resort, follow its rules, and can respond quickly if something goes wrong. When you use a supplier recommended by the hotel, there is accountability, reliability, and a familiar working dynamic.
If you decide to bring your own vendors—especially from your home country—be sure to confirm all policies and fees before signing your contract to avoid surprises and ensure a smooth planning experience.
6. The Weather Call: What You MUST Know (Plan B)
Weather is one of the biggest challenges in Caribbean destination weddings. Even when the forecast looks perfect, conditions can change quickly.
Most resorts make a weather call around 12 PM to decide whether the wedding can stay outdoors or needs to move to an indoor location. This decision is even more important when the setup is large or complex—some structures and décor require 6+ hours of installation, and sometimes even a full day.
It’s also possible for the weather to look clear during the ceremony, but not during setup hours. Rain, wind, or even a light drizzle can damage décor, delay production, or make installation unsafe for the staff.
Communication is crucial. If rain becomes a possibility and the resort or vendors are notified in advance, some décor elements may be replaced with alternatives better suited for an indoor setup. However, this is always subject to availability and cannot be guaranteed. Many items—especially large structures, custom builds, audio/visual equipment, or specialty furniture—cannot be moved once a decision to stay outdoors has been made.
In fact, some professional vendors reserve the right not to install their equipment if conditions are unsafe or if there is a risk of damage.
If you have a large guest count, make sure the resort has an indoor backup that fits everyone comfortably. Otherwise, you may need to rent a tent—often at a high cost, subject to availability, and requiring installation the day before.
Resorts always do their best to create a magical celebration, but sometimes nature has different plans. What truly makes the difference is your mindset: choosing Plan B with grace allows you to enjoy an unforgettable experience surrounded by your favorite people.
7. Clarify Your Private Event Spaces
Some wedding locations look incredibly beautiful in photos, but it’s still important to understand how private each area feels during your celebration.
Most resorts offer designated spaces for weddings that are thoughtfully separated from pools and activity zones. However, beaches in many destinations are public, so occasional beach walkers or nearby activity can naturally occur. Resorts do their best to manage this and keep your ceremony as intimate as possible.
The hotels we recommend on this platform are experienced wedding properties that always pay attention to these details. Still, it’s helpful to discuss privacy expectations during your first conversations so the team can guide you to the location that best matches your vision.
A clear understanding from the beginning helps ensure your day feels personal, special, and exactly as you imagined.
8. Coordinate Communication With the Resort Team
Smooth communication is one of the most important parts of planning a destination wedding. Resort wedding teams work with multiple events throughout the week, balancing emails, meetings with in-house brides, onsite setups, and daily operations. Because of this, response times can vary depending on the season and the resort’s workload.
Setting clear expectations early—such as how often you’ll receive updates, key planning timelines, when your file transitions to the onsite team, and what is handled before vs. during your trip—can make the process much easier.
Many hotels now use technology tools like DES, which help streamline communication, centralize details, and allow couples to begin planning with more clarity from the start. These systems support both the hotel and the couple, making the experience more organized and fluid for everyone involved.
The hotels featured on this platform are committed to providing exceptional service, and using these tools helps ensure that every couple feels supported throughout the journey.
9. Understand What Wedding Packages Really Include
Most resorts offer wedding packages that include the essentials for a beautiful ceremony—flowers, décor basics, a symbolic table, chairs, and sometimes a small reception setup. Packages vary by hotel, and each one has its own personality and style.
What couples often don’t realize is that packages can look different from one resort to another, and it’s not always clear how the “standard setup” looks in real life. This is why brides frequently ask: What does it look like? What’s included? Can I see photos?
To make this easier, many hotels are now using platforms like DES or included in Wedding Scape Finder, where couples can see photos, inclusions, and real setups from the hotel’s wedding team. This helps you understand exactly what each package offers before beginning the planning process.
The hotels featured here are committed to transparency and clarity, and tools like DES help organize information so couples can plan with confidence from the very beginning.
10. Why We Recommend a Welcome Party, Rehearsal Dinner, or Farewell Brunch
One of the best ways to elevate your destination wedding experience is to plan at least one additional group event—such as a welcome party, rehearsal dinner, or farewell brunch.
These gatherings do much more than celebrate; they help your guests connect, relax, and get to know each other before the wedding day. When the wedding arrives, everyone already feels comfortable and part of the same group, creating a warm, joyful atmosphere.
Hotels also love hosting these events because they allow the team to get familiar with your group’s dynamic, preferences, and needs. This helps everything flow more smoothly throughout your stay.
Whether it’s a casual welcome cocktail, a themed rehearsal dinner, or a simple brunch before everyone heads home, these moments create unforgettable memories and set the tone for an incredible wedding weekend.