The Planning Timeline for Destination Weddings in Mexico or the Caribbean
- Kimberly Jacoby
- 4 days ago
- 5 min read
Planning a wedding is exciting, but planning a destination wedding? That’s a whole new level of adventure! If you’re dreaming of tying the knot in Mexico or the Caribbean, having a well-structured timeline can make the difference between a smooth, stress-free process and a logistical meltdown. Here’s your step-by-step guide to when and how to start planning, send out Save the Dates (STDs), and prep those invitations to make your big day unforgettable.
12-18 Months Before the Wedding: Begin the Planning
The earlier you start, the better. At least 12-18 months before your big day, it’s time to initiate planning. Why so early? Popular resorts and venues in Mexico and the Caribbean book up quickly, especially during the high season (November through May). Starting early ensures you have choices that match your vision and budget.
Key Steps During This Phase:
Work with a Travel Expert: A destination wedding isn’t just about pretty views. It’s also logistics-heavy! A travel advisor (hello, Romantics Travel!) can help you find the perfect destination and venue options, compare wedding packages, create your wedding website, and even negotiate group rates for your room block.
Choose Your Location: Narrow your options to a destination or region
Set Your Guest List: Sketch out an estimated guest count, as this will influence your venue and accommodation needs.
Budget Planning: Be realistic about your numbers, factoring in travel costs, wedding package, decor, A/V, photography, excursions, and vendor fees.
Secure your Wedding date: Grab that wedding date before someone else does.
Room Blocks: Secure accommodations for your group—this will save guests time and effort.
Pro Tip: This stage is also ideal for a pre-wedding site visit. You can see potential venues firsthand, meet with planners, and preview your wedding options.
12 Months Before the Wedding: Send Save the Dates (STDs)
When it comes to destination weddings, your Save the Dates are more than a heads-up—they’re a lifeline for your guests. By 10-12 months out, it’s time to send them. The earlier you notify your guests, the more time they’ll have to plan, arrange time off work, and start saving up for travel.
What to Include on Your Save the Dates:
Wedding Date: Mark your calendars for [Insert Wedding Date Here]!
Location Name: The city, resort (if chosen), and country are essential.
Link to Your Wedding Website: You'll need a dedicated spot with instructions and travel information. A wedding website is perfect for this! Encourage guests to also reach out to your travel advisor for any questions.
Pro Tip: Make the design count! Your Save the Dates are the first sneak peek of the wedding vibe—whether it’s a tropical beach escape or breezy boho chic.
6-8 Months Before the Wedding: Check out the Resort's Preferred Vendors
At six to eight months out, you might also want to begin looking at the individual vendors for a more personalized touch.
Focus Areas to Cover:
Ask for a Preferred Vendor List: Ask the resort's wedding department for their preferred vendor information and if they have the latest wedding brochure. Keep in mind it is common that these resorts will normally charge you the price in the brochure for the year you are getting married, even if they don't have that information out yet. At the minimum, book your photographer at this time. Some resorts will not give this information to you until it is time to start planning, but it never hurts to ask.
Legal Requirements: Research marriage laws for your destination if you are planning on a legal ceremony. Will you need translated documents, government officials presiding over the ceremony, translation fees or blood tests? Your travel planner can help.
Pro Tip: Always, always schedule unexpected delays into your timeline. Prep early, so last-minute stress doesn’t rain on your wedding parade.
4-6 Months Before the Wedding: Invitations Are a Go!
At 4-6 months out, it’s time to send out your formal paper or digital invitations, again complete with a link to your wedding website. This is your guests’ go-to hub for all the juicy details they’ll need to plan their trip and join your celebration.
Keep in mind:
RSVP and Final Payment Deadlines: Deadlines for RSVPs and final payments - these are typically due during this timeframe.
On Your Wedding Website: Update your site with essential travel details to make planning seamless for your guests. Include:
Arrival dates
Resort information
Transportation info
Itinerary Teasers: Planning a group dinner, welcome party, or fun excursions? Drop a few hints on your website to build excitement and anticipation! Many couples opt for a wedding website to bundle all this information in one convenient place. It’s also the perfect spot to include FAQs about weather, dress codes, and travel tips.
Pro Tip: Be strategic about plus-ones. Clearly communicate your policy to avoid any unexpected surprises on the big day!
2-4 Months Before the Wedding: Plan your Wedding
By now, your big day is just around the corner! This is the time frame that your resort's wedding department begins contacting you to actually plan your wedding elements.
Checklist at This Stage:
Reconfirm Venue Details: Double-check your bookings with coordinators.
Finalize Seating Plans: Coordinate with the resort to make sure spaces have enough room for mingling.
Prepare Welcome Bags: A sweet touch for guests. Include maps, local treats, and a thank-you note for traveling.
Pro Tip: Prepare an all-weather plan. While Mexico and the Caribbean shine year-round, hurricane season (June through November) may require some rain-friendly backup options. Resorts in these regions are generally fantastic at seamless pivots.
Mexico & Caribbean Destination Wedding Timeline Tips for Smooth Sailing
Planning a destination wedding in Mexico or the Caribbean isn’t just about timelines—it’s about preparing wisely so you can focus more on enjoying the moment. Here are some extra tips to keep in mind:
Check the Weather: Choose a season that works for your vision. Winter offers perfection in the Caribbean, while summer has unbeatable deals but requires heat (and possible rain) prep.
Help Guests Plan: Not everyone is a frequent traveler. Offer guidance on passports, destination information, and travel insurance.
Create a Packing Checklist: Think wedding attire, backup clothes, and any personal-use items not easily available on-site.
Throw in Local Flair: Add a regional specialty to your celebration—like margaritas bars or steel drum performances—to give your day a signature touch.
Start Your Dream Destination Wedding Journey With Us
Organizing a dream destination wedding in Mexico or the Caribbean may seem overwhelming, but that’s where we come in! At Romantics Travel, we specialize in taking your vision and turning it into a flawless, unforgettable celebration. From finding the perfect resort to managing all those “what ifs,” we’ve got you covered every step of the way. You'll never have to wonder what to do next!
Schedule a no-obligation consultation with us and take the first step toward your picture-perfect wedding. Whether you’re just getting started or need help tying loose ends, Romantics Travel’s expertise will turn your travel and wedding dreams into reality. Reach out now and leave the stress to us—you focus on saying “I do.”
Ready to Grab a copy of your very own Overwhelmed Brides Guide? Get it now!
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