Wedding Planning Timeline

Many brides ask about a timeline to help guide them to make decisions during the wedding planning process. Here are some guidelines to follow as our mission is for you to have fun planning your wedding within your budget and furthermore, enjoy your friends and family during your destination wedding. Once you have chosen a vendor it is important to make a deposit to confirm the vendor of your choice. Keep in mind, destination weddings in Playa del Carmen, Tulum, Mexico to Aspen, Vail and Denver, Colorado in the USA are very  popular and a vendor can only service so many events in one day. A reception site, church, vendor, etc is not confirmed until they have received a deposit and prices are subject to change until deposited.

Also, My Playa Wedding coordinates professional weddings and has a team of vendors to assure your event is successful. We do not want you to "work" on your wedding day, so please let our vendors do the work so you can enjoy your time in the Riviera Maya. There are some vendors that we do not work with and we are more than happy to share experiences with you to assure your day is perfect!

We can plan a wedding within a couple of weeks, so don't fret! Whether you have a week, months or a year, we are here to help. We know everyone has busy schedules so just let us know your time frame and we will accommodate your needs.

9 to 18 months Prior To Your Wedding

SET YOUR BUDGET: An agenda and budget itemizing choices you have made for vendors will be created and edited thru the planning process as you make decisions. Deposits for vendors will be made when vendors request them with all final payments due not later than 60 days prior to the wedding date. Once the final deposits are made, these items are non-refundable.

MAKE YOUR GUEST LIST: Start with family and friends, that you love and they love you! If you don't gather with friends for a "night out", then you may not need to invite them. Decide if you are including kids, or set an age limit. Develope your guest list to estimate a head count to set your budget, as well as determine if you can book the location you want based on the capacity of the wedding event site.

CEREMONY & RECEPTION SITE: This is the most important item to book to begin your planning as well as create a vision for your wedding night. When choosing your site, consider space, number of guests, view, logistics for guests, budget, back-up in case of incremental weather, food reviews, staffing, service, etc.

HOTEL & ACCOMMODATIONS: This is as important as the reception site in order to get the best discounted rates. It is best to post your rates on your wedding website or "save the date" letter. Again, there are only "so many rooms with a view" or premier penthouses for entertaining, so, when booking your rooms please have your family and bridal party contact me first to book, before sending the information to the rest of the guests. Room deposits are required with a credit card, expiration date and security code. Also, once your room is booked, please tell guests to read the confirmation to assure the information is correct.

CHOOSE YOUR WEDDING INSPIRATION: Think about your color palette, theme, styles, attire to set the theme for your destination wedding. This is a great time to start your pinterest board!

SHOP FOR YOUR DRESS: Take your time and try on as many styles as you can, as you may be surprised the dress you say "yes" to may not be the dress or style you always dreamed of!

SEND THE SAVE THE DATE E-MAIL OR LETTER: Send this as soon as you have confirmed your ceremony and reception site and have the lodging information for your guests.

EGAL WEDDING IN MEXICO: Complete the Legalization Application from your Wedding Planner in order to confirm the Judge for your legalization papers.

PHOTOGRAPHER & VIDEOGRAPHER: This should be done as soon as you have confirmed a date, as the best photographers get booked first. Photographers can be booked by the hour or as a package, however most require a 2 or 4 hour minimum. You will need to pay for their meals as part of the service during their event, and we offer staff meals to keep your night within your budget.

6-9 Months Prior To Your Wedding

SHOP FOR BRIDAL PARTY ATTIRE: Choosing your dress may be easy, but bridal parties come in different ages, shapes and sizes, so try on a variety of colors and styles. Many weddings are choosing to use the same color of dress but let the girls choose their own style based on their body shape.

ENTERTAINMENT: Start thinking of what type of music you would like during your ceremony and reception. Most musicians book 45 minute sets, so if you would like a guitarist, violinist, singer, duo, trio, etc, they will charge one price per 45 minutes. Some musicians offer better rates if you book them longer. Options are to choose one of the aforementioned for the ceremony and/or cocktail party and then have a live band and/or DJ for the dinner and reception. Or some choose to have a DJ play your music for the entire event (ceremony, cocktail hour, dinner and reception). You can also incorporate a mariachi, steel drums or whatever type of music you like. Song lists or suggestion are provided upon request.

CEREMONY OFFICIANT: You may bring your own Officiant or we will book your Pastor, Rabbi, Priest, Shaman or any officiator you may need for your ceremony. Many are bilingual and prices vary. We will provide you with their sermons, you may send us your sermon or you may write or incorporate your own vows in either.

FLORAL & DECOR: Send us photos or we will forward floral suggestions for you to start thinking about your colors for your wedding arch, bride bouquet, maid of honor bouquet, bridesmaids bouquet, corsages for mothers, grandmothers or aunts, (pin or wrist), boutonnieres for groom, groomsmen, fathers, grandfathers, ushers or ring bearer. Some floral are seasonal, so please send us your photos and we will get pricing for your event. Prices will be subject to taxes and delivery fees.

BRIDAL PARTY LIST: Please send us a list of your bridal party and the order of the bridal processional. It is best to choose a Maid of Honor, Best Man or people in your bridal party who will help and support you during your special day. During the rehearsal ceremony, we will assign specific duties to these members (example: getting the bride to the ceremony on time, helping with the wedding dress, making sure the Bride and Groom do not see each other before the special event, etc), so let us know who you have chosen to support you on your special day.

RINGS: Purchase or deposit wedding rings and don't forget to bring them to your destination wedding.

REGISTER FOR GIFTS: Be sure to tell your bridal party where you are registered so they can help with family and friend requests, as well as add this information to your wedding website.

DECOR AND LINENS: After you have chosen your color scheme and floral, please let me know of your linen choices, color of napkins, table runners, napkin rings, etc, as well as any other décor to include market lights, chinese lanterns, candles, additional lounge seating, etc.

STATIONARY: Design your invites, thank you notes and place cards for dinner seating.

HONEYMOON: Book your honeymoon and make sure you have current passports.

4-6 Months Prior To Your Wedding

MENU & BAR: Many people like to choose a menu for budgeting purposes when they contract their venue, however the final menu selection is required 60 days prior. An agenda will be completed with the timeline of the day event, menu, bar selections, vendors, etc. Special orders for champagne, wine, etc must be made at this time and once contracted on the Event Order cannot be changed. For plated dinners, the counts for the choices (fish, steak or pasta) are required 30 days prior and must match the appropriate guest place cards for seating.

WEDDING CAKE: Photographs of cakes and flavor choices have been forwarded or you may send us your photos. You may choose two flavors for a two or three tier cake. Cakes will be subject to delivery fees.

REHEARSAL:  Confirm a dinner, catamaran outing, cocktail event for your welcome dinner or rehearsal party.

MARRIAGE LICENSE: Obtain official marriage license in your country you reside in (if you are not having a legal ceremony).

3 Months Prior To Your Wedding

INVITES: Send out wedding invites and include entrée option if offering choices for dinner entrees.

TOASTS & SONGS: Please provide me with the names of the people who will be making toasts, conducting a prayer as well as your song list for bridal processional, bridal entrance, recessional,first dance as husband and wife, father/daughter dance, mother/son dance, cake cutting song and last dance of the evening.

WEDDING PROGRAM & MENUS:  You can design and print your wedding ceremony programs and menus to advise guests of the wedding day events.

PARTY FAVORS & WELCOME GIFTS: If you would like us to make welcome gift bags for your guests, please choose from our ideas with various price points. We will also purchase party favors for your special event that you can attach name place cards to for seating. Bring party favors or place cards with you on the plane as we suggest you do not mail anything to Mexico.

BRIDAL PARTY GIFTS: Purchase gifts for your bridal party.

PHOTOGRAPHER LIST:  Begin writing list of shots you like your photographer to take, as well as names of people to include for photos for better organization the day of the wedding.

SEATING FOR RECEPTION: This is the area that can be tedious, with every little change in numbers. So, this is best to do when you have a final count and do not fret when people make change! We will accommodate changes and the more the merrier!

2 Months Prior To Your Wedding

VOWS: Write your vows, organize and practice toasts or thank you speech.

GROUND: Book transportation from airport to hotel and/or venue.

TRIAL: Try a trial hair and make-up, and remember to bring veil or head piece for practice.

1 Month Prior To Your Wedding

AGENDA: Send your wedding agenda to your immediate family and bridal party so they are aware of tasks and timeline to help you be organized and stress-free. Agenda will also include all pertinent contacts.

PACKING LIST:  Start a list of items you need to pack and remember "emergency kit items" for your special day. And don't forget the garter, something old, something new, something borrowed, something blue!

BANK: Contact your banking institution to advise charges will be coming from Mexico, as well as ATM withdrawals from a foreign country.

FITTING: Book your final wedding dress fitting.

Week of the Wedding

7 Days Prior:

Pamper yourself with plenty of sleep before your wedding and start packing!

Full Payment for Reception: Food and beverage events must be paid at least 7 days prior to arrival. You may wire funds, pay via pay pal or pay upon arrival to Playa in person with your credit card.

3 to 5 Days Prior:

Legal Wedding in Mexico: If you are making your wedding legal in Mexico, then we will have a blood test in the privacy of your hotel room and get the appropriate witness signatures and document copies.

Walk thru of the Venue: Visit the ceremony and wedding site.

Rehearsal and rehearsal dinner: Plan a time with your bridal party to rehearse the ceremony processional, preferably at the ceremony site.

Day Before the Wedding Day!

Go to bed early, have a massage.

Wedding Day!

It's here! Be sure to eat, relax and enjoy! Give the rings to someone responsible and arrive to the venue at least 30 minutes prior to the ceremony time and enjoy your new life with your spouse, family and friends.

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Contact Information

My Playa Del Carmen Wedding
Playa del Carmen, Tulum, MEXICO

E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

USA Cell & What' App: 970.509.0910

MEXICAN Cell & What's App: 011-52-1-984-216-3799