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Playa del Carmen Wedding Planning Timeline

Wedding Planning Timeline

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. I have designed a timeline to help you choose and confirm your wedding vendors. Once you have chosen a vendor it is important to make a deposit to confirm the vendor of your choice. Keep in mind, Playa del Carmen is a popular wedding destination 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.

Wedding Agenda & Budget: An agenda itemizing choices you have made for vendors will be created and edited thru the planning process with prices for budgeting. Deposits for vendors will be made when vendors request them with all final payments due 60 days prior. Once the final deposits are made, these items are non-refundable.

9 to 18 Months Prior To Your Wedding Day:

Book a 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 unexpected weather, staffing, service, etc.

Accommodations: This is as important as the reception site in order to get the best discounted rates.

Develop your guest list to estimate head count so we can help you budget your event.

Begin shopping for your wedding gown!

Send the “Save the Date" email, letter or begin your wedding website: Send this as soon as you have confirmed your ceremony and reception site and have the lodging information and travel information ready for your guests. Guests may contact me at 970 509 0910 or This email address is being protected from spambots. You need JavaScript enabled to view it. to make their lodging reservations.

Judge for a Legal Marriage in Mexico: If you would like to make your wedding legal in Mexico, legalization forms will be sent to you to complete for your ceremony. Blood tests will be scheduled in the privacy of your hotel room or in the clinic, three -five days before your wedding date.

Photographer & Videographer: Photographers and videographers can be booked by the hour or as a package. You will need to pay for their meals as part of the service and we offer vendor rates.

Shop for Bridesmaids Dresses, Groom Attire and Flower Girl Dresses

6 to 9 Months Prior To Your Wedding Day:

Musicians & DJ: It is best to 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.

Officiant: I will book your pastor, rabbi, priest, Shaman or officiator 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.

Florist: Start thinking about your colors and floral for bouquets, corsages, (pin or wrist), boutonnieres and flower girl accessories. We will send you catalogues to review or you may send us photos you like from the internet, so we can get prices for you. Prices will be subject to taxes/delivery fees.

Bridal Party List: Please send me a list of the bridal party names and the order of the seating and bridal procession. Guidelines will be forwarded to help you with this process.

Purchase or deposit wedding rings.

Book hair and make-up, start looking for photos of your inspiration: Please forward the names, relation, type of service and requested time for hair, make-up, manicure and pedicure services. These services can be arranged in the privacy of your room or at a nearby spa.

Décor & 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, lighting or other decor.

Order official wedding invitations, thank you notes and dinner place cards.

Book your honeymoon and make sure you have valid passports!

4 to 6 Months Prior:

Menu & Bar Selection: Determine menu, bar level choices for your event. For plated dinners, remember to ask for entrée selections on your invites.

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 of Ceremony, Dinner or Welcome Party Venues: Confirm a dinner, catamaran outing, cocktail event for your welcome dinner or rehearsal party.

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

3 Months Prior

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

Toasts and Song List: 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 Programs & Menus: You can design and print your wedding ceremony programs and menus to advise guests of the wedding day events.

Party Favors & Welcome Gift Bags: 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.

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.

Assign Guests at Table: 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 In Advance

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

Book transportation from airport to hotel and/or venue.

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

1 Month In Advance:

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!

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

Book your final wedding dress fitting.

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.