How to Manage Outside Vendor Fees at Destination Weddings 

Planning a destination wedding is such an exciting time in your life! You’ve likely got a budget in mind and are already narrowing down those dreamy options.

Everything seems to be going smoothly, and you’ve planned your finances carefully… until you discover there are extra costs for bringing in a photographer or makeup artist! These are called outside vendor fees, common at all-inclusive resorts, and they can definitely catch you off guard.

To avoid surprises, be sure to ask your resort’s wedding coordinator before booking any outside vendors if you’re not going with the in-house team! 

This is extremely important because in some cases, resort vendor fees can be upwards of $1500 USD PER VENDOR! Because of this, it’s very important to do your homework and determine the specifics of these fees before committing to an outside vendor. 

These fees can range anywhere from $100-$1500+ per vendor or per person per vendor, and they vary greatly amongst resorts. 

Be sure to check your contract and ask your wedding coordinator about any rules and costs associated with hiring an outside vendor. Keep track of what the vendor fees are when you sign your wedding contract. It’s not uncommon for these fees to go up and you want to make sure you’re getting the same rate you signed off on!

Good to Know: Not all resorts allow outside vendors!

It’s important to remember that while you’re planning your destination wedding and checking out outside vendors to hire for photography, makeup, videography, DJ, florist, etc., that you check to see if your resort even allows outside vendors.

You don’t want to get stuck paying a deposit and having to lose out if you find out you can’t bring an outside vendor in! 

Don’t Let the Outside Vendor Fee Throw You Off

This is what the resorts expect.  They want you to be thrown off by the costly fee associated with bringing in an outside vendor because they’d much rather you use the photographer, florist, or makeup artist who is already on property, so they gain from it. 

Some of the vendor fees these days are atrocious and truly is highway robbery. But don’t let it throw you off. Don’t put blinders on – just yet.

When we got married in Mexico, I was scared off by my $200 vendor fee and ended up using the resort photographer. $200 seems laughable now, but using the on-site photographer was my biggest wedding regret. PLUS it cost me just about the same if I hired an outside vendor but I got a lot less for the same amount of money.

I tell brides all the time that you can get so much more bang for your buck by hiring an outside vendor, even with the vendor fee. Even with the fees sometimes, bringing in a local vendor can be more economical than using the on-site photographer or makeup artist. Plus, local talent and professional companies will always be better than what’s offered by the resort.

It can sometimes literally PAY to do your research – you may still come out ahead with the vendor fee.

Finding Your Outside Vendor Fees

If it’s not clear if your resort allows outside vendors or lists what the fees are, be sure to ask your wedding coordinator. 

It should be listed in your contract – and never go by hearsay or a verbal guarantee. Get it in writing. Pricing changes quite frequently and you don’t want to overpay. For example, if you secure a wedding date a year from now, what’s to say the vendor fee won’t go up? It’s happened, and many brides have fought the new vendor fee by using their signed wedding contract.

If you have questions or if things aren’t clear, ask specific questions. Some resorts charge per person or per vendor, so it’s best to clarify what the pricing actually includes. 

Ways to Get Around Your Vendor Fee

While it may not always be possible to get around your vendor fees at your resort, you do have a few options.

First, you can always use your in-house photographer, DJ, florist, or salon for hair and makeup.

If you have your heart set on a certain vendor, then your second option is to check with your resort to see if there is a list of preferred vendors available. Preferred vendors are companies the resort only allows in for weddings. By doing so, there is either no fee (or a minimal) fee associated with working with them. Their list may be minimal, but your first choice may be on that list!

Failing that, and depending on which vendor you’re looking to hire (photographer, makeup artist, etc), there may be some options for you:

• Ask your vendor if they’re willing to work and negotiate with you to offset the cost of the vendor fee. You’d be surprised by how many vendors will willingly work with you to accommodate this! Just be upfront and honest – vendors KNOW the exorbitant fees couples have to pay, and many are willing to make it work for you.
• If you’re hiring a hair and makeup artist, you have the option of going off-resort and renting a room at a hotel or AirBnB, or hiring a travelling makeup artist that will travel to your resort. One example is the Beauty Bus by VO Evolution in Cancun.
• Some resorts offer a waived vendor fee if your vendor stays 3 nights at your resort. Check with your wedding coordinator! This is often a much cheaper option for you!

If you’re wondering if you can just purchase a day pass for your vendor, the answer is no. While you technically could, a lot of these vendors regularly visit resorts and security/staff would catch on pretty quick as to what’s happening. It’s not worth jeopardizing their relationship with the resort OR losing your vendor!

Hiring an Outside Vendor Can Actually Save You Money

While this isn’t always the case, it definitely pays to do your research! 

In many cases it is significantly cheaper to use an outside vendor. These are a couple of costs comparisons:

• DJ at resort for 3 hours, dance floor and rental of sound system: $2260
• Outside DJ for 4 hours, lighting, dance floor, decorations + vendor fee: $1250
• Savings of $1,010! 

OR

• Floral arrangement at resort: $14,000 (yes, flowers can be ridiculously expensive!)
• Outside vendor: $4,000 + $500 vendor fee
• Savings of $9,500!!

You’ll notice that in-house vendors can often be more expensive. They’re able to get away with it knowing that brides will either not be willing to pay the outside vendor fee, not know about local vendors, OR will be the only option for couples to pick. These vendors also have to pay the resort a certain percentage since it’s not free to have their business on-site.

Good to know: The vendor fees do not include meals. You will have to pay for a separate vendor meal (so account for that, too!), BUT vendor meals are a fraction of what it costs for a guest meal.

Using an Outside Vendor vs On-Site Vendor

In my experience over the past 9 years of helping destination wedding brides, you will absolutely get more bang for your buck by hiring an outside service, PLUS the talent, quality, experience, and reputation. You’ll be able to build a connection which will help put you at ease.

You kind of take a gamble with in-house vendors. You may not know who you are getting, know their style or quality, or see their work. Do you want to take a risk like that on one of the most important days of your life?

I say this from personal experience and regret. I wish I had hired a photographer. I wish I had a proper hair and makeup artist (my makeup was a complete disaster and I ended up having it all taken off and did it myself in the end!).

There is no one saying it’s wrong or bad to use the in-house services. But for those who have their heart set on using a certain company, it’s good to know you have options!

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