Questions to Need to Ask your Destination Wedding Coordinator 

Over the past decade (I’m really ageing myself here!) I’ve seen countless brides ask what they should be asking their destination wedding coordinator.

Whether or not you are able to visit your wedding location or resort for a site visit, it’s a good idea to have a list of questions to ask your destination wedding coordinator.

Planning a wedding in another country can be really daunting – I get it, and I’ve been there! And amidst all the destination wedding planning, you’ll want to have someone in your corner taking care of all the hard, nitty-gritty details for you. 

This is why you absolutely need to work with a destination wedding travel agent. If you need some recommendations, reach out to me and I’ll send you my trusted allies to help plan your dream wedding.

So let’s get to it – a list of questions you should be asking your wedding coordinator. You may already have a good idea of things you should be asking, but in case you’re stuck and want to cover all your bases, these will get you thinking!

I’ve broken them down into whether or not you’re able to go for a site visit (and if you can’t, don’t sweat it! Tons of brides have their weddings site unseen!).

Wedding Altar on Beach in Tropical Resort

What to ask your Destination Wedding Coordinator

Ceremony Questions

  1. Ask about available packages, and what they cost and include. Ask how many guests are included in each package, and what the cost would be to add guests to a package over and above what’s included. This will help you determine if you need to upgrade your package or not!
  2. Where are the ceremony locations? How many people does each space fit?
  3. What do the ceremonies include? Decor? Music? Photography? Flowers?
  4. What are the backup locations in the event of unfavourable weather?
  5. Ask about the legalities of a legal vs symbolic destination wedding. This includes translation, bloodwork (if in Mexico), witnesses, how many days you need to be there ahead of time, etc.
White Curtain Near Ocean Water

Reception Questions

  1. What are the dinner options? Buffet or dinner? What’s the cost differences between them and what do they include?
  2. What are the venue options like for the reception? What’s the layout like?  Is there a minimum guest count required to book a certain space?
  3. Can special diets be accommodated?
  4. What is included in the wedding package for the reception?
  5. Is there a cocktail hour included? Can one be added on?
  6. Are there any hidden fees, like gratuities, vendor fees, taxes, or setup fees?
  7. How long is the reception for? Can additional hours be added, and at what cost?
Yellow and Pink Petaled Flowers on Table Near Ocean Under Blue Sky at Daytime

Planning Questions

  1. What are the flower options? Are any florals included? Tip: Send photos of what you like to get a better idea of cost, since what you want may be an upgrade! Local, seasonal flowers will be much cheaper.
  2. What are the outside vendor fees? Is the fee per vendor service or per person?
  3. If a vendor returns the following day (for trash the dress photos, for example) is there an additional vendor fee applied?
  4. Can photographers and makeup artists be brought from home, and what is the fee if they stay at the resort (or venue?). Some resorts waive the outside vendor fee for vendors staying a nightly minimum.
  5. Are there preferred vendors to get around the outside vendor fee?
  6. What is available for decor and centrepieces? Can florals from the ceremony be reused for the reception?
  7. Is a rehearsal dinner included in the wedding package?
  8. Do the bride and groom get separate rooms before the wedding?
  9. Can room service be brought the day of the wedding while everyone is getting ready?
  10. Is there a bridal suite? Is it included or is there a fee to rent it? 
  11. Is there a setup fee for decor?
  12. Can decor from home be brought?
  13. Are artificial flowers allowed? Note: many resorts do not allow this, so it’s best to ask ahead of time!
  14. Are there any other events going on at the venue/resort the same day/weekend/week?
  15. Are seating cards and a seating plan required?
  16. What is required for the deposit?
  17. How is payment taken? What is the timing for payment intervals?
  18. Is there a refund/cancellation policy?
  19. Are there any perks with the contract, like free room nights, upgrades, or complimentary events? Psst. If you’re looking to have a destination wedding on a budget, check out these resorts in the Riviera Maya that offer free destination weddings!
  20. What’s the best way to contact your wedding coordinator during the planning phase?
Man and Woman Standing on Gray Concrete Bridge

Questions to Ask at a Site Visit

  1. What room options are there? Ask to see the room types.
  2. Go for a tasting! There’s no better way to determine your menu than to sample the food on offer (be sure to line this up ahead of time)!
  3. Ask to see the basic ceremony and reception setup. There’s often a bridal office to see various setups. This will help you decide if any add-ons are necessary, or what you can add to it.
  4. How many people can the spa fit (if getting hair and makeup done?), and can it be done in the room (if preferred)?
  5. Is the date you want available? 
  6. How many weddings are done daily?
Man and Woman Walking of Body of Water

Other Tips for Going on a Site Visit

  • Bring a book and copies of any inspiration you have (like a Pinterest board) to share with your wedding coordinator.
  • Watch for other weddings while you’re there – there’s a good chance you’ll see one! Take photos of what you like.
  • Ask to see the options for the ceremony and reception to help you visualize the space. Take note of the lighting, footing, noise levels, breeze, etc.
  • Go for a makeup and hair trial, either at the spa at your resort, or with your chosen vendor. Plus, it’s a great excuse to get some photos taken for your Save the Dates!
  • Check out all the ceremony spaces and picture yourself walking down the aisle there. This will help you pick your chosen location!
  • What’s the nightlife like? If you can’t extend your reception, is there a nightclub or disco everyone can move to afterwards?
Wedding Venue Set up on Tropical Beach

Things to remember

In a world where we’re used to getting instant answers, planning a destination wedding can cause some panic with the lengthy delays in responses. Don’t panic! These wedding coordinators do this for a living – and most don’t get in touch with you until 3 months prior. This is normal!

Everything is down to a science. I remember panicking because I really didn’t hear from my coordinator until two weeks prior, and she had all my notes and exactly what I wanted!

Wedding coordinators are busy working on weddings ahead of yours, but if you’re wanting peace of mind, you can always follow your email up with a phone call.

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