Flawless Wedding Planning
The Ultimate Guide for Brides Preparing for a Cancun Destination Wedding
Once you’ve chosen your venue and vendors for your Cancun destination wedding, the next step is to focus on the finer details that will make your day unforgettable. This guide is divided into four parts to help you prepare everything from what to pack before your flight to organizing your bridal party on the big day. By following these detailed tips, you’ll create a seamless and stress-free experience for your wedding day.
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"Preparation for your wedding is the difference between a grand entrance and tripping on your train—one leads to applause, the other to viral videos."
Pre-Flight Preparations
Invitations, Vow Books, and Printed Materials
Invitations, vow books, and printed materials are important details that add a special touch to your wedding day. Reading your vows from a beautiful vow book looks much better in photos than using a phone, which can feel a bit out of place. A well-crafted invitation suite also makes for stunning detail shots that your photographer will love capturing. These small touches not only add to the beauty of your day but also create lasting memories that you’ll cherish when you look back at your photos.
Design and Order Early!
Invitations: Choose a design that reflects your wedding theme. Ensure invitations are sent out 6-8 months in advance to give guests ample time to plan their travel.
Vow Books: Personalize vow books with your names and wedding date. Opt for high-quality materials like leather or linen, and keep the design simple and elegant.
Printed Materials: Include any other printed items, such as save-the-dates, menus, programs, and thank-you cards. Order extras to account for any last-minute changes.
Packing for Safe Transport
Use sturdy, waterproof packaging for invitations and vow books. Consider bringing these items in your carry-on to avoid any risk of loss or damage.
Bring digital copies of your vows and important documents in case anything gets misplaced. You can also email them to a trusted friend or family member for added security.
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While planning your pre-flight details, it’s important to consider that guests may face challenges attending or you may encounter unexpected events. To help you prepare for these situations, read our article on 10 Things No One Tells You About Your Destination Wedding to stay ahead of any surprises
Props and Details for Photos
Themed Props: Consider props that reflect your wedding’s theme, such as seashells, starfish, or tropical flowers. Personalized items like a monogrammed beach hat or custom signage add a special touch.
Flat-Lay Essentials: Gather items like your wedding rings, invitation suite, bridal jewelry, perfume, and shoes. Arrange these with thoughtful details like ribbon, lace, or natural elements (e.g., leaves or flowers) to create a beautiful flat-lay setup, or you can just bring it along so your photographer will take care of it. Flat-lay details aren't just for the bride—they're equally important for the groom. Gather his cufflinks, watch, tie or bowtie, cologne, shoes, and a custom-made handkerchief. A handkerchief not only adds a personal touch and looks great in photos, but it’s also practical, especially in Cancun’s hot beach environment. If he starts to sweat, it’ll come in handy and look much better in photos than a paper tissue or towel. Including thoughtful details like his boutonniere or pocket square can further enhance the flat-lay setup, and help the photographer capture both sides of your story beautifully for your wedding album.
Plan Your Photoshoot Props: It’s important to prepare some fun and unique props for your photo shoot with the bridesmaids and groomsmen to capture those playful, memorable moments. For the bridesmaids, consider props like popping champagne for a celebratory shot, custom-made newspapers styled as wedding invitations or announcements, and personalized items like robes, sunglasses, or hats with your wedding date. You can also incorporate fun props like flower crowns, or matching parasols for an added touch of whimsy. For the groomsmen, it could be shots of tequila, custom-made flasks, or lighting cigars that can create some great, masculine moments. Or also holding sports-themed items if the group shares a favorite team, wearing matching socks with quirky designs, or incorporating vintage props like pocket watches or old-school cameras. Imagination is your limit here.
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Timing is crucial for your bridal party photoshoot to go smoothly. For a step-by-step breakdown of how to structure your wedding day, check out our Cancun Destination Wedding Timeline to keep everything on track.
Travel-Friendly Packing: Use small, compartmentalized bags or boxes to keep props organized and protected. Wrap delicate items in tissue paper or bubble wrap to prevent damage.
Label Everything: Clearly label all your items so you can quickly locate them when you arrive. This will also help your photographer easily access everything they need for detail shots. Once you arrive you can put everything in the shoebox and hand it to your photographer. He'll know what to do with it.
Transporting Your Wedding Dress and Accessories
High-Quality Garment Bag: Select a breathable, waterproof garment bag that has ample space for your dress. Look for features like padded straps and multiple compartments for accessories.
Carry-On Strategy: Whenever possible, carry your dress onto the plane. Most airlines will accommodate by letting you hang it in the first-class closet or lay it flat in an overhead bin.
Pre-Flight Checklist: Before your flight, inspect your dress to ensure it’s securely packed. Double-check that you have all accessories, including shoes, jewelry, and your veil.
Steaming Upon Arrival: Once in Cancun, arrange for your dress to be professionally steamed. Many hotels offer this service, or your wedding planner can recommend a reliable vendor.
Pre-Arrival Requests for Your Hotel Wedding Planner
Room Setup, Flowers and Makeup
Flower Delivery Timing: Ask your wedding planner to deliver flowers and arrange them in your suite before the photographer and videographer arrive. Fresh flowers not only enhance the room's aesthetics but also add a vibrant touch to your photos.
Ceremony Flowers: Request that your planner coordinate the timing so that floral arrangements for the ceremony and reception are set up well in advance, allowing your photographer to capture them before guests arrive.
Room Layout and Accessibility: Discuss the room layout with your planner, making sure there’s enough space for the bridal party and vendors to move comfortably. Ideally, arrange for two separate rooms—one for the bride's makeup and another for the bridesmaids. This keeps the bride's room much tidier and more organized, allowing photographers and videographers to capture better angles and all the special moments without unnecessary clutter. Setting up makeup and hair stations in areas with good natural light and a clutter-free background will improve the quality of your photos and create a more relaxed environment for everyone.
Accessibility for Vendors: Make sure there’s easy access to the suite for your photographers, makeup artists, and other vendors.
Plan for Hair and Makeup Delays: Hair and makeup delays are the most common time killers on a wedding day, so it’s wise to plan in extra time. Schedule at least an hour to an hour and a half more than you think you’ll need. It’s always better to finish early and have time to relax, enjoy a glass of champagne, and chat with your bridesmaids, rather than being rushed and missing out on those beautiful photos in your robes or even worse in your wedding dress. Planning for these delays means you’ll be ready to enjoy the moment, rather than stressing about the clock.
Ceremony and Reception Space Adjustments
Aisle and Seating Arrangement: Request extra space between the ceremony spot and the first row of seats. This gives photographers and videographers the room to move around and capture different angles without obstructing guests’ views.
Backdrop and Decor: Coordinate with your planner to make sure the ceremony backdrop is free from distractions. There’s nothing worse than trying to share a romantic moment with half-naked tourists wandering into view. You can arrange for hotel staff to discreetly protect the area from tourists during the ceremony. This way, you can stay focused on the moment, enjoying your beautiful surroundings without any unwanted interruptions.
Dance Floor and Lighting: Discuss the placement of the dance floor and lighting options with your planner. Soft, ambient lighting creates a romantic atmosphere and enhances the quality of your first dance photos.
Table and Chair Placement: Ensure there’s enough space between tables and chairs for easy movement. This is especially important for capturing candid shots during the reception.
Importance of Good Lighting: Lighting is one of those crucial details that can make or break your wedding reception. We've seen many weddings where the dance floor lighting is too harsh or filled with strong colors like blue and red, which don’t always look flattering during those romantic moments like the first dance. While colorful lighting is great for the party, it’s important to have softer, warmer lighting for key moments.
Another common issue is the bride and groom's table being poorly lit, leaving them sitting in the shadows. Make sure your planner arranges proper lighting for your table so that you’re in the spotlight where you belong.
Ambient lighting is also essential. Strings of small bulbs around the reception area not only create a beautiful atmosphere but also provide a warm, inviting glow that looks great in photos. While professional videographers and photographers will bring their own lighting, having good ambient lighting sets the mood and allows your guests to capture great pictures on their phones as well. These small details can truly elevate the overall experience and make your reception memorable for everyone.
Preparing the Bridal Suite and Bridesmaids' Rooms
Creating a Photo-Ready Space
Tidy Up: Assign a bridesmaid or family member to keep the suite tidy. It’s also a good idea to hide clothes and luggage in the wardrobe or bathroom so they’re out of the way. Photographers and videographers often like to shoot around windows or on the balcony, so make sure these areas look great, without any unnecessary clutter. While your photographer or videographer can help tidy up if needed, it will eat into the precious time that could be used for taking beautiful pictures. Keeping the space organized ensures you get the most out of your photo sessions and capture all the special moments.
Organize Essentials: Designate a spot for your dress, shoes, jewelry, and other important items. Lay these out in an orderly fashion so they’re easily accessible for photos.
Setting Up for Hair and Makeup: Make sure that makeup artists have access to natural light. If the suite doesn’t have sufficient natural lighting, ask the hotel for additional lighting to avoid harsh shadows. Most makeup artists bring their own lighting, but it’s a good idea to double-check with them beforehand to make sure they’re coming prepared.
Comfortable Workspace: Arrange a spacious area for the makeup and hair team to work. This helps them do their job efficiently and keeps the bridal party relaxed and comfortable.
Enhancing the Ambiance
Room Vibes: Creating the perfect room vibe on your wedding day is all about setting a comfortable and uplifting atmosphere. Start with a curated playlist of your favorite songs to keep the energy just right. Adding some aromatherapy with essential oil diffusers or scented candles can create a calming environment—think lavender or vanilla for a soothing effect. Enhance the space with personalized decor like framed photos or custom props that reflect your style. When you’re in a good mood, everything feels better, and the photos you’ll get at the end will capture your radiating smile, making your memories even more beautiful.
Refreshment Station: Set up a small station with snacks, champagne, and water to keep everyone hydrated and energized throughout the day.
Explore the Hotel: Take some time to explore the hotel and its surroundings to see the spots you’d like to use for photos. Share your preferences with your photographer so they can plan the shots.
Discuss Ideas: Have a conversation with your photographer and videographer about your vision for the shoot. Whether it’s a rooftop view, a beachside moment, or a lush garden backdrop, they can help bring your ideas to life.
Assigning Responsibilities to Bridesmaids and maid of honor
Being a maid of honor or a bridesmaid is more than just an honored title—it comes with important responsibilities that help make the bride’s day run smoothly. From assisting with planning details before the wedding to being the bride’s right-hand person on the big day, these roles are crucial. Responsibilities can include everything from organizing the bachelorette party and bridal shower to helping with last-minute preparations, like keeping the bridal suite tidy or ensuring the bride stays calm and on schedule. During the ceremony and reception, tasks might involve managing the timeline, coordinating with vendors, or even handling small emergencies. It’s all about supporting the bride and ensuring her day is as stress-free and joyful as possible.
Bridal Emergency Kit: Designate a bridesmaid to be in charge of an emergency kit containing items like bobby pins, safety pins, blotting papers, and a small sewing kit. This ensures any minor issues are quickly resolved.
Timeline Management: Have your maid of honor keep track of the timeline and ensure that everyone is where they need to be at the right time. This includes coordinating with vendors and making sure events run smoothly.
Beauty control: One of the bridesmaid's responsibilities is making sure that the bride’s appearance is flawless throughout the day by fixing her dress or touching up her makeup.
Managing Photo and Video Coordination
Officiant Coordination: Ask your maid of honor to discreetly guide the officiant away after the ceremony, giving the photographer a clear shot of the first kiss and the aisle exit.
Managing the Bridesmaids: The maid of honor also plays a key role in managing the other bridesmaids, ensuring everyone is following the schedule. She should keep the bridesmaids on track, especially during the getting-ready. To avoid wasting time, bridesmaids should prepare their dresses in advance, hanging them up and having everything ready to go. When it’s time to change from robes to dresses, the maid of honor can help make sure this happens quickly and efficiently, so there’s no delay in moving on to the next part of the day.
Crowd Control: Ask a bridesmaid to help manage guests during group photos. It’s also helpful if she knows the order and combination of people for the group shots, so the photographer can move through them efficiently and continue with more creative, romantic couple shots wich will be a most important part of your wedding album. Drafting a list of groupings beforehand can make this process easier.
Planning your Cancun destination wedding takes careful preparation, but with the right guidance, it can be an enjoyable experience. And if you’re looking for a Cancun Wedding Photographer or Videographer who will be on the same page with your wedding plan, explore our services, and let’s schedule a call with us today to discuss how we can make your wedding memories last a lifetime.
