Should You Hire a Destination Wedding Planner?
Getting ready to start planning the perfect destination wedding? Whether you’ve chosen a world-renowned all-inclusive resort in the Caribbean or a private villa in Mexico, you’ll likely need an extra pair of hands (eyes and ears) to help you. At TravelBash we see the benefits of hiring a wedding planner for your destination wedding just like we think you need a travel advisor by your side for your travel and accommodation logistics.
With that said, we got together with wedding planner Lucy Gallagher, an expert wedding planner based in Tulum, Mexico, for an exclusive conversation about the reasons why having a professional wedding planner is important for your destination wedding anywhere around the world.
From navigating various budgets to creating unique experiences for you and your guests, this candid conversation will help you understand why a destination wedding planner might just be the (not-so) secret weapon to turning your wedding dreams into reality.
Photo courtersy of LUXART
Do couples really need a wedding planner for their destination wedding?
Lucy begins by addressing a common misconception: the assumption that all-inclusive resorts provide comprehensive wedding coordination. While some offer basic assistance ( a wedding coordinator) within the package, Lucy emphasizes the crucial difference between an event person and a dedicated wedding coordinator.
Destination weddings, especially in Mexico, require a nuanced approach. Resorts often hand you off to their coordination team just a couple of months before the big day, bombarding you with overwhelming Excel spreadsheets, forms and To-Do Lists. This is where a wedding planner steps in to guide you through the process and take things off your plate.
Think of a wedding planner as your trusted partner in planning your celebration, especially for the ceremony, reception decor, all the little day of details that you wish you had someone there for. They not only bring their expertise but also a connection to the local culture and vendors.
Wedding planning is intense, and emotions run high. Couples might feel overwhelmed, and it's perfectly normal. In these moments, it's crucial to be not just a planner but a supportive presence. As a wedding planner, you become a stabilizing force, guiding the couple through the challenges, understanding the unique psychology of a bride, and offering reassurance. It's about being there for them, not just as a professional but as someone who genuinely cares about their experience.
Transparency is key. From the initial conversations, Lucy provides couples with a comprehensive overview of the potential costs involved. Lucy encourages couples to be realistic about their budget. Open and honest communication allows her to tailor the wedding plans to align with the couple’s financial comfort zone.
What challenges do couples face when planning a destination wedding without a planner?
Without a wedding planner, couples might find themselves overwhelmed by logistics, “lost in translation” situations, and vendor selections. Mexico in particular, while stunning, has its intricacies, and having a knowledgeable planner can turn potential challenges into delightful perks.
Photo courtesy of Michelle Gonzalez
What type of vendors do wedding planners work with?
One of the standout advantages Lucy highlights is the flexibility a wedding planner provides in terms of choices. All-inclusive resorts will likely limit your options, offering predefined packages that might not align with your vision. That’s why it’s always important to read the contract! And no we aren’t talking about your room block or contract for your rooms + transportation but specifically between you and the resort.
With a wedding planner, you gain access to a world of choices. From hand-picking vendors like florists, and photographers, to decor/rental companies and entertainment that match your style. They also advise you on places to splurge and save, a wedding planner opens doors to a personalized and curated wedding experience.
What does the journey look like from inquiry to the big day when a couple decides to work with a wedding planner like you?
The process typically begins with an inquiry through the contact form on the website. After the initial contact, a 90-minute consultation call is scheduled to discuss preferences, and oftenLucy will provide venue options based on that conversation.
Following that, the couple receives a proposal, and once they decide on a package, the wedding planner will dive into all the details—budgets, vendor selections, and design. The planning phase can span about a year, ending in the final preparations a week before the wedding.
Post-wedding, the connection doesn't end. Lucy stays in touch with couples, often meeting them when they revisit Mexico. Many of her clients turn into long-term connections, sharing significant life moments, from buying their first house to starting a family. It's one of the unique and rewarding aspects of being a destination wedding planner.
Photo courtesy of Moni & Adri
What is it like working with a wedding planner?
The relationship between a couple and their wedding planner is truly special. It's a journey through the highs and lows of wedding planning, where the planner becomes not just an organizer but a confidant and, to some extent, a psychologist.
Planning a destination wedding, especially from a distance, can be stressful. Your wedding planner will see the raw, unfiltered side of you—the stress, the excitement, and sometimes, the moments when you lose your cool. Nobody likes a Bridezilla!
Trust is crucial.
Something Lucy noted was that her ability to speak the local language as well as English fluently (among other languages) as well as her international background play a significant role in how she works with couples. It creates an immediate cultural connection that goes beyond the professional. When a couple knows that she understands them on a cultural level, it creates a deeper level of trust.
This understanding extends to their families, creating a bond of trust that goes beyond just the couple.
Photo courtesy of Take It
What is the typical budget for a destination wedding in Mexico?
One of Lucy's pet peeves is the misconception that destination weddings in Mexico are cheap. She emphasizes the importance of coming in with a realistic budget and treating local vendors with the respect they deserve.
"People often want a champagne wedding on lemonade money," Lucy noted. "But you can have a stunning wedding in Mexico with the right planning and understanding of the local dynamics. Treat vendors well, and they'll go the extra mile for you."
When couples start the wedding planning process, they need to factor in various costs. First and foremost is the fee of the wedding planner, which can vary based on the planner's expertise, the services offered, and the intricacy of the wedding.
Beyond that, there are expenses related to the venue, vendors, and additional services. It's essential to have a clear breakdown of these costs to avoid any surprises later in the planning process.
Speaking of budget, one common misconception is underestimating the overall expenses. Couples might focus on specific elements, like the venue or catering, but overlook the cumulative costs involved in creating a seamless event. Another misconception is assuming that a wedding planner is an added, unnecessary expense. In reality, a skilled wedding planner can often help couples make informed decisions that can lead to cost savings in various aspects of the wedding.
Photo courtesy of Moni & Adri
How can couples make the most of their destination wedding budget?
Luxy recently worked at a wedding in Villa La Joya, an off-site location that allowed the couple to create a truly bespoke experience (whom she had reached out to over Instagram). The bride wanted chandeliers, gold everywhere, and a glamorously unique setting. By working together, Lucy and her team were able to make it happen for her, proving that Mexico can cater to the most elevated and customized desires.
How do I choose a wedding planner?
Now that you have a little better understanding of how it all works, let’s talk about how you go about finding your very own wedding planner like Lucy.
One fundamental question is about the planner's familiarity with the location and local vendors. Mexico is dynamic, with venues and vendors evolving rapidly. For instance, a wedding planner familiar with a resort's team can foresee and navigate potential issues, like unexpected vendor fees or changes in the venue itself. Being culturally compatible is also vital, ensuring a smooth collaboration that respects and incorporates the couple's background into the celebration while being able to work with the local teams.
There are different ways you can find the perfect wedding planner for you.
Ask your venue/resort if they have planners they recommend
You can search online
Research on social media platforms like Instagram or Facebook groups
Reach out to brides for a review of their experiences with particular planners.
P.S. Tips from Lucy on Planning Your Destination Wedding
Start early, and don't underestimate the value of a wedding planner. A planner not only makes the process smoother but also ensures that every moment is taken care of.
A Mexico destination wedding is not just an event; it's an experience woven with culture, adventure, and love. To turn this dream into a reality, partnering with a wedding planner like Lucy Gallagher is the key. Their expertise transforms a celebration into an epic soiree, ensuring every detail is curated to perfection. Elevate your wedding experience, embrace the unique offerings of Mexico, and let your love story unfold against the backdrop of this extraordinary destination.
A Little Bit More About Lucy Gallagher
Photo credit: Luxart
Lucy’s beginning in the wedding industry had a different start than most. From being a marine biologist and shopkeeper to a successful wedding planner, she brings a unique perspective to all her weddings. Originally of European descent and having grown up all around the world (from South East Asia to Africa) and finally settled in Mexico, Lucy's diverse background attracts a clientele that reflects her commitment to diversity and inclusion.
If you could design your dream wedding, what would it look like?
Having started in the realm of barefoot beach weddings, my dream wedding would be something completely different, almost like a Gatsby-inspired affair. Picture a glamorous setting with gold and black tones, infused with a circus-like atmosphere. I envision exceptional entertainers—opera singers, violin groups, perhaps even performers hanging from the ceilings. It's not just a wedding; it's a theatrical experience, a work of art.
Incorporating Mexican culture would be key, infusing vibrant colors and elements like those seen in the Day of the Dead celebrations. I want guests to feel like they're part of a festival, moving through themed areas and experiencing different facets of the celebration. It's about creating something magical, something beyond the traditional wedding norms
I've even toyed with the idea of unconventional timings, like a morning pool party before the ceremony, turning the traditional reception structure on its head. Imagine, as a photographer, capturing the energy of guests during daylight, instead of having to work with losing the natural light for all the sunset photoshoots.
Courtnie is the founder & CEO of TravelBash. After years as an ambitious fundraiser, she took her passion for travel full-time. She has lived all over the U.S. and abroad and after planning her own destination wedding, she decided to help other couples plan their big day abroad too. She has written “Passport to Paradise: The Complete Destination Wedding Guide,” a top seller on Amazon. She has also been featured in Travel + Leisure, Destination I Do and The Washington Post. As a certified travel advisor, expert event planner and natural connector, she uses her powers to create VIP travel experiences.
