Planning a destination wedding in Puerto Vallarta

Hosting a wedding abroad can be an exciting and yet detailed process. This article is aimed at providing you with the exact step-by-step process needed so you don’t miss anything, allowing you to relax and sincerely enjoy your wedding in the incredible destination of PV.

Here’s a comprehensive guide to help you organize every aspect:

1. Initial Expense Planning (12-18 months before the wedding):

• Define Your Budget: Establish a clear total budget for your wedding. This should include venue, travel, accommodation, food, entertainment, attire, decorations, and any additional expenses. Consider setting aside a contingency fund for unexpected costs.
• Breakdown: Break down your budget into categories such as venue costs, catering, photography, decor, transportation, and entertainment. This will help you allocate funds efficiently and keep track of expenses.
• Create a Timeline: Establish a timeline for booking vendors, sending invitations, and finalizing details.

2. Venue Selection (12-18 months before the wedding):

• Research Venues: Look for wedding venues in Puerto Vallarta. Consider beachfront locations, hotels, or private villas.
• Visit or Virtual Tour: If possible, visit the venue or arrange a virtual tour.
• Book the Venue: Confirm the date and book the venue. Ask about wedding packages and included services
• Set a Date: Choose your wedding date and check availability with your preferred venue
• Hire a Planner: If you choose to work with a wedding planner, book them early. They can assist with the logistics and planning process. The reason to book a planner so early is that if they are in demand, their schedules will be booked far in advance.

3. Legal Requirements (12 months before the wedding)

• Understand Local Laws: Research the legal requirements for getting married in Mexico. Obtain necessary documents such as passports, birth certificates, and any translations if needed.
• Marriage License: Ensure you understand the process for obtaining a marriage license in Puerto Vallarta.

4. Guest Accommodations and Travel (9-12 months before):

• Book Major Vendors: Secure photographer, caterer, and entertainment. Make deposits and sign contracts. A wedding planner will help you generally with these vendors/contractors –  since they deal with many companies or independent contractors for weddings year round.
• Create a Guest List: Finalize your guest list and gather contact information.
• Send Save-the-Dates: Inform your guests about the wedding date and location to help them make travel arrangements by first sending out invitation cards.
• Book Accommodation: Reserve a block of rooms at a nearby hotel or resort. Consider arranging transportation from the hotel to the wedding venue. It’s much easier to have a bus or a few shuttles so everyone from the wedding party can get home safely hassle free at the end of the night.

5. Wedding Planning (6-9 months before):

• Choose a Theme and Decor: Decide on a wedding theme and color scheme. Discuss decor options with your planner.
• Book Vendors: Confirm essential vendors such as a photographer, florist, caterer, and entertainment (band or DJ).
• Plan the Ceremony and Reception: Work with the venue and planner to plan the ceremony and reception details, including seating arrangements, menu, and timeline.

6. Pre-Wedding Events (1-3 months before):

• Rehearsal Dinner: Organize a rehearsal dinner for close family and friends.
• Welcome Party: Plan a welcome party or gathering for guests upon their arrival.
• Confirm Details: Double-check all arrangements with vendors and finalize the wedding itinerary.
• Prepare for Travel: Make sure all travel documents and arrangements are in order for yourself, your partner, and your guests.

7. Potential Fun Activities for Guests (1-2 months before):

• Yacht Rental: Arrange an all-inclusive yacht rental for a day of sailing and relaxation. Giving guests a day out on the water to see Puerto Vallarta from the best vantage point. You can see our selection of wedding boats here. 
• Excursions and Tours: Plan group activities such as zip-lining, a tequila tour, beach club.
• Spa Day: Arrange a group spa day for relaxation and pampering.
• Beach Day: Organize a day a relaxing at the beach (check out this article with info/pinned Google Maps location of the best beaches around Banderas Bay).

8. Communication (optional)

• Create a Wedding Website: Develop a website with information about the venue, local attractions, and travel tips. We recommend downloading our incredible resource Top 100 Things To-Do: Puerto Vallarta (it’s FREE). There’s no better ebook about Vallarta and the surrounding Banderas Bay than this. It will give you and your guests a deeper dive into Vallarta, and all the possibilities there are here.
• Provide Itineraries: Send guests detailed itineraries for the wedding events and activities.
• Stand Out Organization: With a landing page and guest itineraries so everyone is aware of the plan for the trip – this is a sure way to level up your guests excitement for the wedding getaway.

9. Final Preparations (1-2 weeks before):

• Confirm Arrangements: Confirm all bookings and arrangements with vendors and venues.
• Prepare a Packing List: Create a packing list for yourself, your partner, and your guests, including any essentials for the wedding day.

10. The Week Of: (1-7 days before Wedding Day):

• Delegate Tasks: Assign tasks to trusted friends or family members to ensure everything runs smoothly.
• Final Rehearsal: If you can rehearse everything one more time. Make sure everything and everyone is ready for the event and understands the schedule of your Wedding Day.
• Hangover Kits: Weddings often bring out a celebratory spirit in everyone, even those who might not usually indulge in alcohol. To ensure that your guests continue to have a fantastic time without any discomfort, consider adding a thoughtful touch to your venue: a freshen-up kit in the bathrooms and hangover kits for guests to take home. These small but considerate details can greatly enhance the overall experience. Guests will appreciate having a way to freshen up and recover, making their celebration more enjoyable and memorable. From our experience, these touches go a long way in adding to the comfort and enjoyment of the event.

11. Wedding Day:

• Enjoy the Moment: The whole point of this entire planning process leads up to this special day. With enough planning, the aim is to be able to fully be in the moment and take it all in. No one wants to be stressed out and on high alert because something or someone is missing that was supposed to be there. This is why the right planner to assist you from the start is crucial, so that you can hand off some major responsibilities allowing you to fully soak in your wedding day with pure bliss.

12. Post-Wedding (1-2 weeks after):

• Send Thank-You Notes: Send thank-you notes to guests and vendors.
• Share Photos: Share wedding photos and memories with friends and family.

By following these steps, you can ensure a well-organized and memorable destination wedding in Puerto Vallarta! If you have any questions about where the best venues are, where to find a trustworthy wedding planner, or anything about activities like renting a yacht – feel free to reach out to us personally at info@palmaracharters.com and we’ll be happy to assist you.

We can tell you that without question, Puerto Vallarta is one of those special destination to host your wedding. With multiple different vibes available around Banderas Bay (depending on your preference), there’s an indoor venue or suitable beach to host big or small groups for a weddings any time of the year.

However we recommend having a wedding in Puerto Vallarta in between the months of November to April, because it’s during these months where the weather is perfect. Outside of these months, having a wedding in Puerto Vallarta can get sticky with the high humidity, and it gets hotter in general as well. So it’s not exactly the most comfortable weather to be wearing a suit in outside. But regardless of weather, the time spent here in any month of the year is going to be special.