Let’s talk about vendors for destination weddings.

First, let’s get one thing straight – most all-inclusive resorts’ wedding packages are robust enough that you won’t need to bring in outside vendors for your destination wedding. They’ll have everything you need. However, I know that lots of couples want to enlist some outside help to pull off their dreamy, magical, perfect destination wedding. 

If that’s you, then you’re in the right place. We’re here to talk all about outside vendors for destination weddings!

Let’s talk about vendors for destination weddings

Most all-inclusive resorts have amazing wedding teams, who offer all-inclusive wedding packages, and who recommend their own, preferred vendors. 

They’ve got vendors they’ve already vetted, know will do a great job for you, and already know the property well. Those vendors have access to the resort’s property for events, and don’t need special permission to come. 

This is an important piece of the puzzle, because if you didn’t know, resort safety and security is no joke in Mexico and the Caribbean* Absolutely everyone who comes on property must be on the resort’s list, otherwise, they can’t enter. 

Additionally, those preferred vendors already have the insider scoop – where the outlets are, where to get the best wedding photos during golden hour, etc. They know where to set up the dance floor, photo booth, and sound system. And they know without a doubt that their equipment will fit through all the doors and elevators it needs to in order to get to your venue. Because they do it ALL. THE. TIME.

In short, the resort trusts them because they do a solid, trustworthy job, and everyone’s on the same page between the wedding team and the vendor’s team.

What are outside vendors for destination weddings?

In short, an outside vendor for a destination wedding is one who is NOT on the resort’s preferred vendor list. It’s someone you’re bringing from outside, onto the resort’s private property to do a job for your wedding.

Some of the most commonly hired outside vendors for destination weddings are photographers, videographers, and hair and makeup artists. DJs and other entertainers are very common, too!

That all makes perfect sense, right? You might want someone who you have a personal relationship with, or whose style really matches your own to capture all the images of your big day. After all, it only happens once!

And if you’re someone who is very particular about your hair, music, or party vibes curation, it makes sense that you’d want to bring your own person. 

Sometimes, couples have someone in their wedding party or guest list who serves in one of those roles. (Though TBH I don’t recommend this. If you’re inviting someone to come enjoy your wedding and celebrate with you, it’s not usually super fun for them to bring their equipment and work during your special day). 

What are the rules for outside vendors at destination weddings?

The short answer is: it depends on the resort. 

Every resort has a different owner, or exists under a different corporation’s umbrella. Therefore, the resort wedding contracts at each resort will have different terms regarding outside vendors.

However, there’s a somewhat standard answer I can give you. 

For most all-inclusive resorts, you’re allowed to bring in outside vendors, but you’ll have to pay for it one way or the other.

Outside Vendor Fees

For most resorts, outside vendor fees range from $1,000 to $2,000 per vendor, per event. 

The “per event” part tends to be confusing, and it’s important to double check with the resort what they mean by this. But it typically means per big event – wedding day, rehearsal dinner, farewell party, etc. 

For most “standard” weddings (ceremony, cocktail hour, reception, all in one day), this would typically mean that you would just pay that vendor fee for “one event.” Whereas lots of South Asian weddings have multiple events over multiple days. In that case, the vendor fees would apply to each event. 

A few resorts have really cracked down on outside vendors recently, and have jacked their rates up to the $2,000-$3,000 range, per vendor, per event. 

Others still have outright banned outside vendors, as is their prerogative. (I assume this happened after some outside vendors came in and broke something, made a mess, caused some sort of liability, etc.)

But there’s another way you can ‘pay’ for your outside vendors for your destination wedding, too!

Outside vendors staying in your room block

If your vendor is willing or able to stay in your room block for the 3 or 4 night minimum along with the rest of your wedding guests, most resorts will waive that outside vendor fee for you. 

To be transparent, this is because they’re already making money off those folks through their resort stay. (they’re not my rules! Don’t shoot the messenger!)

This happens pretty frequently for couples who want to bring a vendor they know from home. Maybe they’re traveling with their photographer or makeup artist, rather than hiring someone local to the destination. 

Or, as I mentioned before, some couples have a wedding guest who will both attend the wedding and serve as some type of outside vendor for their destination wedding day. (again.. Do not recommend)

How to find reliable outside vendors for your destination wedding

For those couples who do want to hire outside of their resort’s preferred vendors list, this can be a huge question. If you don’t have any help, it can definitely feel like you’re back to planning a traditional wedding instead of an easy, all-inclusive wedding. 

I mean, where the heck do you find a reputable photographer in Mexico, if you’re living in Atlanta!?

Talk to your destination wedding expert travel agent. That’s what I’m here for! 

We’ve got people we know and trust, who do great work, and are local to the destination. That means they can bring all the equipment they need (no flying with cameras!), and are pros at handling the weather there! 

You’ll end up with someone who does amazing work, and isn’t just a rando in Mexico you found online. It’ll be someone who has provided my couples or my colleagues with great work, and who I trust to do the same for you!

Yes, your expert DW TA can help you find people. We’ve got people we know and trust, not some rando in  Mexico you’ve never heard of. 

If you need more, Instagram is the place

Unsurprisingly, many outside vendors for destination weddings are found on Instagram. They’ll get tagged in a resort’s wedding photos or reels, and you’ll be able to see their portfolio of work in real time as it happens!

This is a great way to find vendors, if your travel agent doesn’t have anyone you like.  But remember, find their website, find reviews! This is your wedding day, after all. Not a day to mess around with!

3 Key points to remember about outside vendors for destination weddings

1. If you’ve already got a vendor in mind, let your travel agent know immediately during your consultation. 

You can see that there are a wide variety of rules surrounding outside vendors for destination weddings! Share as much as you already know with your TA  so they can best help you find the perfect spot for your destination wedding! That might mean they need to pick a resort for you that’s outside vendor friendly, or has a lower outside vendor fee. You wouldn’t want to sign a contract for a resort wedding at a place that won’t let in your outside vendor you love, if that’s important to you!

2. Remember, you’ve already paid your destination wedding travel advisor for expert advice. 

Part of that means helping you find outside vendors if you need them. And it will typically mean that your TA has already vetted and/or used those vendors before. This is probably your first wedding.. But it’s not your travel agent’s first wedding! Use their experience to your advantage! 

Make sure you know the outside vendor fee at a resort before you sign a wedding contract with them, if this is important to you.

3. Finally, realize that you do NOT have to bring in outside vendors for your destination wedding. 

There are plenty of inclusions in your all-inclusive destination wedding package already. This is entirely optional. 

I hope this was helpful and that you learned something! If you have any questions about outside vendors for destination weddings, shoot me an email at allison@ttravelex.com! Or if you’re ready to jump on the destination wedding planning train, click the link below to sign up for a free consultation call with your favorite certified destination wedding expert, Allison!