Why Not All Resorts Are Suitable for a Destination Wedding

When planning a destination wedding, one of the first and most exciting steps is choosing the perfect resort. With thousands of resorts scattered across Mexico and the Caribbean and hundreds of new ones popping up every year, it’s easy to feel completely overwhelmed by the choices. It’s also easy to fall in love with a place that looks perfect online, only to find out it’s not quite what you imagined for a wedding or group travel experience. Sure, many resorts have pristine beaches, dreamy room accomodations, and glowing online reviews, but here’s the catch, just because a resort looks picture-perfect on Instagram doesn’t always mean it’s the right fit for your big day.

As a destination wedding and group travel specialist, I can tell you from experience—what looks smooth on the surface isn’t always what’s happening behind the scenes. Not all resorts are built to handle the complexities of group travel and event planning. Many lack the right systems, which often leads to frustrating delays, unexpected fees, poor communication, and even those dreaded, stringent terms. That’s why, when it comes to planning your big day, I always recommend resorts with a proven track record. The resort you choose can make all the difference between a stress-free planning process and one that leaves you pulling your hair out. After all, your choice will shape not only your wedding day but the entire vibe of the week and the planning process leaning up to it. Plus, your guests are investing their time and money into this celebration, so let’s make sure it’s nothing short of amazing for everyone!

Common Challenges in Picking the Right Resort

While every resort has its perks, there are some common challenges couples face when picking one that isn’t exactly wedding or group travel-friendly. This is where trusting your planner or travel agent’s recommendations can make all the difference. The first hotel options we suggest are typically the first for a very good reason, they’ve got the systems, experience, team and infrastructure in place to ensure a smooth planning process. Of course, I understand that sometimes you’ll fall in love with a resort that wasn’t initially on our radar, and that’s okay! Just keep in mind that a resort that looks perfect at first glance might come with challenges that could make your wedding planning more stressful than it needs to be. Here’s what you might run into if you’re not careful:

1. No Dedicated Groups Department

Some resorts have great customer service for individual travelers but lack a dedicated groups department. This means there’s no specific team handling group contracts, guest reservations, or event coordination. Or, perhaps their “groups department” is just one person juggling everything. As a result, couples and guests often experience delayed responses, booking errors, changes in availability, and confusion.

2. Limited Wedding Planning Services

Not all resorts have a full-service, experienced wedding planning team. Some may only offer basic packages, or no packages at all, with little flexibility to customize your big day or stay within budget. This lack of flexibility can also extend to their vendor network, leaving you with limited options and fewer industry connections to help bring your vision to life. Potentially leading to unnecessary spending and difficulty sticking to your budget.

3. Stringent Terms & Conditions

Many resorts impose strict terms and conditions that not only add unnecessary stress to the planning process but can also put a strain on your guests. These could include hefty upfront deposits or limiting availability for your group. For example, you may need to hold 50 rooms, but the hotel might insist on a “buyout” of the entire property. Or, instead of offering a standard group rate, they might only offer the discount for a limited three-night stay, with additional nights costing a lot more. Some resorts may even require guests to book a minimum of four or more nights, rather than the usual three, or restrict your guests to specific room categories, adding a bit of extra pressure on their wallets.

Unfortunately, these are the tricky issues we often have to navigate in the industry when reviewing contracts, making sure that both you and your guests are treated fairly and that everyone gets the best possible experience.

4. Unwilling to Price Match or Offer Group Incentives

Couples often assume that booking a large group will come with special perks or discounts. However, that’s not always the case. Some resorts won’t price match even if guests find lower rates directly on their website, while others offer few or no incentives for the couple, such as complimentary upgrades, private events, or free nights. You might think that hosting a wedding would make resorts more inclined to be generous, but the truth is, they often have more at stake. Many prioritize business needs and profitability, which means they might not be as flexible, generous or accommodating as you’d expect.

5. Payment, Scheduling & Inventory Issues

One of the most frustrating aspects of planning a destination wedding is dealing with resorts that have disorganized payment and scheduling systems, high fees, and limited flexibility. Some resorts require guests to pay in full far in advance, while others increase rates as the travel date approaches, adding unexpected costs. Some resorts also have separate inventory for group travel, so even if a room appears available on their website, they may refuse to release it to your group. Another issue is the lack of clear timelines for wedding planning, leaving couples scrambling to finalize details and adjust their budget at the last minute. Additionally, some resorts don’t provide incentives until after you’ve already traveled, meaning you end up paying more upfront and waiting for a refund later. The same could happen with your deposits.

This is the opposite of the experience I strive to create for my couples, where everything is confirmed before you travel, including incentives and credits so you can focus entirely on your wedding day and enjoy a stress-free week.

5. Understanding a Resort’s True Quality

Let’s talk about resort ratings—because they don’t always tell the full story. You know how some resorts slap a 4 or 5-star label on themselves, but when you get there, it doesn’t quite match the hype? That’s because traveler reviews are super subjective and based on what people are used to. What one person calls “amazing” might not even come close to someone else’s expectations. For example, a budget-friendly, all-inclusive chain like Riu or Barcelo often get those 4 or 5-star ratings from guests who are looking for simplicity and affordability. It checks off all the boxes offering basic amenities, decent food, and a no-fuss experience but it’s not going to offer a luxurious, personalized touch that you typically receive with a 4 – 5 star resort.

On the flip side, resorts with real luxury offerings such as curated cocktails by mixologists, chef-designed menus, spacious suites with premium mattresses, award-winning spas, and personalized services, also claim 4 or 5 stars. So how do you know which one really deserves that rating?

The truth is, the resort’s “star rating” might not always match the experience you’ll have, especially when it comes to the quality of service and amenities. And let’s not forget about the nightly rates! Sometimes, you’ll find budget-friendly resorts with a fancy star rating that aren’t exactly giving you the luxury experience you’re hoping for. Meanwhile, a top-tier resort might seem expensive but offers way more value with those upscale, personalized touches.

This is exactly why having the right travel agent is a game changer. I’ve got the inside scoop on what’s really worth your money. Instead of getting caught up in ratings or pretty pictures, I can help you find the perfect balance of luxury and value. You’ll get the best bang for your buck, while avoiding any nasty surprises when you arrive.

Why It’s Important to Trust Your Travel Agent’s Recommendations

As a travel agent specializing in destination weddings, I’ve seen firsthand which resorts consistently provide excellent service, and which ones don’t! That’s why when I recommend certain resorts, there’s always a reason behind it. The best resorts offer:

• A strong groups department to handle guest bookings efficiently and avoid confusion.
• A seasoned wedding planning team that communicates clearly and offers flexibility.
• Fair terms & conditions that support couplesand their guests.
• Great incentives that make hosting a destination wedding worthwhile.
• Proven reliability, ensuring a smooth experience.

It’s easy to get swept away by sparkling reviews and glossy photos when picking a resort, but the real magic happens behind the scenes. The right resort can turn your wedding planning into a breeze, while the wrong one can lead to headaches you don’t need. Choosing wisely makes all the difference between a stress-free wedding and a planning process you’ll wish you could forget! Sometimes, the best way to truly gauge a resort is by visiting in person or finding out if your agent has stayed at this property or even one of its sister resorts.

If you’re planning a destination wedding and need expert guidance on the best resorts for a smooth, seamless experience, I’m here to help! Let’s find the perfect place for your big day, one that not only looks amazing but also delivers the level of service you and your guests deserve.

Photographed: G World clients: Mr & Mrs Ramos// Boyko Photography