Wedding Coordinator, Wedding Planner or Destination Wedding Travel Agent?

​Wondering what the difference is between these experts, and who you really need and why? You’re not alone. Keep reading to learn who you need on your side as you plan your destination wedding in Mexico and the Caribbean.

Wedding Coordinator

A wedding coordinator is a resort employee responsible for creating and managing all aspects of the wedding events taking place at the resort. There is no cost for the services provided by wedding coordinators. Your wedding coordinator will help you schedule venues, entertainment and vendors. They will often make suggestions and recommendations based on your needs and requirements.  Resorts sometimes have a planning team located in the US or Canada that work with couples to lay out the wedding day vision and timeline. One to two months before the wedding, the planning team then hands off the wedding file to the on-site wedding team to fine tune and execute all of the details for the wedding day. Resort wedding coordinators know their properties well and can be a huge source of information and help for couples, especially since most couples do not get to see the resort or venues before arriving. 

Wedding Planner

A wedding planner is an independent professional hired to organize your wedding, create the aesthetics and atmosphere for your day, and manage all vendors. A planner usually works with the resort wedding coordinator on your behalf. They are a liaison between the couple and the resort. Wedding planners can cost thousands of dollars, depending on the size and complexity of your wedding. They provide a lot of one-on-one consultation, attention to detail and specialize in bringing your exact vision to life. They are usually very resourceful and work with your best interests in mind at all times because they are hired to do just that. 

Destination Wedding Travel Agent

Let’s face it. For many, images of the old school travel agency of My Big Fat Greek Wedding come to mind when the words “travel agent” are tossed around. For years, agents have tried to break away from this dated title and instead use labels such as travel advisor, architect, engineer and designer. But at the end of the day, all are true. With today’s online technology, just about anyone can book a trip. But planning a destination wedding thousands of miles from home in a foreign country for 20-200 guests is way, WAY more complicated than just booking a trip. An experienced destination wedding travel agent is worth her weight in gold when it comes to keeping you organized, guests informed and everything moving seamlessly and smoothly. Your agent should:

• Show you specific resorts that fit your wants, needs and budget and help you choose the best option
• Ensure your wedding date is secured and connect you with the wedding team at the resort
• Confirm group rates, group amenities and manage your room block and deadlines
• Provide guests with details, answers and pre and during travel assistance
• Be your go-to, liaison and confidant every step of the way

Finding and hiring a destination wedding travel agent should be the first step in your planning process.

Before diving into resort options, choosing a wedding date or even picking a destination, do yourself a huge favor and spend some time talking to a few potential destination wedding travel agents. As with any professional, you may need to pay a deposit or a retainer to secure their services. You may even be asked to pay for their advice and expertise. Would you expect anything less from an expert?

So what about the wedding coordinator and planner?

You definitely will want the assistance of the resort’s wedding coordinator. She knows the ins and outs of the resort itself and is able to bring your wedding vision into reality. We suggest finding several inspiration photos (Pinterest is great for this!) to share with her, along with your budget. She will help you create the vibe you’re going for and offer suggestions and tips along the way.

For most destination weddings, hiring an outside wedding planner is not necessary. Since destination weddings tend to be smaller celebrations, your travel expert and wedding coordinator should be able to handle everything for you. However, if you are planning a large or lavish wedding with a lot of details and events to manage, or if you lovingly refer to yourself as a busy-body or a worry-wart, a wedding planner is a good investment. Your peace of mind is priceless. As the saying goes, it sometimes takes a village!

The expert wedding travel agents at Romance Travel Group do one thing and we do it well… we plan destination weddings! After over 25 years, our expertise, connections, processes and experience are unrivalled. We are consistently named “best” and “top” agency in the wedding and travel industry. One peek at the hundreds of 5-star reviews is proof of the attention and care that goes into each wedding we take on. We know it is a big step, but we promise that your nerves will turn to excitement after just one call with our team. What are you waiting for? Sign up to talk to one of our wedding experts today. ​

Start planning your wedding today!

Couples love us! (and we love them!)
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I wouldn't have been able to have the wedding of my dreams on my budget without their help!”  Katelynn & Nick, Unico Riviera Maya

They absolutely handled everything perfectly to make our lives easier.”  Savannah & Tye, Royalton Punta Cana
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​Do yourself a favor, reach out to Romance Travel Group, you will not regret it!”  Camille & Jacob, Azul Beach Negril