AVA Cancun Complete Wedding Guide

Ava Hotel in Cancun Mexico, by Yellow Umbrella Events

The Complete Wedding guide for Ava Hotel

Dreaming of a destination wedding in paradise? Look no further than AVA Cancun, a stunning new resort that offers the perfect blend of luxury and natural beauty. Yellow Umbrella Events is thrilled to unveil this comprehensive wedding guide to help you plan your dream day at this exquisite venue. From intimate ceremonies to grand celebrations, AVA Cancun offers a variety of wedding packages tailored to suit every couple’s vision. Let us walk you through the process of booking your unforgettable wedding at this breathtaking location, ensuring that every detail is flawlessly executed.

Ava Hotel in Cancun Mexico, by Yellow Umbrella Events

PACKAGES & PRICING

What is included in the wedding package?

AVA Cancun weddings start with the complementary symbolic ceremony package for up to 32 guests as a base and then you may add any additional items and services (floral, photography, etc) or additional events (cocktail party, reception, etc)  to this wedding package.

Here is what is included in the complimentary ceremony package:

  • Ceremony location 
  • Up to 32 white folding chairs 
  • 1 rose bouquet and 1 matching boutonniere OR 2 bouquets OR 2 boutonnières (for same sex weddings) 
  • Non-denominational minister to perform symbolic ceremony or vow renewal (or you may bring your own officiant) 
  • Audio system for ceremony 
  • 1-tier wedding cake for up to 32 guests 
  • Sparkling wine toast for up to 32 guests after the ceremony 
  • Wedding Specialist and Onsite Wedding Coordinator 
  • AVA Honeymoon Experience

 

Complimentary wedding ceremony is offered to all couples that have a wedding room block of 10 or more paid rooms.

How much is the wedding package deposit?

A non-refundable deposit of $600 USD is required to confirm the wedding date and time. This deposit will be applied to the couple’s additional wedding items and services.

Are there any hidden fees we should be aware of?

No hidden fees at AVA. But we would say that the one thing that “surprises” destination wedding couples from the US the most is the in house vs outside vendor differences, which is not something we normally expect or see at home in the US. Let me explain – at all the All Inclusive resorts in Mexico they will have a vendor list that they want you to choose from and if you choose a vendor that is not on that list, there is an outside vendor fee that you must pay per vendor per service.

These outside vendor fees aren’t hidden – they are listed in the wedding contract with the resort – but so many couples are in such an excited rush to lock in their wedding date that they tend to skip right over this when signing the resort’s wedding contract.

Click here and you’ll be directed to more information further on this page about what the outside vendor fees are.

 

Venues

AVA Cancun wedding venues are designed around and focused on having beautiful outdoor terraces with amazing ocean views. This resort is absolutely perfect for our couples that want that beach wedding but don’t necessarily want their feet in the sand while they’re saying “I Do”. In fact, there are 7 (yes, 7!) fantastic outdoor terrace venues and one of those is covered. 

But don’t worry – if you’re a beach lover and can’t wait to stand in the sand during your ceremony, you can absolutely have that as well.  

Additionally, you will always have an indoor backup space in case of inclement weather (or if you just want your guests to enjoy some A/C while you’re dancing the night away). And you don’t have to worry about a stuffy ballroom with no windows because the ballroom at AVA has a full view of the ocean with a whole wall of windows, so you don’t have to sacrifice comfort for beauty on your wedding day.

AVA Hotel wedding photo with bride and groom by yellow umbrella events

Securing your wedding date

How far in advance do we need to book our wedding?

There is no specific time frame that you should adhere to. However, we recommend that you book your wedding as soon as you decide that you want to celebrate it at this resort because dates are starting to be more limited since AVA Cancun has already become a popular resort for destination weddings.

What is the booking process for a wedding at AVA Cancun?

  • Contact the Yellow Umbrella Events team, and we will guide you through this process!
  • You’ll provide a couple of wedding date options, and we will review the availability and estimated room rates.
  • Then our team will reserve your date through the resort’s online wedding calendar.
  • The AVA Weddings team will send you the wedding contract within 24-48 business hours and request the initial deposit.
AVA Hotel wedding photo with bride and groom by yellow umbrella events

Vendors

Does AVA Cancun include all the vendors we’ll need for our wedding day?

The AVA Weddings team will provide you with a list of their preferred vendors when the planning process begins.

What if we don’t want to use the in-house vendors that AVA Cancun requires?

You may use an outside vendor of your choice. The resort charges a $1,500 USD outside vendor fee per vendor hired that is not on the hotel’s preferred vendor list. This fee will apply per service, per day. 

Additionally, each outside vendor staff member who requires hotel access will be charged a Vendor Day Pass for each day, the day pass only covers one person for one day. 

Outside vendors must register under REPSE (Registry of Providers of Services) to provide services in AVA Cancun.

*Important to note:

A $1,500 USD vendor supervision fee will be charged, and a $500 USD insurance policy will be required for any third-party vendor needing to carry out audio-visual work, bringing their own DJ equipment, or installing heavy-duty materials (trussing, structures, tents, hanging fabrics, etc.) at the Hotel.

Is there any way the vendor fee could be waived?

Yes, but it depends on the vendor! If you want to bring a Photographer, Videographer, Hair and Makeup Artist, and/or a DJ with no equipment, each vendor and staff member must be a guest in your room block for a minimum of three nights. They are required to have an individual reservation in each person’s name. 

Audiovisual & DJ will still incur the $1,500USD per day vendor supervision fee. 

AVA Hotel wedding photo with bride and groom by yellow umbrella events

accommodations, Room Blocks & Guests

Is there a discounted room rate for our guests?

Sometimes, but not always. You can expect your room rate to be within a few dollars of what you see on the resort’s direct website. However, the resort will “stop the rate” for your group. This means that you and all of your guests will have guaranteed room availability for what you hold in your room block contract and you will have the same rate, which does not increase, until appx 5 months before your wedding. This will allow your guests plenty of time to reserve their room and not have to worry about increasing room rates as you get closer to your wedding date. 

Additionally, AVA Cancun offers special perks and incentives for room block contracts, including free rooms and events!

What are the benefits of contracting a room block at AVA Cancun?

AVA Cancun offers excellent perks for hosting a wedding, such as private events, room upgrades, and complimentary rooms based on the number of guests who book a room within your room block.

A Free Wedding Ceremony!

Reserve a room block of at least 10 rooms for a minimum of 3 nights and you will receive a free symbolic ceremony (inclusions are listed at the top of this page, under “Packages & Pricing”).

Free Private Events!

  • 10 – 19 Rooms or 30 – 50 Room Nights = 2 Hour Dinner Reception
  • 20 – 20 Rooms or 60 – 89 Room Nights = 4 Hour Dinner Reception
  • 30 – 40 Rooms or 90 – 149 Room Nights = 3 Hour Dinner Reception + 3 Hour Additional Event (like a welcome party!)
  • 50 – 89 Rooms or 150 – 269 Room Nights = 4 Hour Dinner Reception + 4 Hour Additional Event (like a welcome party!)
  • 90+ Rooms or 270+ Room Nights = 5 Hour Dinner Reception + 5 Hour Additional Event (like a welcome party!)

The standard setup of folding tables with white linens, white folding chairs, food, open bar, and all service staff are included for the complimentary events.

A Free Room Upgrade for the Couple!

The couple will receive one complimentary room upgrade to the next available room category when you have 25 paid rooms or 75+ paid room nights in your room block.*

*Subject to space and availability of the resort. If the couple has already booked an AVA OceanFront F&F room or higher, then they will have the option to pass the “upgrade” to a family member for the same number of nights booked. A 3-night minimum stay is required per reservation in order to apply toward benefits.

And Free Rooms! 

  • In High Season from January 1st to April 30th and June 16th to August 21st = 1 room free for every 15 rooms. A maximum of 3 complimentary rooms.
  • In Mid Season from May 1st to June 15th, October 1st to November 30th, and December 16th to 23rd = 1 room free for every 15 rooms. A maximum of 4 complimentary rooms.
  • In Low Season From August 22nd to September 30th and December 1st to 15th = 1 room free for every 12 rooms. A maximum of 4 complimentary rooms.

There are certain weeks of the year when these perks are not offered such as Easter Week & dates starting December 24 through the New Year. You can check with us first to see if your dates apply. 

AVA Hotel wedding photo with bride and groom by yellow umbrella events

Are we required to contract a Wedding Room Block?

Even though this isn’t mandatory, it’s highly recommended since all your wedding perks and incentives are tied to your room block. If you do not have a room block you will miss out on potential free event hours, room upgrades, and even free rooms since all wedding perks and incentives are based on how many rooms or room nights you and your guests book within your individual room block. None of the rooms book outside of a room block contract qualify or count towards any of your perks. 

Additionally, AVA Cancun charges a per guest fee per each event you host for every guest that is not booked within your room block, so guests booking outside the room block can be costly for the couple.

How do we and our guests book rooms for our wedding?

Once we set up your wedding room block the Yellow Umbrella Events team will create a one-page web link for you and your guests. All reservations made with this link will count towards your room block perks and incentives. Here’s what you can expect from the beginning:

  • Once your date is confirmed, we will request your room rates and concession details from the resort and walk you through the room block contracting process.
  • You must select the number of rooms and room categories you’d like to block, sign the room block contract, and pay the room block deposit. (The deposit is typically $100 per room you want to include on the contract. For example, if you want a block of 25 rooms your deposit will be a total of $2,500. That $2,500 payment will be applied directly and in full to the wedding couple’s room. For larger room blocks, the resort may require a deposit equal to a certain percentage of the total room block contract value.)
  • After that, we will create a custom one-page web link with all the details about the resort, the room options, pricing, and payment options that you can share with guests. 
  • Then our team will manage all of your guests’ reservations, keep them updated and on track with their deposits and payments, explain passport and travel needs, and give them all the details they need for traveling to your wedding.

To be considered a “contracted group” and take advantage of the great perks that AVA Cancun offers, you must book a minimum of 10 rooms for 3 nights or more (30 or more room nights).

Do all our guests have to stay at the hotel to be able to come to our wedding?

It is required that at least 80% of your total guests stay in the resort. The resort will allow you to purchase Wedding Day Passes for non-AVA Cancun Wedding guests. The day passes are only guaranteed on the day of the ceremony. 

What are the Wedding Day Pass prices for guests not staying at the resort?

The Wedding Day Passes allow access to the hotel during the ceremony and until the end of the reception.

  • 2024 – $186 USD per adult
  • 2025 – $192 USD per adult

Prices are subject to change without notice.

Is there a discounted room rate if we want to visit AVA Cancun to decide if this is where we want to host our wedding?

No, but there is a special incentive that is offered, up to $1,200, for couples that want to experience the resort in advance of their wedding. This must be reserved for you by our team to qualify. 

Here’s how it works:

  1. You decide the dates you would like to visit AVA Cancun and our team will reserve the room for you (in any category you would like) at the best available current rate that is offered on their website.   Please note that there is a specific way and platform that this needs to be booked through in order to qualify for this promotion so our team must reserve this room for you and there are some restrictions that apply.  
  2. If your future room block reaches 25 or more rooms (or 75+ room nights) then the resort will give you a $200 credit on your wedding proposal for every night of your site inspection stay, up to 6 nights (up to $1,200).
AVA Hotel wedding photo with bride and groom by yellow umbrella events

Additional Information

What time do outside receptions and events need to end?

All outside sound must end by 10:30 PM. However, events in the ballroom can go into the wee hours of the morning!

Is there a place on site for an after-party?

Yes! If you prefer a completely private option for your group only, you have the option to move into one of the ballrooms, where you can party until the early hours of the morning. ( additional event hours and set up fees will apply.) Or, you can always take your party to the resort’s on site nightclub, DEZ. (included at no additional charge.)

Is there a bridal suite available?

Yes, a bridal Suite is available for an additional rental fee.

When do we start planning the details of our wedding day?

A Wedding Specialist from AVA Cancun will connect with you approximately six months before the wedding date to start the planning process.

Once your wedding has been paid in full, the hotel will assign your Onsite Wedding Coordinator 30 calendar days before the ceremony date. 

The on-site wedding coordinator will confirm the venues for the ceremony and private events based on your requests and the size of your group.

Ava Hotel in Cancun Mexico, by Yellow Umbrella Events

Does AVA Cancun offer same-sex weddings?

Absolutely! 

Is there a Catholic chapel on site?

No. However, there is a beautiful Catholic Chapel across the street from the resort at Xoximilco. CONTACT US HERE and we’ll share the ceremony package information and connect you with their wedding team. (Round trip transportation to and from the resort/chapel will be provided by the Xoximilco wedding team as well.)

When you choose Xoximilco for your ceremony and host your room block with AVA Cancun you are still able to enjoy the many perks of the room block, including the free private event hours (so your reception could be free or mostly paid for, depending on the number of rooms that are paid in your room block) and potential for earning free room upgrades and free rooms!

*Please note that the 80% rule applies for all events at AVA Cancun. This means that 80% of all guests that attend any of your on site wedding events must stay at the resort for a minimum of 3 nights. All off site guests will incur a wedding pass fee. 

How many event sites can we choose for our wedding?

Up to 2 venues may be chosen for your wedding. 1 venue for your Wedding Ceremony and 1 combined venue for Cocktail Hour and Reception.

When are wedding payments due?

The initial deposit of $600 to hold your wedding date is due at the time of securing your wedding date. Your final payment for all your wedding selections and services must be made in full at least 60 days before the couple arrives at the Hotel to guarantee the services and items.

The resort charges a $1,000.00 USD late fee for any payments made 59 calendar days or less before the wedding.

PRE-WEDDING REQUIREMENTS

How far in advance do we need to arrive at the resort before the wedding day?

For a Symbolic Ceremony, the couple must arrive at the resort two business days (Monday -Friday) before the wedding day.

What are the requirements for a civil/legal ceremony versus a symbolic ceremony?

For the Civil/Legal Ceremony, the couple must arrive at the resort three business days (Monday through Friday) before the wedding day. 

You must arrive by noon on the day of arrival to count towards a business day.

AVA Hotel wedding photo with bride and groom by yellow umbrella events

Honeymoon & Additional Sevices

Does AVA Cancun offer a complimentary honeymoon package?

Yes, they do! This is only offered to couples that get married at the resort.

What does the complimentary honeymoon package include?

Package inclusions are provided once during the stay:

  • Romantic in-room breakfast
  • Bottle of Sparkling Wine
  • Honeymoon room decoration

Package is subject to change without prior notice.

Will we have a dedicated wedding specialist?

Yes, AVA Cancun has a Wedding team based in Miami that will be working with you.

When will we be assigned an onsite wedding coordinator?

Your wedding coordinator will be assigned 30 days before your wedding and after the wedding has been paid in full.

What support can we expect from the wedding planning team?

The AVA Cancun team will assist you in organizing all the services included in the Wedding Packages and those booked through their preferred vendors.

AVA Hotel wedding photo with bride and groom by yellow umbrella events

Policies and additional fees

What are the policies regarding outside vendors?

The resort charges a $1,500 USD outside vendor fee per hired vendor who is not on the hotel’s preferred vendor list. This fee applies per service, per day.

Are there any additional fees for third-party vendors?

Each outside vendor staff member who requires hotel access will be charged a Vendor Day Pass for each day, the day pass only covers one person for one day.  Outside vendors must register under REPSE (Registry of Providers of Services) to provide services onsite at AVA Cancun.

Important to note:  A $1,500 USD vendor supervision fee will be charged, and a $500 USD insurance policy will be required for any third-party vendor needing to carry out audio-visual work, bringing their own DJ equipment, or installing heavy-duty materials (trussing, structures, tents, hanging fabrics, etc.) at the Hotel.

What is the policy on wedding package payments and deadlines?

The final payment for all wedding services is due 60 days before the ceremony. There will be a $1,000 late fee for any wedding payments made 59 days or less before the wedding.

AVA Hotel wedding photo with bride and groom by yellow umbrella events