Yellow Umbrella Events

Hotel Xcaret Wedding Guide

Welcome to Yellow Umbrella Events’ Hotel Xcaret Wedding Guide. Hotel Xcaret is one of the most beautiful and unique new resort properties in the Riviera Maya zone of Mexico and it has quickly become one of the most sought-after destination wedding locations in the world!

 

Shannon and Clint Hotel Xcaret Beach

Shannon & Clint (Past clients) on the Beach

 

We fell in love with Hotel Xcaret from the day they opened and have been helping couples plan their weddings here ever since. We hope this Hotel Xcaret Wedding Guide provides you with the details you’ll need in making your decision on hosting your wedding at this one of a kind resort. For the most up to date information, consider joining our private Hotel Xcaret Weddings Facebook group.

If you should like personal assistance in booking and/or planning your wedding at Hotel Xcaret we hope you’ll reach out to us at [email protected] or 512.902.2743. We could not be more excited to help our couples plan their weddings here!

 

*Please scroll through or click the links below to take you to that particular section.


 

 
Hotel Xcaret Q&A

How do we book our wedding at HX?

Cheryl Bailey with Ashley a past bride

Cheryl Bailey (Yellow Umbrella Events) with Ashley, a past bride.

Give us a call at 512.902.2743 or email us here and we’ll get started. We’ll help you determine some date options that might work best for you, narrow down your ceremony and reception options, and choose a wedding package that best suits your wants. Once we have all these details, we’ll connect with the property to confirm these details. If they have your date available, you can move forward with a wedding contract to confirm your date and venue locations. Once you have a signed contract and have paid a deposit to hold your date, we’ll help you with obtaining a rate and concessions on a room block for you and your guests.

 

Does HX offer same-sex weddings?

Yes.


 
What’s Included in the Wedding Packages?

 

2020 Hotel Xcaret Wedding Packages

 

Do the wedding packages also include tables and chairs?

Yes, the wedding packages include all necessary tables, chairs, and basic linens for your guest count for the ceremony, cocktail hour, and reception (if the wedding package you choose includes one of these events).

 

Does HX offer a complimentary ceremony and/or vow renewal option?

Not at this time.

 

How many weddings and events take place at the hotel daily?

It varies according to the season. The capacity of the resort allows them to host more than 1 event on the same day without them interfering with each other. Though they try to keep the weddings to only 1 per day, it’s possible that there may be a social event or corporate event occurring in another venue on the property on the same day as your wedding.

 

How much is the wedding package deposit?

Your initial deposit is based on the total anticipated amount of your wedding package choice, plus any additional guests over 30 guests. You will pay a deposit equal to 20% of the total of the wedding package plus 20% of the total of the additional guest count you expect over 30 guests. If your guest count increases, you will owe an additional amount equal to the increased guest count. If your guest count decreases, you will receive a credit toward any other wedding purchases you’ve requested (like additional flowers) or a refund of the overpayment at the time of the wedding date.

Deposits are made by credit card using a payment link. Once the wedding contract is signed the wedding department will send you the link. It’s very important that you call your bank or credit card company in advance, to let them know you are about to make this payment, or they are likely to decline the transaction, as it may appear like an unusual purchase. You may only use Visa or Mastercard for this purchase. They do not accept AMEX for the deposit payment.

 

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

There is no set time in advance that you must book your wedding, but Hotel Xcaret books extremely quickly and well over a year in advance, so it’s best to start the planning process as soon as you can, to give you the most flexibility on dates, especially if you’d like a weekend date.

Though you may have a specific date in mind we often advise our couples to be open to a particular month, season, or day of the week, since dates are typically so limited. Requesting dates one year or less away will likely return with few if any open date options. We even have bookings 2 years in advance right now. Hotel Xcaret is truly that popular!

 

Do weddings at HX include all the vendors we’ll need for our wedding?

Yes and No. Hotel Xcaret does offer wedding packages that include most of what you will need for your wedding but even with the largest wedding package, you will find a few vendors missing. You will need to hire your own photographer, videographer, DJ and/or band, dance floor, and any additional décor that you might want to add.

For these additional vendors, the resort offers what is referred to as “in house” vendors to choose from. You are welcome to use their in-house vendors for all extra wedding services. 

 

What if I don’t want to use the in-house vendors that HX requires?

You are welcome to bring in your own vendors from outside the resorts, both from the local area and internationally for a fee ranging from $500 – $1,000 per vendor. There will be an additional outside vendor fee for all outside vendors, though. This fee is charged per outside vendor.

For example, if you hire a photographer to come with you from home, you would pay an “outside vendor” fee to Hotel Xcaret. If you ALSO hire an outside vendor as your decorator, there would be an additional outside vendor fee.

FYI, you may bring your own independant Wedding Planner and not incur an outside vendor fee.

If you would like to use outside vendors for your Hotel Xcaret wedding, we recommend working with vendors that include a number of services, so that your outside vendor fee is reduced. For example, we’d recommend you choose a vendor that offers both photography and videography or a decorator that includes flowers, linens, and lighting. That way you pay less in outside vendor fees.

Of course, if you choose your vendors from the in-house vendor list at Hotel Xcaret, there will be no additional fees to use their services, other than the cost of the actual services rendered.

There is one great exception to this outside vendor situation. If you bring a vendor with you, like a photographer or hair and make-up artist, for example, and they stay at the resort in your room block for 3 or more nights, there is no outside vendor fee. This is a perfect solution for those couples that want to bring their own photography and videography team with them from their home town or choose a local vendor that they love.

 

Can I hire my own hair and makeup artist from the local area?

Yes. By paying a Day-Pass fee of $100 (price subject to change), each hair and makeup artist will have access to the facilities and services of Hotel Xcaret, but they will not allow them access to the Bridal Get Ready Suite. If you choose to bring your own outside hair and make up artist, they will need to utilize your room for your services.  

 

Can we get married on the beach? By the pool? In the caves? By the lagoon? In an air-conditioned ballroom?

Yes! There are a number of ceremony and reception locations at Hotel Xcaret and they are all amazingly beautiful. The ceremony and reception locations you can have will depend on availability and your guest count, as some locations are better suited to either smaller or larger guest counts. We’d be happy to help you narrow down the right location for your wedding!

 

Is there a Catholic Chapel on site?

Yes, and it’s amazing and has extraordinary views! There is nothing like the Capilla de Todos Los Angeles at Hotel Xcaret for your Catholic ceremony. There is an additional fee of $1,450 to utilize the chapel for your wedding.

 

Capilla de Todos Los Angeles

Inside Hotel Xcaret’s Catholic Chapel – Capilla de Todos Los Angeles

 

Capilla de Todos Los Angeles - Outside Front

Wedding Group at the front of Capilla de Todos Los Angeles

 

Can I get married in the Chapel even if I’m not Catholic?

Unfortunately, Capilla de Todos Los Angeles at Hotel Xcaret is only available for Catholic weddings.

 

Is the Priest’s fee included in the chapel rental fee?

The priest’s services are not included. You’ll need to contact the Parroquia de Nuestra Sra. del Carmen to understand the documentation process and the hiring of the priest since all documentation must be verified by and delivered directly to the Parroquia de Nuestra Sra. del Carmen.

 

How many event sites may I choose for my wedding?

You may choose up to 2 locations, typically one ceremony location and one combined cocktail and reception location (of course, you can have your ceremony and cocktail hour in the same location instead). Larger groups may require up to 3 locations but most wedding groups will have the option of just 2 locations.

It will be a difficult task to choose just 2 amazing locations but your guests will thank you for it! There’s nothing worse than being a wedding guest and being shuffled to too many event locations in one night. Having no more than 2 locations also saves on decor expenses since you won’t need to decorate more than 1 – 2 different spaces.

 

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

Hotel Xcaret offers a discounted room rate of 20% off for those that have already booked their wedding at the property. This will give you a chance to meet with the wedding department staff and tour the ceremony and reception venue locations. And enjoy all the resort has to offer, of course!

They do not, however, offer a discounted rate to those that are still simply considering the property.

You must have a booked wedding date to enjoy the wedding visit discount. You’ll need to book this trip through the wedding department to be able to take advantage of this discounted rate.

 

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

That’s something we can totally help you with! A typical wedding room block consists of 10 or more rooms for a total of 3 or more nights (30 or more total room nights). Once your date is confirmed we will request a group rate from the hotel and will walk you through the room block contracting process from there. This is one property that we definitely recommend setting up a room block for since they frequently sell out and your guests may be left with no option to stay on site for your wedding.

You have a couple of choices on your room blocks. You many book them direct with the hotel or with a travel agent (like us here at Yellow Umbrella Events). When booking direct with the hotel you will select the number of rooms and room categories you’d like to block, sign the room block contract, and pay a deposit of 20% of the entire room block.

For example, if you want a block of 20 rooms that will cost appx $1,800 each – $600 a night for 2 guests for 3 nights (which is the minimum number of nights required for wedding guest room nights) your deposit will be $7,200 ($360 per room for 20 rooms). From there your guests will need to contact the hotel directly to book their room.

If you book with a travel agent you will still select the number of rooms and room categories you’d like to block and sign the room block contract but your deposit amount may vary.

For example, our couples only pay a $100 deposit per room, regardless of the room cost or amount of nights. For example, if you want a block of 20 rooms your deposit will be a total of $2,000 ($100 per room for 20 rooms) instead of $7,200 ($360 per room for 20 rooms) when you book direct with the resort, saving you $5,200 on the deposit. Also, the $2,000 payment will be applied directly to your (the wedding couple) room.

We would then create a custom one page weblink with all the details about the resort, the room options, pricing, and payment options (see example here). Then guests would be contacted directly and we would help them make their deposits and payments, explain passport and travel needs, and give them all the details they need for traveling to your wedding.

A contracted room block with a travel agent normally may include some concessions as well. For example, right now we are offering a free 1 hour cocktail hour for your guests with any block of 10 or more rooms. Additionally, we’re offering a $1,000 airfare credit to the wedding couple, when there are 85 or more room nights booked within your block. Since concessions change frequently it’s best to simply ask us what the latest concessions are at the time of the room block request.

Pricing by booking direct or booking with a travel agent are typically the same. Of course, we would love to work with you on booking your wedding room block at Hotel Xcaret but even if you don’t choose us, please choose to work with a travel agent. It will save you a ton of hassle, requires a smaller up front deposit from you, and will be so much easier for both you and your guests.

 

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

Hotel Xcaret requires at least 80% of the total number of your wedding guests to stay at the hotel. All guests that are not staying on site at the hotel must pay a fee of $170 per person (please note this is the current fee and could change at any time).

This fee allows them to enter the property only 30 minutes before the ceremony time and they must leave at the end of the reception. There is an additional fee that can be paid that would allow adult guests to stay later after the end of the reception if they are joining the wedding guests in the Cantina Los Faroles bar only.

 

What time do outside receptions and events need to end?

All outside events must end by no later than 11 pm.

 

Can our guests use golf carts to get around the property?

No, due to the design of the resort it is not possible to use golf carts for the transportation of the guests.

 

Is a groom’s suite or a bride’s suite included?

Hotel Xcaret Bride Get Ready Room

Hotel Xcaret Bridal Get Ready Room

Yes and no. There is a small bridal get ready suite where you can hang your dress and get your hair and make up done.

This space will only be suitable for about 2 – 3 people to get ready in at once but is normally used for a rotation of people getting hair and make up one after the other throughout the day.

It’s not very suitable for a bridal party of more than a few people that will be in the room at once. (You’ll actually walk through the salon area of the spa to get to this room.) A lot of our ladies prefer to use their suite to get ready with their wedding party and friends. You can order room service and make it a special time for everyone to spend together.

There is not a groom’s suite, unfortunately. Most of our grooms and their wedding party and friends use one of their guests rooms to get ready in.

 

Xpa Muluk Hair and Makeup Salon

Xpa Muluk Hair and Makeup Salon

 

Is there a larger room we can rent for our large wedding party to get ready in at the same time?

Yes, there is a great space that we recommend for this. It’s a large private room with a beautiful resort and jungle view, located on the same level as the main lobby. The resort will set up the space with tables, chairs, and some mirrors.

It’s called Sala de Usos Multiples (Multipurpose Room) and you can rent is for $800US. You can even use this space for a small event, if the weather is inclement. It’s basically a very small ballroom space that can serve multiple purposes and can easily hold 25 – 50 people, depending on layout.

 

Do we get a rehearsal time?

Yes, you can have a rehearsal time the day before your wedding ceremony, if you request it. Due to availability, your actual ceremony site may not be available, though, which means you may have to practice in another location. You or your wedding planner will need to be in charge of the running of the rehearsal since the weddings staff does not include this in your wedding packages.

 

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

This depends on if you will have a legal or symbolic ceremony. Legal ceremonies will need to arrive and be on site 3 – 4 business days (Saturday & Sunday doesn’t count) before your wedding. Symbolic (or civil) ceremonies have more flexibility and we normally recommend an arrival time of at least 2 days in advance so you can take care of any last minute details and complete your final wedding walkthrough, and still have a little time to relax and enjoy some downtime before the wedding day.

 

Will we be able to confirm our wedding details with a final walk through, once we arrive on site before our wedding?

Yes, you will meet on site with your assigned Hotel Xcaret wedding coordinator a few days before your wedding to finalize all the details. You may add any additional last-minute services at that time as well, but please note that any services that are added last minute are subject to availability.

 

Does HX offer a complimentary honeymoon package?

Not at this time.

 

 
Ceremony Site Details and Descriptions

Indoor Locations:

Capilla de Todos Los Angeles – this is a Catholic Chapel that is located at the highest point of the Xpiral Pyramid. The views from this chapel are out of this world, featuring an expansive sea view. You can literally see for miles around. There is nothing like the view from this chapel!

*Insider Tip: Even if you don’t (or can’t) have your wedding at the chapel you can still take photos up there if it’s available during your event. This chapel is open to all hotel guests.

  • Function Options: Ceremony only. Outside the chapel may be used for a cocktail hour, depending on guest count.
  • Capacity: up to 150 guests

 

Capilla de Todos Los Angeles

Inside Hotel Xcaret’s Catholic Chapel – Capilla de Todos Los Angeles

 

Cuevas Restaurant – there aren’t many places on earth where you can have your wedding in a cave and Hotel Xcaret is one of them! Las Cuevas is just one of the many features of this gorgeous resort that make it so unique.

*Insider Tip: The caves are certainly amazing but they can also get really hot. There is not always a consistent enough breeze to keep your guests cool so if you plan on hosting your wedding reception in the Cuevas Restaurant during the warmer months we’d highly suggest renting fans since the resort does not provide this.

  • Function Options: Ceremony, Cocktail Hour, and Reception
  • Capacity: Up to 350 guests. The Cuevas Restaurant has a minimum guest count requirement of 100 guests for a private event. For guest counts under 100, only a semi-private function is available, which means you’ll have a separate space allocated to you and your guests, but the restaurant will continue to operate for regular hotel guests during your event. (Think of this like renting out a semi-private banquet room at a local restaurant. You get some privacy in that you and your guests are all grouped together, but you share the same restaurant spaces, restrooms, etc as the other restaurant guests.)

 

Las Cuevas Hotel Xcaret

Las Cuevas – Semi Private Dinner

 

Las Cuevas - Semi Private Dinner View

Las Cuevas – Semi Private Dinner View

 

Xpiral Ballroom – This stunning ballroom is nothing like a typical hotel ballroom. It’s located in the Xpiral Pyramid, a couple of floors below the Capilla de Todos Los Angeles, and has extraordinary 180-degree views of the ocean.

The beautiful arched windows that surround the ballroom makes it a great place to host your reception if you want an outdoor feel with the benefit of an air-conditioned space.

 

Xprial Ballroom

Xprial Ballroom

 

And the furnishings in this space are top notch! All the tables are chairs are beautifully crafted wood pieces and the entire space is filled with wonderful natural tones, so you won’t need linens or extensive additional decor to make this space pretty. It’s already beautiful on its own.

*Insider Tip: You can host your ceremony and/or cocktail hour right outside of the Xpiral Ballroom. There is plenty of space for a large guest count! This is a great choice for those that really want those views from the Catholic Chapel but aren’t able to use the Catholic Chapel for their ceremony. You’ll still have that great ocean view and feel like you’re on top of the world!

  • Function Options: Ceremony, Cocktail Hour, and Reception. The patio space outside the ballroom is also available for ceremony, cocktail hour, and reception.
  • Capacity: Up to 180 guests

 

Outdoor Locations:

Playa Beach – Playa Beach is the main beach ceremony location and you’ll easily see why. It’s a beautiful space set amongst tall palm trees but it’s set back from the beach just enough to feel private but still give you full ocean views.

  • Function Options: Ceremony and simple toast. Playa beach receptions are not available for receptions due to their distance from restroom and kitchen facilities.
  • Capacity: up to 150 guests. The beach location and the timing of its usage may be restricted at times due to seasonal situations (like turtle hatching season, for example)

 

Hotel Xcaret Beach Ceremony Site

Hotel Xcaret Beach Ceremony Site

 

Caleta Fuego – Caleta Fuego is a sandy beach area located in the inlet zone (the lagoons/coves) at Hotel Xcaret and is nearest to the Fuego building area. The water in this lagoon area comes from an underground river. This area has a bit more lighting at night in this area, which can be a perk. You can enter into the ceremony site from under a cave entrance or from the stairs. This is the most perfect outdoor location for larger groups.

*Insider Tip: There are really cool bridge walkways all throughout this area and they make great photos. With small guest counts you can have all of your guests stand together and have the photographer stand on a nearby bridge and take a cool photo or have all of your guests group up on the beach and have the photographer take the group photo from the bridge, looking down.

  • Function Options: Ceremony, Cocktail Hour, and Reception
  • Capacity: 120 to 250 guests, depending on the type of event you host here (ceremony seating versus reception seating)

 

Caleta Fuego Ceremony Arbor

Caleta Fuego Ceremony Arbor

 

Caleta Fuego

Caleta Fuego Ceremony Site

 

Cuevitas & Bar Cuevitas – Cuevitas and Bar Cuevitas are ideal for smaller groups. They’re similar in style to the Caleta Fuego area in that they are both inlets on a sandy beach area and are set right next to each other, but they are both smaller areas than the larger Caleta Fuego.

A mixed combination of the Cuevitas and Bar Cuevitas is an excellent space to host your ceremony, cocktail hour, and reception. It also has a stunning waterfall backdrop!

You can also host your ceremony and cocktail hour in one of these spaces and then have guests walk next door to Las Cuevas Restaurant for your semi private dinner reception. The Bar Cuevitas area also has a small bar area set above the beach area, carved into the cave side wall. You can also utilize the Cuevitas Restaurant that is immediately across from this restaurant space. Another logistical perk is that this area is closest to the restrooms. 

  • Function Options: Ceremony, Cocktail Hour, and Reception
  • Capacity: up to 40 to 60 guests, depending on the type of event you host here (ceremony seating versus reception seating)

 

Explanada Xerro – This location is at the base of the Xpiral Pyramid, has a wide flat space, is flanked by the jungle, and the Pyramid provides an amazing backdrop for photos throughout the night. If you want an outdoor event with a “hard surface” that is not on the sand, Explanada Xerro is an excellent choice. It’s also a solid choice for “white weddings” where your primary decor will be white since this area is primarily white/off white, or for weddings with bold colors since they will stand out nicely against this neutral backdrop.

  • Function Options: Ceremony, Cocktail Hour, and Reception
  • Capacity: (Updated Details coming soon)

 

Playon Viento – Playon Viento is a large open air event space located at the corner point of the Casa Viento buildings. It’s set amongst a pool and the river, with amazing views of these gorgeous stone cave like walls that run alongside the river. The ground surface is stone, so you have the benefit of not hosting your event on sand. The biggest benefit of this area is that you can host a larger event here, so if you have more than 150 guests this is a great location.

*Insider Tip: Both Playon Viento and Playon Xpiral will have direct sun until the sun sets, so if you’re planning an event here during the day time hours, you’ll want to rent patio umbrellas or shade coverings for your guests.

  • Function Options: Ceremony, Cocktail Hour, and Reception
  • Capacity: Up to 400 guests for a reception

 

Hotel Xcaret Xpiral Layout

Playon Xpiral Layout

Playon Xpiral – Playon Xpiral is almost identical to Playon Viento but is located facing the Xpiral Chapel, so you have the chapel as your main view.

  • Function Options: Ceremony, Cocktail Hour, and Reception
  • Capacity: Up to 400 guests for a reception


 

2020 Vendor List & Wedding Package Decor Options

Hotel Xcaret Preferred Vendor List
Hotel Xcaret DJ Dance Floor Pricing
Hotel Xcaret Tables Chairs & Ceremony Site Pieces
Hotel Xcaret Wedding Package Flower Details
Hotel Xcaret Wedding Package Cake Details

Map of Ceremony & Reception Sites

Hotel Xcaret Ceremony & Reception Site Map

Map of Hotel Xcaret

Hotel Xcaret Resort Map
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