A pre-wedding site inspection at a Mexico all-inclusive resort is one of the most important – and misunderstood – parts of destination wedding planning.
We’re not talking about visiting various resorts to decide where to host your wedding. This visit typically happens several months before the wedding and after contracts are signed – but before detailed planning begins.
The pre-wedding site inspection is a visit where you will do things like view your chosen venues in person, experience a tasting of your wedding day dishes, try wedding cake flavors, sample your specialty cocktail choices, and potentially meet with vendors.
This is your opportunity to confirm logistics, understand how the resort actually operates, and avoid surprises that don’t show up in photos or PDFs.
When done right, a site inspection turns uncertainty into confidence. When done casually, it can leave couples feeling like they missed something important.
Here’s how to make the most of your pre-wedding site inspection at a Mexico all-inclusive resort, including exactly what to review on site and the questions you should ask while you’re there.
What a Pre Wedding Site Inspection Looks Like
Unlike traditional venues, Mexico all-inclusive resorts:
- May (and often do) host multiple weddings and/or other events per day
- Often start with set packages, then have a la carte upgrades
- Have strict rules around timing, noise, locations, and vendors
- Assign wedding coordinators closer to the wedding date (appx 60 – 90 days prior to your wedding), not immediately after contracting
- Often require flexibility, as coordinators may be managing active weddings during your visit
Your site inspection is not about customizing every detail – it’s about understanding how the system works and where you have flexibility.
Before You Go: Set the Right Expectations
Before your site inspection, you should already:
- Have chosen your resort and signed your wedding date and room block contracts
- Know your general estimated guest count
- Understand the basics of the wedding package you choose
- Have a general sense of your overall budget and priorities
- Have communicated about what vendors you want to meet with at the resort, with the resort contact
- Have had your resort contact set up any hair and make-up trials for during your stay
A site inspection should confirm many of your overall plans and choices – not be the start of the planning process.
What to Review Once On-Site
Ceremony Locations (Location and Timing Is Everything)
At Mexico resorts, ceremony locations can look very different depending on the time of day, season, weather, and if there is any resort activity taking place nearby.
When reviewing ceremony venues:
- Try to visit them at the exact time of day your ceremony would take place
- Pay attention to sun direction, heat, humidity, and shade
- Listen for nearby noise from pools, restaurants, bars, or shows – Will this same noise be heard during your ceremony?
Ask how many weddings use that space per day – Is this location exclusive to our wedding at that time?
Reception Venues & Party Restrictions
Mexico all-inclusive resorts have firm rules around receptions. You’ll want to review:
- Maximum guest counts with all tables, dance floor, DJ booth, bars, etc. in place
- What time music must end
- If amplified music is allowed (and if so, at what maximum decibel)
- If the venue is shared or private
- If late-night after-party options are available on site
Backup Weather Plans (Critical for Outdoor Events)
Rain happens – especially tropical climates and particularly in certain seasons. You’ll want to ask:
- What is the true/exact indoor backup option for each venue?
- Does rain force a venue change automatically? If not, what triggers the back up plan?
- When am I required to make a choice on going with the back up plan?
- Are there any costs associated with the backup plan?
- Is the backup space air-conditioned?
- Does it impact décor, guest count, or layout?
Also, if your backup plan feels like a downgrade, that’s essential information to have now. You’ll need to consider how utilizing the backup option will change your floral, décor, and lay out plans.
Guest Experience & Walking Logistics
The overall guest experience is something that can easily be overlooked in the excitement of planning the details of your wedding day. Mexico resorts are often large – sometimes very large.
Walk the wedding day as a guest and consider:
- Where all your guests initially meet before walking to the ceremony – might I suggest a lobby bar?
- Distance from initial meeting point → ceremony → cocktail hour → reception
- Walking paths (consider heels, humidity, lighting, etc.)
- Shuttle or golf cart availability and how to order this, if your resort offers it
- Restroom access near venues
- Any of your guests that have mobility issues and how difficult it might or might not be to navigate from the different locations
- If there is a need for fans or hydration options for outdoor events
What “Included” Actually Means
This is where Mexico weddings get tricky. Ask to see:
- The EXACT chairs, tables, linens, dishes, silverware, glassware, and any other set up and/or décor element in person
- The lighting situation at your venue(s) after dark
- Actual examples or photos of the real bouquets, boutonnieres, or other florals that are part of your wedding package
“All-Inclusive” doesn’t always mean it’s all included for an event, so make sure to ask if there are any additional fees for any of the items that you want to utilize at the resort. For example, just because you see a seating group at your venue during the walkthrough doesn’t mean it will be at your venue during your particular event. Always ask for clarity!
Questions You Should Ask During Your Site Inspection
Wedding Team & Planning Process
- When will we be assigned our official wedding coordinator?
- How do I contact the planning team with questions or assistance before the coordinator is assigned?
- How many weddings does the resort host per day?
- How far in advance do you start detailed planning?
- What decisions can we make now?
- What decisions must wait until closer to the wedding?
Timeline & Day-Of Flow
- What ceremony start times are available?
- How long are ceremonies and receptions?
- Are there hard end times?
- How does venue turnover work between events?
Food, Beverage & Tastings
- Will the exact items we taste and select at our tasting be exactly as served to our guests on our wedding day?
- Must all our guests have exactly the same meal? Or can we provide our guests with a choice of options? And how does that all work?
- What drinks will be included in the bar?
- How many specialty cocktails can we choose?
- How are allergies and dietary needs handled?
- What food upgrades are most popular for receptions?
Outside Vendors & Resort Rules
- Are outside vendors allowed? And are there any that are restricted for working at the resort?
- What fees apply per vendor?
- Is that per service?
- How many staff from the vendor does this fee include?
- What requirements must outside vendors meet to work at the resort?
- Are there additional fees to provide a vendor meal to each staff member?
- What items are prohibited? (sparklers, fireworks, drones, etc.)
- What items of decor or personalization are allowed to be brought in by us?
- Are there any fees charged for setting up items that we bring?
Observe While You’re There (This Is Huge)
Some of the most important insights come from watching, not asking. During your stay:
- Watch any other weddings that are happening at the resort during your stay
- Listen for noise overlap between events
- Observe staff coordination and responsiveness
- Pay attention to lighting after dark
- Notice what the check-in and checkout processes were like
- Consider how easy or difficult making restaurant reservations are for guests
- Be attuned to how the resort staff interacts with guests
These and more give you a realistic picture of what your wedding day and your guest’s stay will be like.
What NOT to Stress About During a Mexico Site Inspection
Don’t feel pressure to:
- Finalize every single décor detail – you will typically finalize those details via e-mail or phone calls closer to the wedding day
- Lock in timelines months in advance – leave some room for flexibility
- Solve every “what if” scenario – sure, all types of logistics will be reviewed, but you don’t need to obsess over every hypothetical
- Feel like this is your only chance to get things right – most planning happens after the site visit
Focus on this trip being about clarity, not completion.
Take Notes & Confirm in Writing
Couples often leave site inspections saying: “We talked about it, but I didn’t write it down.” Take detailed notes and immediately after your site inspection:
- File any photos and videos of venues, layouts, lighting, etc.
- Write down names, title, and contact details of everyone you met
- Follow up with your resort contact before you leave with a full summary email confirming key takeaways
- Email any lingering concerns or unanswered questions for clarification
This protects couples from assumptions and ensures alignment with the resort team and if coordinators change.
The Yellow Umbrella Events Take
A pre-wedding site inspection at a Mexico all-inclusive resort is one of the smartest things you can do – if you approach it strategically. We find that couples that have a pre-wedding site inspection visit are typically more excited about their wedding day, calmer and more confident with the entire process, and are better able to guide and reassure their guests.
A well-planned site inspection helps our couples return feeling informed, prepared, and at ease!
