Real Destination Wedding Timelines: How Hotels, Guests & Logistics Actually Work

A real-world example from Los Cabos, When couples worry about timing, the concern usually isn’t the hotel — it’s everything else. Here’s how destination wedding planning actually works in real life.

A Real Case: Hard Rock Los Cabos – January 2026

We’re currently finalizing a 270-guest wedding at Hard Rock Los Cabos for January 2026.

Planning began in March–April 2025.

At the start, the couple didn’t even know:

• which hotel

• which venue

• or even which destination

We first explored Hilton Tulum, then shifted to Hard Rock Los Cabos because the per-person event pricing made more sense.

Guest Communication Was the Real Deadline

The Save the Date went out in September.

By December, they already had:

• 80 rooms booked

• all events confirmed

• logistics fully organized

Once guests had clarity on:

• destination

• hotel

• dates

Everything moved fast.

Why Short Timelines Can Work

When a wedding is planned in under a year:

• hotel communication is escalated immediately

• urgency is clear from day one

• timelines are tighter, but more focused

Hotels in Mexico are used to this and adapt quickly.

Logistics: What Actually Needs Advance Notice

Here’s the real timing on the ground:

• Transportation:

  • Can be booked as late as 1 month before

  • Best pricing and vendor choice: 3 months before

• Large yachts / catamarans:

  • Ideally booked 3 months in advance

  • Shorter notice is possible but more limited

• Tours & experiences:

  • Generally flexible

  • Best selection with 2–3 months notice
    

The Takeaway

Short timelines don’t mean poor planning.
They mean:

• clear decisions

• strong coordination

• realistic expectations
  

Mexico allows couples to plan destination weddings with far more flexibility than most people realize.Don’t worry about sounding professional. Sound like you. There are over 1.5 billion websites out there, but your story is what’s going to separate this one from the rest. If you read the words back and don’t hear your own voice in your head, that’s a good sign you still have more work to do.