Your timeline for a stress-free wedding in the Caribbean

Organizing your wedding in the Caribbean can be a dream come true for many couples, as well as a natural choice for those living there. Whether you're planning a wedding at home or a destination wedding (on another island or for those coming from afar), it’s essential to plan your bookings so that your ceremony meets your expectations.

Your timeline for a stress-free wedding in the Caribbean

Here is a wedding timeline to guide you through the key moments for booking your vendors, from over a year before the big day until the last minute. This organization will allow you to focus on what’s most important: fully experiencing your unique day.

18 to 12 months before the wedding: the first major bookings

1. The Reception Venue

The reception venue is probably the first booking you’ll need to make, as it forms the foundation of your entire organization. This includes the reception hall, decorations, and even the logistics of your guests. The venue highlights your theme, the desired atmosphere, and influences the size of the event (intimate, friendly, or larger for a more festive wedding).

Carib Wedding Tip: A charming venue, with a natural setting or stunning views, can create a unique atmosphere, allowing you to reduce decoration costs by playing off existing elements.

2. The Wedding Planner

Hiring a wedding planner can be a valuable option to lighten your wedding preparations. This professional can assist you with specific aspects of the organization, such as managing vendors or coordinating on the big day. With their expertise, they bring an outside perspective and tailored solutions.

CW Tip: Involving them from the start of your preparations will help them better understand your desires, refine their suggestions, and collaborate effectively on the aspects that matter most to you.

3. The Photographer and Videographer

Photographers and videographers are often booked first. Reserve them at least 12 months in advance, especially if you're getting married during peak season. To choose, compare portfolios and prioritize a style that reflects your desires: natural reportage, elegant staging, or bohemian tones.

CW Tip: Why not organize a first photo/video session for your "Save the Date"? It’s the perfect opportunity to get familiar with your professional, build rapport, and start imagining the flow of your wedding day in a relaxed atmosphere.

12 to 10 months before the wedding: the key providers

1. The Caterer 

The caterer is a key vendor for your wedding, as they directly contribute to your guests' experience. If you have specific desires, like local cuisine, vegetarian menus, or other options, it's best to start looking for a caterer early. This is especially important on smaller islands where the supply can be more limited, and vendors can quickly become unavailable.

CW Tip: Choosing your caterer early allows you to plan a tasting and ensure that the menu perfectly meets your expectations.

2. The DJ or Music Group 

Music is the soul of the party! Whether you choose a DJ or a live band, the musical atmosphere will really set the tone for your evening. No matter which island you’re getting married on, you’ll have the option to choose from bands, DJs, or even musicians (saxophonists, violinists, etc.) who can add a unique, personalized touch to your wedding.

CW Tip: Depending on the island, the music options may vary. There are often great choices, such as traditional music groups, steel pan orchestras, or even Carnival bands. You’ll definitely find the vibe you want for your evening.

3. The Wedding Dress and Suit 

It’s recommended to start trying on wedding dresses and suits (if made-to-measure) around 12 to 10 months before the wedding. This gives you time to visit several shops, try on different styles, and make a choice without rushing. Booking early also avoids unexpected issues and stress.

CW Tip: It’s best to try on your dress and suit again 1 to 2 weeks before the wedding to allow for any necessary adjustments.

8 to 6 months before the wedding: bring your vision to life

1. Rental Equipment 

Renting equipment (chairs, tables, linens, dishes, etc.) is an essential step, especially if your venue doesn’t provide everything you need. It’s an opportunity to personalize the setup and ensure that every element matches your wedding’s ambiance.

CW Tip: It’s wise to request quotes for rental equipment as soon as possible. Prices can vary from one provider to another, and catalogs can differ greatly.

If your venue doesn’t have a covered area, consider a backup plan with a marquee or tent. It’s the ideal solution to keep your guests dry and still enjoy the day, even in the rain.

2. Decoration  

Your wedding decorations play a crucial role in creating the atmosphere you want and that represents you. The big elements, such as lighting or major installations (arches, backdrops, etc.), should be booked first. For the smaller details, you’ll have plenty of time to adjust them as you go – we’ll talk more about that later in the article!

CW Tip: Decorations are one of the best ways to personalize your wedding. With a few well-thought-out choices, you can transform any space into a welcoming and unique place.

3. The Florist 

Flowers add a special dimension to your wedding. Whether for your bouquets, centerpieces, or other decorations, they create a warm and romantic atmosphere. Booking early allows you to explore your ideas, think about colors, and plan the arrangements.

CW Tip → Especially if you have a crush on rare flowers or plants, this will enable your florist to guarantee their availability and to prepare your floral decoration according to your wishes.

4. Hair and Makeup

Book your hairstylist and makeup artist as soon as possible to ensure their availability. Don’t forget to bring inspiration images of hairstyles and makeup to your professionals; it’ll help define the ideal look for your big day.

CW Tip: Even if you’ve already chosen your style, it’s always best to schedule a trial with your stylist and/or makeup artist. This ensures that everything matches your expectations and allows for adjustments.

5. The rings

Wedding rings are a precious symbol of your commitment, and it's important to choose them carefully. We recommend starting to explore different options about 6 months before the big day. This gives you time to set a budget and find rings that reflect your taste and story.

CW Tip: Why not add a personal touch to your rings? Whether it’s engraving your names, initials, or wedding date, these small gestures make this symbol even more unique and meaningful.

6. Stationery 

For stationery that reflects your personality, we recommend that you start creating your invitations several months in advance. Save the Dates, in particular, can be sent around 8 months before the wedding, or even a little earlier if some guests have to travel. As for the invitations, sending them 6 months in advance is ideal to give your guests time to get organized.

CW Tip: You can also opt for digital Save the Date cards and/or invitations.

4 to 2 months before the wedding: finalizing the last details

1. The wedding cake

The wedding cake is an important moment at your reception, symbolizing sharing and festivity. Whether you choose a traditional large cake or a more original design, take time to taste different flavors and personalize its design to match your theme.

CW Tip: If you’re looking for something unique, consider opting for mini wedding cakes or bento cakes and offering guests a dessert buffet with a variety of treats. Or, think about an unconventional pièce montée, such as donuts or macarons.

2. Small Decorations 

After securing the major elements of your decor, it’s time to think about the little touches that will personalize your wedding. These details, like candles, menu cards, or guest gifts, will bring that final touch that makes everything even more unique and memorable.

CW Tip: If you like the idea of creating some of your wedding elements yourself, it’s a great way to make it more personal. Just be mindful that it can be time-consuming, so make sure you have enough time to do it!

3. Wedding Accessories 

Wedding accessories are more than just details: they complete your outfit and add a unique touch to your look. Whether it’s head jewelry, a veil, or gloves for the bride, or a refined watch, cufflinks, or boutonniere for the groom.

CW Tip: Choose these elements carefully: they should complement your outfit without overwhelming it. For example, if your dress has lace, opt for discreet jewelry to avoid overpowering the ensemble. For the groom, a boutonniere that matches the bride’s bouquet can create a beautiful harmony.

The big day: everything is ready for your magical moment

The big day has finally arrived! Thanks to all the work done ahead of time, you can approach this day with serenity and savor every moment. Whether you’ve chosen a wedding close to home or a destination wedding under the Caribbean sun, everything is set for you to have an unforgettable moment surrounded by your loved ones. Enjoy every detail: you’ve imagined it, planned it, and now it’s time to fully enjoy it.

Simplify your wedding planning with Carib Wedding

Planning your wedding can feel like a challenge, but with Carib Wedding by your side, everything becomes easier. We are here to guide you every step of the way and connect you with the best providers in the Caribbean: Saint Martin, Saint Barthélemy, Guadeloupe, Martinique... and many more.

Ready to start this beautiful adventure with us?

We’ll see you soon to begin planning the most beautiful day of your life.