They’re helpful, but they’re not your personal planner. Here’s how to make the most of your resort coordinator—and what they’re really responsible for.
Many all-inclusive resorts in popular destination wedding locations like Mexico, Jamaica, and the Dominican Republic advertise a “wedding coordinator” included with your booking. That sounds amazing—until you realize that role isn’t always what couples imagine.
This article breaks down what your resort coordinator will (and won’t) do, how to work effectively with them, and why many Canadian couples still choose to bring their own wedding planner or photographer for a smoother experience.
What Is a Resort Wedding Coordinator?
A resort wedding coordinator is usually a full-time employee responsible for managing logistics across dozens (sometimes hundreds) of weddings per year. Their primary job is to oversee resort-based operations, including:
- Ceremony and reception site setup
- Menu and bar selection
- Scheduling resort staff (servers, DJs, officiants)
- Booking extras like fireworks or spa appointments
- Managing vendor access to the resort
- Handling room blocks and upgrades
But remember: they work for the resort—not for you. Their availability and priorities are tied to the resort’s internal schedule, not your personal timeline.
What You Can Expect from a Good Resort Coordinator
Most resort coordinators will:
- Reply to emails within 2–7 days (longer during peak season)
- Offer a planning worksheet or online portal
- Schedule one call about 1–3 months before your wedding
- Provide pre-set choices for food, décor, and music
- Meet with you once you arrive at the resort
- Oversee the logistics on your wedding day
Many are helpful and experienced—but they’re often juggling multiple weddings per week. You may not get much personalized attention.
What Resort Coordinators Don’t Typically Do
Don’t assume your resort coordinator will:
- Offer detailed, personalized support throughout the planning process
- Help guests with travel logistics or special needs
- Manage off-resort vendors or photographers
- Customize your wedding beyond standard packages
- Act as a true day-of coordinator focused solely on you
If you’re hoping for a deeply personal or stylistically unique wedding, you’ll likely need additional support.
How to Work Effectively With a Resort Coordinator
1. Be Clear and Concise
Avoid long emails. Use bullet points, direct language, and subject lines that are easy to search.
2. Confirm Everything in Writing
Get all inclusions, upgrades, and special requests in writing—ideally added to your contract.
3. Ask About Limitations Early
Find out if the resort charges for external vendors, limits setup time, or only allows certain décor.
4. Expect Delayed Replies
It’s normal to wait several days (sometimes longer) for responses. Don’t assume something is wrong.
5. Be Respectful and Appreciative
Your coordinator is managing a lot. A good relationship (and a thoughtful thank-you or tip) goes a long way.
Should You Bring Your Own Planner or Photographer?
Absolutely—especially if your priority is personalization, peace of mind, and premium service.
Bringing your own Canadian wedding photographer or planner ensures:
- A trusted pro who knows your story and style
- Help before, during, and after the wedding
- No split loyalty between multiple resort weddings
- No surprise upsells or compromises on quality
- More creative freedom, better communication, and full attention on you