Unwritten Magic Backstage Destination Weddings by Paola Medina

 I Do...

You can feel the emotion in those words as they come to life through the big decision. First, there’s the engagement—a milestone moment that’s often shared with an amazing photo on social media, announcing to the world the celebration of love. The next step is just as important: finding the right wedding planner. This meeting is not a casual one—it’s about forming a connection, building the foundation for the most important day of the couple's life, a day that continues their journey of creating a family. It’s essential to find the right person who can turn dreams and visions into a tangible plan and a beautiful reality.

After the "yes" from the planner, the real magic begins. The planning phase is exciting, but it’s more than just logistics—it’s the start of an emotional journey. The process continues with video calls, forms, schedules, WhatsApp groups, Pinterest boards, Google Sheets, emails, smiles, budget discussions, quick glances, expressive eyes, and a lot of assertive communication.

There’s a unique thrill in booking the perfect venue—a venue that feels just right for each wedding. The satisfaction of securing a great deal for guest lodging fuels the excitement even more. Meetings that stretch beyond two hours, with no one wanting to stop, speak to the passion behind the planning. Scouting venues or testing menus can feel overwhelming in the best way—it’s real, but at the same time, you feel like you’re going a little crazy with excitement. The countdown on the wedding website makes time seem both plentiful and fleeting all at once.

And then there are the wild ideas—dreams that sometimes stretch the budget, influenced by trends from TikTok that the couple, bridesmaids, or groomsmen imagine recreating. Friends might even send over pictures from lavish weddings like the iconic Ambani wedding, sparking even more grand ideas. These moments of inspiration keep everyone on their toes, pushing creativity beyond its limits. The challenge is to weave these extravagant concepts into the wedding plan while maintaining a balance between dreams and reality, always aiming to deliver something magical, personal, and unforgettable.

The entire process is supported by a dedicated office team that’s constantly texting, calling, and yes, sometimes even chasing suppliers. Navigating timelines, managing expectations, and staying within budget becomes an art in itself. It’s a delicate balance of upholding top-notch etiquette and the thrill of finding the perfect vendor deal.

Of course, wedding planning isn’t all work and no play. There’s the breath of fresh air that comes with a vacation or weekend getaway to recharge. The process is full of fun and energy, but it’s also a reminder to enjoy the necessary pauses along the way. The rhythm of planning leaves a mark on the couple because, like any major life goal, it’s important to invest without becoming obsessed and letting the wedding project take over their lives. I always share this important message with my clients—every goal and idea should adapt to their life, not the other way around.

We promise our clients that as planners, we’ll take the drama, stress, and worries away—but it also depends on the couple’s ability to trust. This magical step is the most important to walk down the aisle with a genuine smile, deeply connected to love. Trust in this relationship transcends the commercial contract and becomes a safe space, the key that unlocks the most unbelievable wedding stories in history. Every wedding is as unique as the people involved, which is why we focus on showcasing each love story through careful attention to detail. Being attentive to every signal, word, or idea allows us to surprise not just the couple but also their family and friends, who reward us with the best comments, hugs, and compliments.

When you work in events, especially in the wedding industry, you quickly learn to practice emotional intelligence, mindfulness, and time management. These practices may become unconscious, but when you reflect, you can clearly identify them. You learn to give advice with love, set rules in contracts, review policies at venues, and enjoy those beautiful spaces. Balancing the joy of the job with managing couples’ crazy ideas—while also setting respectful limits—defines the professionalism that makes me feel proud of myself and my company.

Two months before the wedding, the mental countdown begins, and RSVPs with special requests start coming in—often taking longer than expected. Checking dress codes and guest lists requires the capacity to handle a variety of responses, and that’s when a team with experience really shines. One month out, we finalize guest lists, seating charts, and place cards. Meetings with DJs, photographers, and makeup artists help ensure everything is ready. As we enter the final month, the speed picks up: we prepare for plan B in case guests cancel, all while staying flexible but firm on finalizing services or experiences for the wedding.

Three weeks before the wedding, it’s normal for nerves, a little anxiety, and emotions to surface. But remembering that everything is under control—with love and a skilled team—helps ease those feelings. We schedule the rehearsal, and that final week, as everyone starts traveling, Instagram stories with the official wedding hashtag appear, making the whole event feel real.

The welcome party and pre-wedding events are when we finally see the fruits of our labor—the welcome kits are handed out, and seeing the surprised faces makes all those late nights packing every candy, splash, and card worth it. The boxes that filled our offices, homes, and cars vanish into happy hands, making us realize how many people are working together to deliver the best experience.

The rehearsal dinner is a moment of harmony between food, beverages, and music, where two families merge into one. Walking through the ceremony aisle during the rehearsal reminds us: it’s almost here. Meanwhile, behind the scenes, preparations for lights, DJs, furniture, and more are in full swing while the couple enjoys the destination—there are often more people working behind the scenes than guests in attendance! We know that over the next 72 hours, we’ll sleep for only 20... And let’s not even mention the last-minute changes to the first dance song or seating arrangements, which we know are bound to happen.

The night before, in the middle of the final preparations, we send a text to the couple: “The big day has finally arrived. Thank you again for trusting our team. We promise we’ll be by your side every second.” On the day itself, time turns into a marathon. The morning flies by, and we need to gently push suppliers like makeup artists and photographers to stay on schedule. The first look, the flower bouquet delivered by the decorator, all signal that the magic is about to begin. It’s so surreal that it doesn’t feel real, and yet we share in the excitement—we never stop getting emotional, no matter how many weddings we’ve done.

The vows, the perfect coordination by the planners, the processional and recessional, the photos, cocktail time, canapés, guest book—all these experiences transport people to a world of love, like a scene out of La La Land. Even when a last-minute guest change happens or a dietary restriction is suddenly announced, the team is ready to win one more battle in the name of love.

The dance, the toast, the cheers—selfies abound, and while we deal with a few unexpected surprises through our radio headsets, we never let it show. Our smiles remain intact as we live in two worlds: frontstage and backstage. Because, after all, we can’t stop the party!

Paola Medina

Marketing Director

Eventos Grupo Medina