Wedding planning in Cuba
Behind a well-organized wedding, there isn’t just someone with good taste or a talent for solving last-minute issues. There’s a team that plans every detail in advance, maintains the flow of the event, and supports the couple from beginning to end. Wedding coordination in Cuba requires much more: it means handling uncertain timelines, limited resources, and decisions that often can’t wait. That’s why, when aiming for a high-standard event, there’s no room for risk when choosing the team. Ours knows how to anticipate, adapt, and ensure everything flows as it should. And it’s no coincidence—we’ve spent years working to bring weddings in Cuba to an international level.
Not all weddings require the same scale or type of production. Two weddings can hire exactly the same services and still need completely different coordination. It all depends on how each service is customized, the venue, the number of guests, and the overall event design. For example, coordinating a string trio in a familiar venue might only require a few basic adjustments. But producing a twenty-piece orchestra in a church with complex acoustics demands prior rehearsals, sound checks, specialized technical support, and a larger team. Both services may be labeled as “classical music for the ceremony,” but they are two completely different experiences.
That’s why, beyond the list of services, what truly makes the difference is how each stage is produced and coordinated.
And that’s where our coordination team expands, adapts, and takes shape based on the needs of each wedding.
An expert coordination team changes the way you experience your wedding.
Coordinating a wedding isn’t just about hiring vendors. It’s about anticipating, thinking of what others don’t see, and making decisions with sound judgment. Only a team with real experience can do that.
A real example: a couple dreamed of having all their guests leave the church in convertible cars. But the street was too narrow, and stopping traffic seemed unfeasible. They were thinking about permits. We proposed something else: turning that limitation into an experience. We organized a 200-meter walk with musicians and dancers, leading to the point where the car caravan could comfortably wait for them. What seemed like an obstacle became one of the most celebrated moments of the day.
Along that same route, a chain blocked the way. We coordinated with the Office of the City Historian to have it opened just in time. And it wasn’t by chance: we rehearsed the route, worked on it with photography and video, and fine-tuned every second of the plan.
These kinds of solutions are not improvised. They require experience, knowledge of the context, and a large, capable team able to design alternatives that work, surprise, and elevate the final result.
Wedding Day Coordination
The wedding day starts long before the ceremony. From the early hours, our team is present to ensure every detail is carried out according to plan:
Getting ReadyWe coordinate the getting ready spaces, deliver the bouquet, assist the photo and video team, and ensure there are no delays.
Vendor Supervision: We check the timely arrival of each vendor, confirm they have everything they need, and supervise the full setup, managing timelines and deliveries.
Guest and Transportation Management: We coordinate the transportation of the couple and guests, guide them on access points and seating, and handle any last-minute details.
Ceremony and Reception: We coordinate the bride’s entrance and the procession, oversee the music, readings, and timing of the ceremony. During the reception, we manage the event schedule: the couple’s entrance, first dance, speeches, cake cutting, and any other special moment.
Ongoing Support: We stay attentive to the needs of the couple, the wedding party, and the guests, and handle any situation without disrupting the flow of the event.
End of the Event: Nos quedamos hasta que se marcha el último invitado y nos aseguramos de que todo concluya según lo previsto.
It’s not about one person organizing. It’s about a full team, prepared to support every moment and ensure everything runs as planned.
Realistic and Guided Budget
Talking about budget isn’t always easy, but it’s essential at the beginning of the wedding planning process. More than defining a total amount, it’s about identifying your priorities: would you rather invest in a more elaborate dining experience or in more extensive photography coverage? Is the venue more important, or the overall ambiance? An experienced coordinator will help you make these decisions, balancing your available budget with your actual expectations.
Our role isn’t just to structure the budget, but to allocate it wisely across the different vendors and moments of the event, ensuring each portion aligns with what truly matters to you.
Being clear from the start—about both your priorities and your real budget—helps avoid two common risks: proposing ideas that are out of reach and lead to frustration, or overlooking viable options simply because the actual budget wasn’t shared. An honest conversation early on can open up far more possibilities than you might expect.
What does our wedding coordination service include?
We coordinate all the services an event may require. We build a tailored team, supervise each provider, and ensure that every stage is properly managed—from the initial planning to the event’s closing.
We recommend starting with the essentials. As planning moves forward, we can add new experiences based on the event’s style and the couple’s choices. Starting everything at once can be overwhelming. Our priority is that you enjoy the process without stress or unnecessary pressure.
This service is equivalent to what is known in other countries as full planning—we’re with you every step of the way. We help you make decisions from the start, guide each stage, review proposals, create realistic timelines, and adjust everything as the event evolves.
One of the pillars of our work is vendor management. We work with professionals we know well and who share our standards. But the most important thing is choosing each one based on two key factors: the available budget and the priority you assign to that service within the event. From that starting point, we propose options, negotiate conditions, follow up, and coordinate every delivery—from standard services to the most complex ones.
And when the day comes, we’re not just behind the scenes—we live it with you. We coordinate every moment, manage vendors, handle the unexpected, and stay with you from
Wedding Planning & Coordination Services
Examples of Services Coordinated by Our Team
What you’ll see below is not a fixed list.
These are just examples of the many services we can coordinate, depending on your wedding’s style, location, and specific needs.
And more than just describing each service, what we’re sharing here is what our coordination team does to make each one work—how we organize it, which parts we supervise, what decisions we support, and how we ensure it aligns with the overall flow and design of the event.
Makeup and Hairstyling
We coordinate the makeup and hairstyling service for the bride, from the trial session to the wedding day.
We recommend that the trial be done, whenever possible, in the same place where the bride will get ready. If that space is not available, Aire de Fiesta can provide a suitable one, which we offer free of charge for both the trial and the wedding day preparation.
During the trial, we participate as part of the makeup artist’s team, discussing the dress, accessories, and overall style to achieve a cohesive and well-executed look.
The service is custom-tailored: it usually includes the trial, makeup and hairstyling for the wedding day, and one touch-up after the ceremony—though additional touch-ups can be added if desired.
We can also coordinate the service for others—mothers, sisters, bridesmaids, or guests.
Additionally, if desired, we arrange pre-event services such as hairstyling, haircut, color, or manicure in the days leading up to the event.
Getting Ready
We coordinate and assist during the preparations of both the bride and groom.
Preparations are not just a moment before the wedding—they’re a real part of the day and of the story that will live on in the photos.
We oversee the location and timing, and help organize the space where the couple gets ready. We coordinate with the photo and video team to capture the best moments—getting dressed, portraits, outfit details—in the right order and flow.
We make sure the accessories are ready, everything is on time, the atmosphere is calm, and nothing essential is missing.
A real example: for this recent wedding, the couple had chosen accommodation that wasn’t suitable for getting ready. We inspected the space before the event and suggested a change. Today, they couldn’t be happier—an important part of their wedding story lives in those photos, and it would’ve been impossible without that decision.
Wedding cake
We coordinate everything related to the wedding cake.
Based on your wedding style or initial ideas, we help you choose the most suitable vendor. In Cuba, options are limited, so it’s essential to choose wisely—and above all, avoid unnecessary risks.
Whenever the tasting is included in the vendor’s price, we handle the arrangements and provide guidance during the selection process. And if it isn’t included but you feel it’s important to try the cake before deciding, we can also manage the tasting cost and include it in the overall planning process.
Depending on the weather and the venue, we suggest the most suitable type of cake and evaluate everything from the base where it will be assembled to its final presentation on the day of the event.
Most wedding cakes need to be assembled on site, so we always coordinate the setup directly with the supplier and supervise each step.
We’ve seen cases where the cake was arranged externally, either as a gift or a personal decision, and it ended up arriving in poor condition, looking nothing like the inspiration image.
That’s why, before recommending a new supplier, we run tests and make sure they meet our standards. Even with our regular suppliers, we control every detail.
High-end pastry requires specific techniques and ingredients that, in many cases, can only be sourced through imports. That’s why our recommendations vary depending on the wedding style and the desired result.
If we coordinate the cake, we make sure it’s in good hands from the design to the final delivery.
Choosing the wedding venue
Coordinating the venue is one of the most crucial steps in a wedding.
We guide you in finding the ideal venue based on the three most important factors in this decision: your budget, the number of guests (since the space must accommodate them comfortably), and the style of celebration you envision.
From there, countless factors influence our final recommendation. For example:
If menu quality is a priority, we avoid venues with average-level kitchens (unless they allow external catering).
If you dream of a party that goes on until dawn, we immediately rule out hotels with time restrictions or venues that don’t allow it—unless you’re open to moving guests to a nightclub for an after-party.
If the event requires special logistics (large musical groups, stage performances, etc.), we assess access points, setup times, and the venue’s technical conditions.
This choice is one of the most decisive steps in coordinating a wedding, as many other factors depend on it.
Our team coordinates every performance in detail: from the repertoire to the duration, attire, technical setup, and ideal placement within the space.
Officiant and Event Host
We coordinate and provide guidance in selecting the master of ceremonies.
The master of ceremonies—or host—is the one who guides the rhythm of the event: structures the timing, introduces key moments, and keeps the guests engaged. It’s a crucial role in any type of wedding, and when chosen well, it can be the difference between a disorganized event and a smooth, cohesive, and well-managed celebration.
In the case of symbolic ceremonies, the master of ceremonies can also act as the officiant. However, when the goal is to give the ceremony the tone of a real wedding, we recommend separating the two roles—it makes little sense for the same person who declares you “husband and wife” to later host the party or announce the first dance. Keeping the roles distinct helps preserve the coherence and credibility of each moment.
Our team prepares the event program, reviews the script, and refines the wording with the chosen person. During the wedding, we guide them through each step and make sure everything unfolds as planned.
We select the most suitable profile based on the couple’s style and coordinate with them from the beginning, ensuring their performance aligns with the tone of the celebration and is well integrated into the rest of the event.
Catholic Wedding
We coordinate the entire process required to celebrate a Catholic wedding in Cuba.
This is a complex process, especially when the couple lives abroad.
We book the church date, handle the legalization of the marriage file with the ecclesiastical authorities, and assist with every step involving the parish: from music selection to rehearsals, vendor access, and the tithe payment.
Our team reviews the marriage file in advance to prevent errors or delays, coordinates the physical delivery of the document to the appropriate Chancery, and ensures everything is in order on the day of the ceremony.
We have experience with Catholic weddings both for Cuban couples returning to the country to get married and for foreigners who choose Cuba for its symbolic and spiritual significance.
If you’re planning a religious ceremony, we recommend reading our full article on the canonical process:
DJ and sound system
Choosing a DJ with wedding experience is key to the success of the party.
We plan the playlist, coordinate the sound for each moment of the event, and ensure the DJ and technicians are aligned with the flow of the celebration.
We usually recommend professionals specifically trained for weddings, especially if they’ll also handle the ceremony’s audio. Weddings are not like other events—a DJ with a strong personal style who can’t adapt may ruin the dance floor. And while hiring a famous DJ may seem like a guarantee of success, what really matters is their ability to read the crowd and create a tailored experience.
We coordinate with each vendor from the start on all logistical and technical aspects, so the music supports, connects, and elevates every part of the event.
To explore further, we recommend reading our blog article:
Wedding Design and Decoration
La decorazione per matrimoni è il nostro punto di forza.
Our coordinators work alongside designers and the setup team to reflect the couple’s style. Unlike other services that are outsourced, decor is an in-house service at Aire de Fiesta
This means that from the design to the final setup, everything is under our control—without relying on external vendors.
During the event, the coordinator personally oversees the setup team: ensures each area is installed according to the approved plan, checks furniture placement, and monitors lighting, seating, flow, and timing.
It’s not just about aesthetics. It’s about making everything work as designed—without improvisation.
Want to learn more about how we approach our design and décor service? Discover how we transform each space from concept to final setup on our page: Wedding decoration service
Floral Design
Floral Design Coordination and Floral Setup Supervision
At Aire de Fiesta, flowers are never just an isolated detail. They are a key part of the overall event design, and each arrangement is custom-created to match the style of the celebration and the setting.
The coordinator not only approves the floral concept but also integrates it into the overall wedding design, oversees its execution, and supports the florist throughout the entire process—from the initial proposal to the final setup.
Their role also includes managing the budget allocated to this area, aiming for a realistic balance between the desired visual impact and the available investment. In many cases, a sample arrangement is coordinated as part of the service.
We work exclusively with IslaflorWe work exclusively with our partner florist in Havana, with whom we share the same standards in quality, aesthetics, and execution.
Catering and Beverages
Catering and Beverage Coordination: expertise, logistics, and style in every detail
We coordinate the entire food and beverage proposal for the event, from selecting the vendor to final execution.
When the venue does not offer in-house catering—as is often the case with private homes or spaces without a kitchen—we help select the most suitable vendor. For weddings held in restaurants or hotels, on the other hand, we work based on the venue’s existing culinary proposal.
The coordinator supports every step: organizes the tasting—which is always part of the process—advises on the most suitable service style (plated dinner, food stations, long cocktail, tasting menus…), and oversees all related logistics.
When the event requires it, we work with our in-house culinary advisor, allowing us to design more complex proposals tailored to the client’s profile and the style of the celebration.
When it comes to drinks, we usually work with a base open bar format, strategically distributed according to the event schedule.
With a larger budget, it’s possible to include themed bars, Cuban cocktail stations, or more elaborate setups that turn drinks into an experience in themselves.
We also include the late-night snack, especially in long weddings, as an important part of the event’s closing.
Nowadays, events have become a global opportunity to offer memorable culinary experiences.
If you wish to include live food stations, pairing dinners, show cooking, or personalized culinary concepts, we coordinate the entire design and execution with specialized providers.
We make sure the proposal aligns with the event’s style and take care of the logistics needed for each experience to flow smoothly.
Transportation for the Couple and Guests
Transportation Coordination: punctuality, style, and zero stress
We coordinate the day-of transportation, from the departure of the bride, groom, and wedding party to the ceremony. This moment requires precise logistics: we schedule timing based on the venue, traffic, and photography needs, and ensure each vehicle is on time, in good condition, and aligned with the style of the event.
In most cases, transportation to the ceremony is arranged in a Vintage cars por separado: uno para la novia, otro para el cortejo y, si se desea, también para el novio.
After the ceremony, if there’s a transfer to a new location for the reception, we organize the ride with the couple together in the car—often including a a planned stop for a photo session already coordinated based on lighting, timing, and the photo coverage plan.
Each segment is planned in advance and supervised in real time so that everything flows smoothly—becoming part of the day, not a logistical concern.
In destination weddings, we often organize a vintage car parade —especially vintage convertibles— as part of the transfer between the ceremony and the reception.
We coordinate each vehicle, the departure order, meeting points, and routes to ensure this experience feels like a shared, spectacular, and seamlessly executed moment.
Photography and Videography
We coordinate every detail of your wedding’s visual coverage.
We work with a network of professional photographers and videographers who are familiar with the rhythm and style of our weddings. We recommend profiles based on the event’s focus and the couple’s preferences—whether documentary, editorial, cinematic, or a mix of styles.
The coordinator not only helps with the selection but also aligns the day’s timeline with the coverage schedule, number of cameras, and key moments that need to be documented.
We also coordinate communication between the visual team and the other vendors to ensure everything is captured without disrupting the experience.
Based on the budget, we optimize every technical decision without compromising, because we know these images will be the living memory of your wedding.
And it doesn’t end there—we also follow up on the delivery process to ensure you receive all your materials complete and on time.
Classical Music for the Ceremony
Ceremony Music: full coordination for a high-level experience
Our coordinators always recommend including live classical music in the ceremony because it transforms the atmosphere from the very first moment.
The most common option is a string trio, but we’ve also coordinated larger ensembles with professional musicians, including members of the National Symphony Orchestra.
Our coordination team is also involved in selecting the music repertoire, based on the venue, the wedding style, and the emotions the couple wishes to convey. We pay special attention to religious ceremonies, where the music often needs to be approved in advance by the parish.
When the budget allows—especially for churches or large-scale weddings—we suggest expanding the format with additional musicians or even choirs. This type of proposal requires precise coordination: spatial arrangement, technical requirements, and always a prior rehearsal.
In more complex cases, we conduct more than one rehearsal, including a final test with the sound system. It’s the only way to ensure everything works as it should on the day of the event.
Our team supervises every detail to ensure the music not only sounds good but blends seamlessly and emotionally with the ceremony.
This is usually one of the most memorable moments for the guests.
Small Ensembles
Music Coordination and Guidance at Every Stage of the Event
In most of our weddings, we recommend including live music during key moments of the event. One of the most common is the cocktail hour—the space between the ceremony and dinner when guests socialize while the couple has their photo session.
A small ensemble—like a traditional Cuban trio—adds warmth, enhances the moment without overwhelming it, and creates a cozy, authentic atmosphere.
It’s also an excellent choice for weddings with international guests, as it adds a local touch that enriches the experience and connects everyone to the place.
In more elegant events, live music can be used during dinner with options like live jazz, piano, or solo vocals—provided the style and budget allow it.
Our team coordinates every performance in detail: from the repertoire to the duration, attire, technical setup, and ideal placement within the space.
Our team coordinates every performance in detail: from the repertoire to the duration, attire, technical setup, and ideal placement within the space.
Large Orchestra
Orchestras and large performances: require wedding-focused coordination
Including a large orchestra can elevate a wedding, but without specialized coordination, the result isn’t always what you expect. Music producers usually focus on the show — and that’s fine — but a wedding has different priorities.
For example, it’s common for someone to suggest placing the stage in the “best” spot—without realizing that space is already reserved for the ceremony or needs to remain clear for another key moment of the event. We’ve seen it many times: it’s not a lack of professionalism, but simply a lack of understanding of the flow and logic of a wedding.
That’s why, even though we work with the top producers in the country and can coordinate high-level orchestras, we do it with a different logic: the rhythm and timing of a wedding. We oversee access, rehearsals, timing, technical setup, staging, and complete logistics—so the show shines without interfering with what truly matters.
When everything is well coordinated, the performance shines—but it does so at the right moment, with the right setup and without distractions. Because in a wedding, the spotlight isn’t on the show—it’s on the couple and their guests.
Extra Services for Destination Weddings
Destination Wedding Experience Coordination: beyond the wedding day
When it comes to a destination wedding, the experience goes far beyond the main day. We coordinate additional services that can enhance your guests’ stay: welcome dinners, rehearsals, post-wedding brunches, transfers, accommodation, or personalized tours.
Offriamo anche un servizio di guest concierge service, ideal for guests arriving from abroad who need personalized support during their stay.
We can create a custom wedding website with all the practical information: event schedule, maps, timings, dress code, recommendations, and an RSVP system. A very useful tool to centralize communication and simplify logistics.
And if you’d like to offer handcrafted favors —such as fans, hats, or jute bags—we handle the entire process: sourcing, purchasing, customization, and delivery, always aligned with the event’s style.
Everything you’ve read so far is just a sample of the services we can coordinate for your wedding. There’s no fixed list or one-size-fits-all plan. If you’re considering another service for your wedding or your stay in Cuba, we can organize it. We’re here to help you create a complete, tailor-made experience.
Tell us what you imagine, and we’ll help make it real. With Aire de Fiesta, you can dream big!