Posts in GROUP TRIP
PART 2 DESTINATION WEDDING SERIES: What is the difference between a contracted room block and a flexible group for my All-Inclusive destination wedding?
 

If you are dreaming of a destination wedding, then your head is already swimming with resorts, wedding packages, and potential costs. We are here to help you sort this out and provide some much needed stress relief!

Coordinating travel arrangements for your group of guests requires careful planning. As a Destination Wedding Travel Planner, I will help you find a destination, resort, and wedding package that matches your wish list and spending plan as closely as possible. Once I narrow down the options for you and you make your resort choice, normally, I will assist you in confirming your wedding date and wedding package choice with the resort through a wedding day contract. From there, I will assist you with confirming a group rate for your wedding room block and begin educating and assisting your guests on how they can book their room in your contracted room block. To ensure the best fit for you and your guests, two contract options are available to accommodate your type of group, number of travelers, and flexibility of schedule.

Check out part 1 of my destination wedding series here.


WHAT IS A ROOM BLOCK?

Typically a group of 10 or more guest rooms that resort puts on hold at a specific “negotiated” rate for a group of people. While room blocks normally need at least 10 rooms or more to qualify for the potential special rates or concessions, some hotels will actually provide this with only 6 rooms.

These “negotiated rates” are typically a standard rate (sometimes discounted) set by the hotel or management company for wedding groups. So..in essence, they aren’t really negotiated haha.

Once this has been set up, you will either be given a link or promo code for your guests to book into your group. As a Destination Wedding Travel Agent, I would help all of your guests with booking and coordinating details for travel.

Traditional OR CONTACTED groupS

This is the perfect booking option for travelers that are traveling on the same itinerary who need a flexible payment and cancellation policy for the entire group. This option typically has more perks associated as there is a contact made with the hotel or tour operator.

A traditional group typically consists of:

  • 10 or more rooms (20 or more people)

  • All traveling together (but with various date combinations)

  • Set price for all travelers with pre-reserved room block inventory!

This option requires a signed contract with the resort in order to pull guest rooms out of inventory. In this contract, you will need to guarantee that a certain amount of the rooms will be sold or you’ll have to pay for them regardless. The contract will state the nightly rate based on occupancy, the amount and type of rooms available to book, and the repercussions of not booking all of the rooms in the block. This consequence is often called an attrition clause.

An attrition clause is when a group doesn’t live up to the room block agreement and payment is required to make up for the rooms not booked. For example, some high traffic hotels might have a 90% guarantee, meaning that you must book 90% of the total rooms in your block. So, if you’ve requested the resort to block 10 rooms in the contract, then you will be financially responsible for 9 of them, even if they are not booked by your guests.

As a destination wedding travel agent, I will oftentimes negotiate something called a “drop date”. A drop date is normally about 6 months or so before your wedding. This allows you to return any un-booked rooms in your room block, with no penalty, so you’re not responsible for them. This is my job so try not to worry too much about it!

Flexible and courtesy Groups

They're ideal for small groups of 10 or more who want to vacation together at the same resort, yet need flexibility with their travel dates, flights, length of stay, or who may be traveling from different cities.

  • No need to sign a group contract!

  • Guests can book from any origin and the hotel will still see them coming as one group

  • You can customize every booking to the clients' individual travel needs

Sometimes resorts will offer what is called a Courtesy Room Block, which is a block of a certain number and type of rooms that the hotel has set aside for you as a “courtesy”. You’ll sometimes be given a special rate for these rooms, but not always. These rooms do not have to be financially guaranteed that they will be booked by you or your guests. Even though you are not financially responsible for these rooms getting booked, you may still be asked to sign a contract.

The contract outlines that the hotel will hold these rooms for you at “x” rate and the date the rooms will be released to the public. After the rooms are released, your guests will not be able to book a room at the terms offered in your room block contract. Generally, hotels will offer 10 or so rooms on a courtesy room block, but it all depends on the specific hotel.


Why CHOOSE a Contracted group when a Courtesy or flexible group has no penalties?

  • Courtesy room blocks may not be offered at the resort that you have chosen for your wedding. Mid to higher end hotel chains and most all-inclusive resorts will not offer a courtesy room block as an option. This is most likely found at a lower end hotel or resort.

  • Another reason to book a contracted room block is that the hotel or resort is at risk of booking up leaving your guests with no room availability for your wedding date. This could happen due to booking a busy hotel that fills quickly or the date chosen is during a busy week or weekend. Unfortunately, most guests will wait until the last minute to book their room. If you didn’t set up a room block, then they may not be able to come to your wedding.

  • You require several rooms for your wedding group. Again, if your guests wait until the last minute to book, the rooms may be gone, and they may not be able to come to your wedding. Couples sometimes think that blocking a large quantity of rooms will give them negotiating power. If the number of rooms that guests book are not guaranteed, there is more risk from the resort’s perspective. The more rooms you request, the less favorable the contract terms will be in most cases.

WHEN SHOULD WE SET UP THE ROOM BLOCK?

Once your destination wedding location is confirmed, you should set up the room block for your group. The booking rate and payment terms are likely to be more favorable the sooner you contract your wedding room block with the resort.


More questions? Check out part 3 of my destination wedding series with some frequency asked questions here OR email me at lauren@thatblondetravels.com.


Why Choose ME

Lauren Bailey Travel and Event Co. (That Blonde Travels, LLC) is dedicated to ensuring your experience, as well as your guests, is seamless from start to finish. When reserving your destination wedding with us, you'll enjoy:

  • Flexible deposit, payment, and cancellation options

  • The best vacation prices—including hotel and activities

  • Complimentary room upgrades and money-saving offers based on group size

  • Customized itineraries and group activities

  • Group Travel Protection Plan, protecting your travel investment

  • You'll receive professional, personalized one-stop-shop service

To get started schedule your complimentary consultation today!

 
PART 1 DESTINATION WEDDING SERIES: PLANNING A DESTINATION WEDDING
 

So, you just got engaged and you think to yourself immediately - DESTINATION WEDDING!

Next step, google “Destination Wedding” and you’re like whaaaaaa…hold up (la de da de da - please tell me you get this reference)…when more than 15 million results hit your screen. You think to yourself “wow, there’s a ton of info” and “where do I even begin” and “I’m already overwhelmed”. After you’ve clicked through a seemingly endless amount of websites, you’re more confused than ever. Where should I have the wedding? How expensive is this going to be? Where do I even start? Maybe I should just go to the courthouse..

If this sounds like you, then welcome! With so much information available, it can be hard to decipher what is what. This is where I come in! Hopefully, you had someone refer you in my direction, or maybe all your googling found me. No matter how you ended up here, I’m happy to have you and to help, so grab yourself a glass of wine (or champagne, this is wedding planning after all!) and read on.


PLANNING PROCESS

STEP 1: CHOOSE A DESTINATION WEDDING PLANNER

Your destination wedding planner (or destination wedding travel agent) will help you narrow down location, choose a date, negotiate rates and concessions for you, etc. In order to get as many of your “must-haves” as possible, we will take a look at your spending plan (or make one) to guide you to the right location or venue.

Where you start this process, will determine how fun or how much of a headache the planning process, travel, and wedding day will be.

STEP 2: LET’S DISCUSS

We will jump on a video chat and discuss all things relating to your wedding. This will take roughly an hour, so grab a glass of wine and get comfy on the couch and let’s discuss all your wedding dreams!

There is so much to talk about. Here are some examples of things that we will discuss..

  • What are your wedding absolute musts?

  • What kinds of activities do you want to have for you, your guests, or even on your honeymoon?

  • How many guests?

  • Are children allowed?

  • Is your wedding date flexible?

  • Are you looking for an all-inclusive resort or an off-site venue?

  • Do you want an outdoor or indoor ceremony and reception?

  • Do you want a legal or symbolic ceremony?

  • Are you planning on bringing any of your own vendors, like a photographer?

The biggest tip I can give is to BE HONEST! If you really want something or really don’t want something, you need to tell us about it or we won’t know (We don’t have ESP-N or something - lol). Another tip - and this is a huge one - please don’t lie about your spending plan! Most couples have a spending plan in mind, but instead of telling their destination wedding planner, they give us a much lower number to “see what magic they can do”. This is a HUGE waste of time, for both you and us. Give us the honest info and we’ll give you the best options we can find or we will tell you if that number just isn’t feasible for what you are wanting. Either way, honesty is the best policy.

step 3: DESTINATION WEDDING PLANNER GOES TO WORK

After we finish our video chat and you go relax, I get to work figuring out what locations and resorts work for your budget, guests, and wedding preferences. From here, we will narrow it down to a few options and I will reach out to the resort’s wedding department to inquire about wedding dates. This could narrow our search down even more as some of the resorts may not have your preferred date available.

Once we have 1 – 3 locations in mind that have your wedding date options available, we will put together room rates for you and your guests, based on the types of rooms that are available and the options you’ve asked for, and present them to you for review.

How does this happen? Sometimes, we reach out to the resorts directly and other times we work with something called a “tour operator”. A tour operator buys or owns a very high volume of travel components and will then package these components for travel agents to sell. In order to purchase or book this way, you need to be a travel agent (with a CLIA or IATA number).

Why would we use a tour operator versus booking directly with the resort, you ask? First, a tour operator books millions of dollars a year with these resorts, so when something goes awry, you have more than one avenue of complaining and being able to get a resolution. Second, they offer travel protection in the form of travel insurance to protect your investment. Last, the rates will be the same as when booking directly with the hotel so why not have a huge company backing your event to make sure that things go according to the way they are planned.

We then present these options to you and go over room rates, contract, wedding packages, etc.

STEP 4: CHOOSE YOUR VENUE

After reviewing all of the options presented, you say yes! to the venue! Once we get your approval, we will proceed with a contract to secure your wedding date and room block. Woot woot! Other than the legal stuff, this is super exciting!

How does this happen? Your destination wedding planner/travel agent will first re-contact the resort that you have chosen and ask them to proceed with a contract for the wedding ceremony date and time. The resort will need your exact names – very important – address, email, and phone numbers. A contract will be prepared with this information and emailed to you for a signature. Normally, there is a small window to get this contract signed and returned – usually 1 to 2 days. You’ll fill out the contract, signing each item, and return it. The resort will ask for your credit card or your bank information at this time and will charge you a small ceremony deposit – usually around $250 or so, but each location is different (here lately the ones that I have been doing are $1000).

Once the resort has received this information, they will email a confirmation of your deposit payment an you are officially on the books. Your wedding date and time is reserved and I will email over a confirmation receipt to you.

Once the resort has secured your ceremony date and time, you will, in most cases, be assigned an “on site wedding planner/coordinator” from the resort.

I pride myself on being super responsive to emails and messages. If you’re like me, then this is a super important message for you! Once your contract is signed and your date is reserved with the resort, communication from them will typically slow down significantly. This might drive you crazy if you let it (just like it does me!), but realize that they are on island time. As your wedding gets closer, the response time will get better and better. Just make sure to cc me on all of those emails and we will make sure that everything gets taken care of! *wink* This does not mean that you aren’t important! They just have a lot of Brides that they are working with that may have wedding dates sooner than yours.

step 5: set up your room block

After your on-site destination wedding planner receives your wedding confirmation, we send it on to the tour operator. They then proceed with the contract for the room blocks for your guests. If you’d like more clarification on setting up room blocks for your wedding, or why you should do so, check out part 2 in my destination wedding series that explains it.

The room block contract will be sent via email and again you’ll have a short window to sign and return it with the initial deposit. We can schedule a quick call with you to go over the contract and discuss any questions you might have before signing if needed. The room block contract will show the deposit amount, when it is due, all of the payment milestones along the way, and the date for the final payment. Any other costs associated with the travel - travel insurance, attrition rates, etc - will also be listed.

How much is the deposit? The deposit varies with each room block. It could be as little as $50 – $100 per room to 50% (or even the whole amount) of the room rate. This just depends on the resort you choose, how many days before your wedding you book, and a number of other factors. Normally, the further in advance you book your room block, the more agreeable the deposit.

Don’t forget, up until you have signed the contract on any part of your wedding – room pricing, ceremony details, airfare – the rates are subject to change. Travel components can change VERY frequently. There is such a short window to sign the contract because, until signed, the rates can change at any time!

Once your room block contract is signed and returned with payment, your destination wedding planner will receive a confirmation email. which we forward onto you.

STEP 6: SAVE THE DATES AND YOUR WEDDING WEBSITE

We set up your wedding website where you will send your guests. This will have all of the information about the wedding – the location information and photos, time of events, how to book their rooms and travel, info on transportation to and from the location, passport information, and just about anything else that guests need to know. You can fully customize this site and can also post information about yourselves, like how you met, photos of together, registry information, a timeline or itinerary, dress code, etc.

This will be the place where you can send guests that gives them all of the information and help eliminate a ton of texts and calls to you asking about anything and everything under the sun. You can just tell them to go to your website and if they still have issues give them my email and we will get it worked out!

At this point, you will compile a list of your guests and give it your wedding planner/travel agent -very important!

STEP 7: VISIT THE RESORT

If you have the time, and you’re able, I’d recommend taking a few days to visit the resort you’ve selected to check out the ceremony locations and chat with their on-site wedding coordinator. Once you’ve selected a specific resort as your wedding location, some will offer discounted rates or other perks for you to visit. This way you can taste the food, check out the resort and surrounding area, meet with your on-site coordinator, look at the ceremony options, come up with a Plan B option just incase, and then just relax and have a little fun.

Your destination wedding planner can help you set up a meeting with your on-site coordinator and book your trip or “site visit”. If you’re not working with a full service wedding coordinator, the on-site coordinator at the resort will be your contact for anything involving the actual ceremony and reception. He or she will take all your vision for your wedding ceremony and reception and assemble the on-site vendor team to make it all happen. If you do have a full service destination wedding planner, the on-site resort coordinator will still be available to you, if needed, but your full service wedding planner will be the person that is most in contact with the on-site coordinator.

STEP 8: GET TO PLANNING!

Between now and the wedding, you will be getting all of your plans in order (cake, decorations, photographer, DJ, etc.). Your destination wedding planner will be connecting with all of your guests and helping them to confirm their travel arrangements and answer any questions that they may have.

45 days before the wedding: All of your on-site ceremony and reception items will typically need to be chosen by 45 days or more before the wedding. Also, this is typically when final payments will be due for travel and wedding related items.

30 days before the wedding: The countdown is on at this stage of the game! Now, a new person will be assigned from the resort – the onsite wedding planner. I know it is unnerving to feel like you’re starting with someone new so close to the wedding date, but don’t stress. This is just the way most resorts work. Once your on-site coordinator passes you along to the onsite wedding coordinator, they will confirm all the services you’ve hired and they will be assisting you once you get to the resort.

2 days before the wedding: 48 hours prior to the wedding, you (the couple) are almost always required to be on site at the resort. If possible, play it safe and arrive to the resort 3 days before the big day so you can consider the possibility of any weather or other delays. After arriving, you will meet with your on-site wedding coordinator to confirm all of the details of your wedding ceremony and other events.

Step 9: sit back, relax, and get ready for an awesome day!


Ready to get started planning your dream wedding? Book a consultation today!

 
ULTIMATE CROATIA GROUP TRIP: SEPTEMBER 3-10, 2022
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ITINERARY OVERVIEW

Destination: CROATIA
Travel Style: Active/LUXURY
DATES: SEPTEMBER 3-10, 2022
PRICE: $2999 PP (Based on double occupancy)

Day 1: Arrival Dubrovnik

Day 2: Dubrovnik City Tour

Day 3: North Elaphite and South Mijet Island Tour

Day 4 Transfer from Dubrovnik to Split - Evening city tour

Day 5 Full Day Hvar and Pakleni Island Tour

Day 6 Plitvice Day Trip from Split

Day 7 Free Day with optional Krka or Canyoning Tour

Day 8 Departure from Split

DATES & PRICES

September 3-10, 2022| From $2999 pp (based on double occupancy) | All-inclusive package including accommodation, activities, and meals as listed below.

International and intra-country airfare and visa fees not included

Payment schedule:

  • $1000 per person deposit due upon booking (Non-refundable 180 days prior to departure)

  • Balance due 120 days prior to departure

Optional Add-ons:

  • Hotel single supplement (contact for accurate pricing)


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ITINERARY

DAY 1: SEPTEMBER 3RD - ARRIVE INTO DUBROVNIK

After arriving into Dubrovnik. transfer to hotel, Hotel Excelsior Dubrovnik. This will be your home for the next 3 nights.

GROUP WELCOME DINNER PLANNED FOR TONIGHT AT RESTAURANT Dubravka.

DAY 2: SEPTEMBER 4TH - DUBROVNIK OLD CITY TOUR

Today we will spend the day getting to know and learning about Dubrovnik.

The tour lasts for about four hours and it begins with a drive to Srdj mountain. This is a place from which you can see the entire city, along with its two-kilometer-long walls and, believe us, it is breathtaking. Srdj is a place of historical importance since, during wartime, that is where the military front was located. It also hosts the Homeland War Museum.

After Srdj, we will begin our descend into the heart of the Old Town where you will see all the most important locations. After that, we will climb the famous walls that encompass the Old Town. During the hour and a half we spend there, you will see the postcard view of Dubrovnik and all its terracotta roofs.

Afternoon at leisure.

DAY 3: SEPTEMBER 5TH - NORTH ELAPHITE AND SOUTH MIJET ISLAND TOUR

Private boat tour on the Phantom and Ferratti from Dubrovnik to North Elaphiti and South Mljet Islands .During north Elaphiti islands tour you will visit Island Sipan and it’s Sipanska Luka Bay. Sipanska Luka ( Port of Sipan) is the main port at Sipan, therefore is very popular destination for sailors being well protected harbour. There are numerous architectural monuments from the Middle Ages, vineyards, pine tree woods, crystal clear Adriatic sea.

North from Sipan towards the Island Mljet, we will cruise along uninhabited Islands Jakljan and Olipa. This is where you will discover beauty of the Adriatic and untouched nature. Hidden bays, wonderful rock formations, cliffs and woods. Due to it’s privacy and nature this area of Adriatic often attract Mega Yachts so you might see some celebrities there. After a swim in one of the bays, we will head towards Island Mljet and visit Prozurska Luka.

Prozurska Luka is a small bay on Southern Part of Island Mljet and attracts families and sailors for it’s tranquility. Another stop on your private boat tour is Limuni Beach. Peaceful sandy beach with shallow waters. On your way back, we will stop at the Blue Cave on Island, Kolocep, if you wish to swim inside the cave. Overall, North Elaphiti and South Mljet tour will take you to places where we can truly escape the ordinary.

Drinks, Towels, Snorkeling masks, and Stand up paddle boards included on the tour.

Lunch on your own (Recommend Konoba Tauris)

DAY 4: SEPTEMBER 6TH - PRIVATE TRANSFER FROM DUBROVNIK TO SPLIT

After breakfast, we will enjoy a private transfer to Split. The drive is absolutely gorgeous!

Upon arrival into Split, we will get settled into the hotel and then regroup for an afternoon walking and history tour of Split.

Our guided tour will be followed by a group dinner at a local restaurant where you could possibly try the local cuisine “Peka”.

DAY 5: SEPTEMBER 7TH - FULL DAY HVAR AND PAKLENI ISLAND TOUR

Today we will have a full private day boat tour of Hvar and surrounding Pakleni Islands.

Hvar – everyone knows about it – 1h boat ride from Split – you have all the time in the world to explore the old town. After free time for sightseeing, we’ll take you to Pakleni islands archipelago (“Hell islands”). Just 5-10 minutes from Hvar town – amazing archipelago consisting of 16 islands, with numerous bays, beaches, beach bars, etc. – approximately 2 hours of free time.

Drinks, Towels, and Snorkeling masks included on the tour.

Lunch on your own in Hvar

DAY 6: SEPTEMBER 8TH - PLITVICE DAY TRIP FROM SPLIT

Today we will head from Split to Plitvice National Park.

Lose yourself in the UNESCO-listed landscapes of the Plitvice Lakes National Park on this full-day tour from Split. Take a short hike around the magnificent tree-lined Upper Lakes (Gornja Jezera); stand in awe before Veliki Slap, Croatia’s biggest waterfall; and enjoy a thrilling cruise around the Lower Lakes (Donja Jezera).

  • Explore the UNESCO-listed natural wonders of the Plitvice Lakes

  • Hike around the magnificent Upper Lakes (Gornja Jezera)

  • Soak up the scenery with a boat cruise around the Lower Lakes (Donja Jezera)

DAY 7: SEPTEMBER 9TH - FREE DAY WITH OPTIONAL KRKA OR CANYONING TOUR

Enjoy a day at leisure or opt to take a day trip to Krka National Park or Canyoning adventure.

Farewell group dinner.

DAY 8: SEPTEMBER 10TH - INTERNATIONAL FLIGHT HOME

Enjoy your last breakfast at the hotel and then your transfer to Split airport is included.

End of Services

**International flights not included**


Email me to reserve your spot today!