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Choosing Your Guest Accommodations for Destination Wedding
When picking out accommodations for your wedding guests, the most important thing to consider is, well, your guests! This is especially
true for destination weddings, when a majority, if not all, of the guests will require rooms and most will stay longer than just one night.
Since many guests will stay in the hotel or hotels you recommend, there are a few things to consider before you decide on where they'll lay
their heads.
Be sensitive to budgets
Not every guest has a price range that is in the same range as your own. What is expensive to you might be affordable to others - and vice
versa.
While those who are accustomed to luxurious rooms can generally request room upgrades and extra amenities in the hotel(s) of your choice,
guests who are struggling with a limited budget might discover that your location is out of their price range - and therefore, so is your
wedding.
Offering a range of options to your guests is key, especially if you are planning a large wedding and its likely that one or more of your
hotels will sell out.
Secondary hotel options should offer mid-range prices, especially if your wedding hotel is a 4 or 5 star resort. If there is a chain hotel
nearby, there is also the chance that your guests will be able to take advantage of various memberships and points programs.
Consider location
If the wedding is being held on the grounds of a hotel, it makes sense that it should also be one of the listed choices as the bride and groom
are most likely to be staying there.
If the wedding is not being held on hotel grounds, pick a hotel that is close to the ceremony and/or reception so guests do not have to travel
a long way from their accommodations.
When more than one hotel will be housing your guests, proximity also comes into play. Chances are, your guests will most likely want to mingle
with each other - and you! - at your 'host hotel' and not miss out on the fun by staying 30 minutes away across town.
Know what you need
Before you start looking at accommodation options, make a list of the items you must have, things that would be nice, and things that could go
other way. It will help you make your decisions easier.
For instance, if the resort is largely self-contained and there is very little reason for your guests to rent a car, a hotel shuttle from the
airport might be necessary. If there are a number of kids attending, you might require a pool. Other considerations include exercise
facilities, restaurants, concierge, a banquet hall, etc.
Ask about extras
Hotels like group bookings for a reason - they are assured more business, without ever having to market to the attending group themselves.
In order to snag this lucrative market, they will often offer incentives such as room discounts for members of the group.
Other incentives include guest extras like a room upgrade or an amenity such as a bottle of champagne. The bride and groom themselves might
be eligible for a free or discounted room!
Beware of the restrictions
The rule of thumb when looking at hotel contracts is that, like most things in life, when something looks too good to be true it usually is.
Don't be deceived by hotels that promise you oh-so-low rates…but, when you arrive, give you rooms next door to the construction. Also be wary
of over committing - do not promise to book 20 rooms when you only have 50 guests, or else you might end up footing the difference.
Conversely, make sure you have enough room for all your guests.
Using a travel specialist can help you avoid these pitfalls. Agents are aware of various restrictions and are
likely to have previously worked with the hotel - and have competitive rates! However, if you do decide to negotiate directly with a hotel,
be aware of its limitations, deadlines to commit and additional requirements. Otherwise, you might be in for a very expensive surprise.
List of questions when deciding on accommodation
Here are important things to ask yourself and your travel specialist before choosing a destination wedding hotel(s):
Will all of my guests be able to fit into this hotel?
How close is the hotel to the ceremony? To the reception? To other hotels?
Can the hotel 'hold' rooms for my guests until they book, and if so, for how long?
If we are required to block off rooms, what happens if not all of them are used?
Will guests receive anything 'extra' like a room upgrade, or an amenity, by being part of the group?
Is there a group discount?
Will we receive a discount, free room or room upgrade for hosting our wedding or arranging a group stay at this hotel?
What services are available for our guests?
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