Group booking and how to get reimbursed?

[JenK]

Hi everyone! I searched on the forum and I couldn't find any information on this topic. If there is already a thread, I apologize! We got our group contract today and we have to put a deposit for rooms and flights tomorrow! So my FI and are putting the deposit down for the minimum requirement to keep the group booking. I haven't yet talked to my TA but I am wondering how we get reimbursed for this? We were thinking we would give our guests some time to put their deposits down (the invitations haven't gone out yet), and then we are hoping our TA reimburses us? I'm hoping I can hear from others who have had to put down deposits for the travel and how they got reimbursed! Thanks!

[Cassie South]

Hi Jen,

 

I can't speak on behalf of your TA, but since you are located in Canada I can give you an idea of how we process group deposits.

 

All major Canadian tour operators (Westjet, Air Canada Vacations, etc) require a group deposit in order to hold space. The deposit amount ranges, but it's usually $200 a person and can be for ten people or ten rooms, it depends. Normally you are looking at a minimum of a couple grand just to hold the group space. This money is completely non refundable.

 

Here at Blue Petal Weddings, we keep track of the deposits as they come in and credit each one to the bride and groom (since they almost always have to put down the group deposit). So you'll have $2000 with us and we confirm your guests rooms using your money. Everytime someone pays a $200 deposit, we then apply their money to your room. We have to do it this way, since we are legally not allowed by the wholesaler to refund your money (cause that would be too easy!)

 

By the time you have ten guests confirm (and fill your group minimum), you will have a credit on our books for $2000. This can be applied to your room, any other travel plans like tours or flights, your honeymoon, whatever...

 

Your TA may do it differently, but this is how we can assure the bride and groom get their money back when they've had to cover the group deposit.

 

Hope that helps!

 

Ginger @ Blue Petal

 

 

[mochamakes3]

Jen, That's why we didn't use the traditional Canadian booking method. We arranged a group directly through the resort so we didn't have to pay any deposits aside from our own room. As guests booked they paid their own rooms and booked flights on their own as well. 

 

[TammyWright]

Hi Jen,

 

this is really something that you are going to have to discuss with your TA because she may have the contract written in a way that works with how she books groups.  

[JenK]

Thanks everyone! I have since discussed it with my TA and we figured out the best process for me and my FI. I just was curious how others went about it as I had no idea of the process. Anyways, thanks again!

[Cassie South]

Hi Jen,

 

I apologise if I caused any confusion on this matter... Every wedding is different and I was just explaining one way of many. Every couple handles deposits differently and not all weddings are booked through tour operaters. Tammy is correct in that the best person to ask this to is your TA.

 

Thanks,

 

Ginger

 

[TammyWright]

 

 

Originally Posted by JenK 

 

Thanks everyone! I have since discussed it with my TA and we figured out the best process for me and my FI. I just was curious how others went about it as I had no idea of the process. Anyways, thanks again!

 

great news!

[aaronlori]

Glad this worked out for you. Our TA was a little unhelpful in this regard. Really wish we would have found someone else, but her price was significantly lower than any other TA we had dealt with.