Originally Posted by CGervaisToBe
Awesome, thanks! We are beginning to discuss making our invites, the FI and I... wondering about the best way to do this. In order to get a good quote, we need a good estimation on the group count for the travel agent. But we won't really know that until we get RSVPs back from the invites. But we really wanted to send pricing info WITH the invites... lol. Ideas? I was just going to ask people personally if they are thinking they will come or not, get the group quote, then send that out with the invites. Did you guys have people mail back RSVPs or just email? We sent out Save the Dates last month won't do invites until later this year!
We invited 100 people, and after our save the dates went out last July (I think?), we got an idea of who we thought would be able to make it. (of course EVERYONE said they were coming initially but you'll start to see who is actively looking to book)
We put our Travel Agent info in the STD, not pricing, so they could contact her with ANY questions. It was extremely helpful and I didn't have to worry about telling anyone about pricing. We didn't include her contact info in the invite, though I wish we had, because they didn't go out until end of January and guests who hadn't booked yet had lost her info! (so I was getting texts and just sent a screen shot of her info to them)
We were expecting bewteen 40-60 people from the start so that's what we used to negotiate rates. We locked in 20 rooms as soon as we could book (360-something days in advance) and 20 seats on the same flight. We ended up filling both. (we had 7 additional rooms booked and an additional 30 seats booked outside the "group" for 50 total seats and 27 rooms) The only thing I will say about reserving seats on the plane, the airlines like to see the seats getting booked or they bug you. As long as guests book with your TA, they should be filling your block of rooms no matter when they arrive...
When our guests sent the response cards back, we basically already knew they had booked bc our TA would send me updates. I mainly needed their food choice and the response card was just a formality. I'd encourage people to start booking as soon as you negotiate rates...and you're never going to be able to wait until they send back their RSVP to negotiate a good rate.
Hope that helps!
We were happy over all with what we put on hold, it locked in rates for our guests who booked within the "group". We also got a dicount set-up for those who did not book the same travel time as us.