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Group Bookings and Invites


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#1 lauriewilde

lauriewilde
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    Posted 22 February 2013 - 03:25 AM

    Hi Everyone,

    I am new to this site and hoping I can some advice from all of you. I have booked to get married at Dreams Tulum the week of February 16, 2014. I have Save the Dates ready and a website created.

    Our travel agent told us that Dreams Tulum only gives quotes for a 2 week time period and then my guests have to get a new quote after that. Could change the price could not?

    Has anyone dealt with this constant changing quote? I thought I would get locked in for a longer amount of time?

    Alos, what wording did you use on your Save the Dates to get people to book, I fell like I am so in advancce no one knows their schedules or holidays at work?

    Last question. How far in advacne did you send actual invitations? Our Early Booking bonus in Aug 22, should I do it before than?



    #2 pokeyholly

    pokeyholly
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      Posted 01 March 2013 - 09:07 PM

      Where are you located? Are you doing a group booking? I have never heard of the rates changing every two weeks but I know when you book from the states it's different. We had a group rate and it was good for 90 days. I missed the window to send out Save the Dates but as far as wording goes, just put your wedding date and place in there and your wedding website address. It's still pretty far out but it gives people the opportunity to book time off of work and save $$. I sent out my invites 8 months before my wedding and by the time guests received them, they had three months to put a deposit down to secure the group rate. There are still some guests that may come and if they book, they have the option of going through my travel agent to get a new rate because they missed the deadline or they can make their own arrangements. I think Save the Dates are more so to give people a heads up. A lot of times people will let you know their intentions right away. I hope this helps you out a bit. Check out the DIY STD thread and I'm sure you'll get some great wording ideas.... some people just do a magnet with the wedding date, location and perhaps the wedding website. 



      #3 jrack

      jrack
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      • 235 posts

        Posted 03 March 2013 - 01:17 PM

        Originally Posted by pokeyholly 

        Where are you located? Are you doing a group booking? I have never heard of the rates changing every two weeks but I know when you book from the states it's different. We had a group rate and it was good for 90 days. I missed the window to send out Save the Dates but as far as wording goes, just put your wedding date and place in there and your wedding website address. It's still pretty far out but it gives people the opportunity to book time off of work and save $$. I sent out my invites 8 months before my wedding and by the time guests received them, they had three months to put a deposit down to secure the group rate. There are still some guests that may come and if they book, they have the option of going through my travel agent to get a new rate because they missed the deadline or they can make their own arrangements. I think Save the Dates are more so to give people a heads up. A lot of times people will let you know their intentions right away. I hope this helps you out a bit. Check out the DIY STD thread and I'm sure you'll get some great wording ideas.... some people just do a magnet with the wedding date, location and perhaps the wedding website. 

        I'm booking for Canada, and my rates are changing every three as well... all my guests have to secure their deposite by March 20..



        #4 pokeyholly

        pokeyholly
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          Posted 07 March 2013 - 09:32 PM

          Originally Posted by jrack 

          I'm booking for Canada, and my rates are changing every three as well... all my guests have to secure their deposite by March 20..

          Sorry, I didn't even realize that you had responded. Yes March 20th is quite early and it's coming up quickly. So they have to pay in full by August? I had the option to have an incredible rate with Westjet vacations ($1500 incl taxes from Edmonton and my Toronto guests were less than 1300) but it had an early booking bonus and everyone had two weeks to pay in full. I hadn't even sent the invitations or any save the dates yet. So I went with a higher group rate with ACV ($1700 from Edm) but the guests had 3 months to put a deposit down and dont have to pay in full until the end of April. I didn't feel right about putting the pressure on guests. Of course I want the best rates but I also want us to be with the same carrier! We ended up getting two free passengers (ACV Promo) with our group and normally the bride and groom fly for free but we applied the credit to everyone's file. It doesn't work out to much when you have a lot of people going but at least it's something right? 

          If I had been more prepared, I would've sent out Save the Dates a year out and let people know what our intentions were and that we are going to jump on the best rate so be ready to book. But I really didn't know what I was doing lol. Another thing though... there was an "early booking bonus" with ACV as well that required everyone to pay their deposits in a short amount of time but I declined that and decided to wait it out. Well the rates were published after the whole "Early booking Bonus" thing and they weren't that much higher than what I was originally quoted. So keep that in mind too. Sometimes TAs will put the pressure on you to book ASAP but you're still pretty far out. Did you shop around for your rates? Did you already contact the guests? 



          #5 lauriewilde

          lauriewilde
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            Posted 08 March 2013 - 05:50 AM

            Hi I'm just outside Toronto in Canada.  I have it worked out now.  I have a big enough family that we needed 10 to establish a group rate and got it.  The travel agent said that the price wont change for a couple months but wont guarantee.  I am with this company as my Friend works there, so i didn't really shop around but have a good deal right now.

            Thanks for the help with the invites.  I sent save the Dates out and did get a good idea of who is coming.  You also answered my next question of how early you put invites out.  Since our first rate ends August 22, I think I'll send them out in May, so they are already aware and have time to book, or else they can find other arrangements.

             

            I appreciate your help, this is an awesome forum.



            #6 pokeyholly

            pokeyholly
            • Jr. Member
            • 176 posts

              Posted 08 March 2013 - 07:03 AM

              Sorry, I didn't even realize that you had responded. Yes March 20th is quite early and it's coming up quickly. So they have to pay in full by August? I had the option to have an incredible rate with Westjet vacations ($1500 incl taxes from Edmonton and my Toronto guests were less than 1300) but it had an early booking bonus and everyone had two weeks to pay in full. I hadn't even sent the invitations or any save the dates yet. So I went with a higher group rate with ACV ($1700 from Edm) but the guests had 3 months to put a deposit down and dont have to pay in full until the end of April. I didn't feel right about putting the pressure on guests. Of course I want the best rates but I also want us to be with the same carrier! We ended up getting two free passengers (ACV Promo) with our group and normally the bride and groom fly for free but we applied the credit to everyone's file. It doesn't work out to much when you have a lot of people going but at least it's something right?  If I had been more prepared, I would've sent out Save the Dates a year out and let people know what our intentions were and that we are going to jump on the best rate so be ready to book. But I really didn't know what I was doing lol. Another thing though... there was an "early booking bonus" with ACV as well that required everyone to pay their deposits in a short amount of time but I declined that and decided to wait it out. Well the rates were published after the whole "Early booking Bonus" thing and they weren't that much higher than what I was originally quoted. So keep that in mind too. Sometimes TAs will put the pressure on you to book ASAP but you're still pretty far out. Did you shop around for your rates? Did you already contact the guests? 

              Lol I'm such an idiot! I thought jrack's comment was yours lauriewilde so that's what I was replying to. I was thinking hmmm march 20th is coming up pretty quickly if your Save the dates hadn't gone out yet. Well I'm glad it all worked out for you! That's plenty of time for people to decide as well as save! Happy planning!




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