I have decided to let all of you future brides and grooms in on some key points when planning a destination wedding to make your day run even more smoother.
1. Choose a Travel agent who SPECIALIZES IN DESTINATION WEDDINGS! www.posetravel.com
2. Now that you are engaged send out an email ASAP to all of your invited guests letting them know;
a. that you are engaged and b. that you are having a destination wedding and they are invited. In this email you should mention;
* What city you are thinking about having the wedding i.e. Mayan Riviera, Costa Rica, Jamaica etc (if you don't know list them all!)
*Approx time frame when you want to have the wedding i.e. "We are hoping to have our destination wedding/your vacation mid - end of November 2012".
*Approx price range they should be expecting to pay (always go a little higher than what you expect to pay so that you look like a hero if it does come in lower and it gives more room to be flexible when choosing your resort. As a rough guideline for prices e.g. Mayan Riviera 5 star All Inclusive wedding for 7 nights accommodation, return flights and round trip airport transfers in Mexico, typically most people try to budget for their guests paying $1600 per person including taxes.
* Explain to them how a group booking works; Most suppliers i.e. Westjet groups, US Vacations offer a "group" air and land booking (which is only available to a Travel Agent) Thus meaning return flights, accommodation and round trip transfers when a minimum of 10 rooms are booked at the same resort. The benefit of a group booking is that is typically around $100 per person cheaper than what you see online + the price is guaranteed for the whole group not just a seat sale that you will come across online + you pay an initial non-refundable deposit per person of approx $250 and this deposit is taken off your final payment + you do not need to pay the final balance until approx 60 days prior to departure. This way your attending guests have some time to start saving.
3. Set up an online free wedding website, there are many to choose from such as www.mywedding.com or www.ewedding.com let your guests know the link via email. You can set up an RSVP link on this website so that guests can RSVP directly to the site, you can update your guests with info, let them know if you are having a gift registry etc.
4. Speak with your destiantion wedding specialist travel agent about resort options (they are experts and know prices very well as they are used to this). Once you have narrowed your options to about 3 different resorts your Travel agent will now send away a request to their preferred suppliers and wait approx 3 -5 business days to hear back with a group price.
5. Depending on whether your Travel agent is a destination wedding specialist or not he/she or you will contact the wedding team at the chosen resorts and make sure there is a day available to be married, when the resorts wedding team confirms which date you/travel agent will temporarily book your wedding. (Pose Travel offers this service to all clients)
6.. Group prices have been received by your Travel agent and you decide to choose the Now Sapphire, Riviera Cancun as the price came in under what you expected, now you will send your guest list to your Travel agent who will then prepare an info sheet with all of the prices, dates, info on the resort, you name it! and email it off to your guests. You will have 30 days from the time the Travel agent receives the quote until initial $256 per person deposit is due. When a guest decides to commit to the trip they will contact the dedicated Travel agent and he/she will take the information required for the deposit.
7.You or your Destination wedding specialist (Pose Travel www.posetravel.com- Destination wedding specialists) will conact the resorts and make a final booking for your wedding day.
8. Once all of the guests have replied and the group quote has expired (30 days have passed) the Travel agent will send all the details to the supplier who will make the reservation, your credit cards will then be charged.
9. From this point up until the final payment is due you will be working either on your own or with your Travel agent/destination wedding specialist on your wedding planning (Pose Travel offer this service for $500 + hst).
10. Next stage the final payments are due along with Passport information - your travel agent will advise everyone 2-3 weeks prior and if anyone needs to update their payment method or let the Travel Agent know their passport details, date of birth etc.
11. Departure day - Just like a regular flight however this one will be even more exciting as you will have family and friends on the same flight and the bride will be treated like a princess as she wonders around the airport with a HUGE white bag (her wedding dress)
12. A couple of days/one day prior to your wedding day you will meet with the wedding team at your resort to go over all the details and also to do a walk through with everyone who is in the wedding party.
13. Your wedding day! enjoy!
*Note: A destination wedding can be legal or symbolic - You have a choice to be legally married with a Marriage celebrant in your home town prior to departing (I would suggest approx 60 days prior to departing to allow for the printing and sending of your marriage license) or if you choose to have a legal wedding during your destination wedding than there are some different processes i.e. in Mexico you have to arrive a minimum of 3-5 days prior to the wedding for both of you to get blood work done (there is a cost involved in this), the marriage license will be mailed to you once you return (allow at least 90 days) The document will be in Spanish so you will need to pay to have it translated, you will also have to pay a little more for the ceremony itself + processing fees.
