Group Airfare just isn’t Fair!!

One would imagine that if you had 20 people flying on the same flights, there would be a great deal getting a “group rate”.  Common sense would even suggest that if you had 30 to 40 people, you could even get a couple of free seats, right?  Well, there is really nothing “sensible” when you are dealing with the airlines.  In fact, you don’t get a better rate or even earn a free seat with most of the airlines even if you have a group of 40!   Here is the complete lowdown on group airfare.

First, a group rate consists of 10 or more people flying the EXACT same days from the EXACT same airport.  This is key as many destination wedding guests don’t always travel on the same dates or fly from the same airport.

Second, if you see a rate online for 1 or 2 passengers, that rate might not be available for 10 people or more.  The airlines may only have a few seats left at that rate so if you block out 10 or more seats, the chances are likely that those 10 seats will pay more than the lowest rate you are finding. If your guests are looking at airfare online, they could protest to the group rate you have locked in, as they may see 1 or 2 seats at a lower rate.

Third, most of the major carriers require 50 + seats to even earn 1 free seat, and that free seat is only worth the fare, and does not include the taxes (so it isn’t completely free).

At this point, I bet you are asking if there is any advantage at all to getting a group rate.  There are definitely some “pro’s” to blocking out a group rate.

First, most guests only need to put down between $50 to $100  per person rather than paying full for the flight.  This can truly help those on a budget crunch.

Second, many attendees of weddings procrastinate and when they finally get around to looking at flights, airfare can either be sold out or completely over their budget, so locking in on a group rate assures your guests that there is space and at a decent price (if you blocked it out early enough).

Finally, most group contracts allow for name changes and final payment isn’t due until 30 to 60 days prior.  If you are holding 15 seats and only need 12, most contracts allow you to drop those remaining unused seats prior to final payment.

Now the downside to group airfare is that though you put a small deposit down, the taxes can change.  Sometimes the taxes go up and sometimes they go down.  The airlines also require only 1 form of payment. This means that your guests would have to pay 1 person with a check or cash and that 1 person would need to put all the deposits and the final payment on 1 credit card.  At VIP Vacations, we use our company card so your guests would only need to pay VIP with a check.

So are there any deals if you have 50 guests but they are flying from other airports and on different dates?  There are some carriers that allow a “discount” code for groups.  This code can take off 5% for everyone attending your wedding that travels within 7 days prior and returns within 7 days of your event on the same airline.  We set up this code for just about every one of our wedding groups the moment you book with VIP!  Airfare can truly make or break the budget for your guests.  Knowing how group rates work can really help you plan the dates you anticipate your guests traveling.  VIP realizes that one of the most stressful issues in planning a destination wedding is dealing with the airlines. We know the rules of playing the group airfare game and are here to tell you what is fair with your airfare!

Address the Dress for your Guests

When you travel to a destination wedding chances are you are going to a lovely tropical paradise.  So I’m pretty sure that bringing a suit or formal gown isn’t on your packing list.  Often times, your guests may not be aware of what type of “dress code” you want for your wedding.  If you are the bride, you should ask yourself if you are ok if the men coming to your wedding could wear shorts.   If you are not, then you should state that to your guests prior to arriving at your destination.  If you have a vision of formality or a color scheme, like I did, in which all of my guests were requested to wear white (yes, I was very specific and the photos are gorgeous), which I specified in their invitation.  It said something like, “guests are kindly requested to wear white”.  Everyone followed the guidelines and many of my clients have requested the same thing too.

There are many times during the course of planning a destination wedding that a guest who is planning on attending a destination wedding, will ask one of the VIP team members what they should wear to the wedding.  Though I work with the bride and go over many aspects of the wedding, that detail is something  we don’t always discuss; therefore we encourage the guests to ask the bride.  What I often suspect is that many of my brides feel sheepish in asking guests to do anything else (including wearing something they might not be comfortable in – let’s face it, pants in the tropics may be uncomfortable for a guy). A bride also may feel that guests have spent money and gotten passports and may have to pay for checking in their luggage, and so requesting anything else may seem “pushy” or cost a guest additional money.  However, looking through photos after the wedding, a bride often laments that a particular guest showed up in cut off Jean shorts or a female attendee wore a sarong over her bikini.    Sadly no amount of photo shopping can fix those fashion disasters.

The best advice I can give is for the wedding couple to prepare a “Need To Know” sheet and send it to all your guests about 2 weeks prior.  Include in that sheet any info you may require about a dress code or your expectations for the wedding day (something like “country club casual requested”) as well as a potential itinerary for wedding events.   Don’t list too many things as I have found people don’t read long lists.   If you do have a specific requirement; like guests dressing in white, it may also be a good idea to detail that to the agent you are working with as you are planning the wedding just in case guests ask about attire.  Remember, photos tend to be one of the biggest priorities for wedding couples, so detailing what people look like in those photos is a must!

I never miss the opportunity to show others my wedding photos and talk about how even the resort I got married at (Beaches Turks and Caicos) uses my photos in their photo shops and in their brochures.   Incidentally, after I show guests my photos, they almost instantly understand how what guests wear can effect the overall look of the wedding.

Vendor Spotlight | Jennifer Doncsecz

Fabulous feature by Heather Long of Simply Designed (One of the best wedding blogs out there) about VIP and Jennifer Doncsecz! Really well done! Thanks Heather!

http://sdinvites.com/wordpress/?p=2507

Keep the Party Going?

Fabulous food and drinks with no bar tab; sounds like a dream, right?  Well this dream continues and the location is almost paradise where the beach is like sugar and the water is crystal clear.  Wait, you are not dreaming, you are at an all-inclusive in the Caribbean.  The best part of planning a destination wedding at an all-inclusive, is that there are no large bar bills and you don’t have to worry if your cousin in college will be able to afford to pay for the breakfast.  However, what some wedding couples may not realize is that since the swim up bar opens at 9am, some guests may not be used to consuming so much alcohol in the course of the day.  If you have family members who tend to “act out” when alcohol is involved, all inclusives can pose a potential issue.   This doesn’t mean you should opt out of the all-inclusive or not invite that particular guest, rather there are some steps to take to PREVENT rowdy behavior and avert a wedding party that is hung over!   

My first suggestion is to plan activities in the morning, possible golf outings for the men, or a spa party for the ladies.  One of my destination wedding couples held a brunch the day prior to the wedding for the ladies, while the men went on a fishing excursion.  Secondly, make sure you pack Advil, Pepto Bismol, and make sure you have a “hang over” kit, just in case someone in your wedding party is in bad shape the day of your wedding.   You also may want to alert some key family members to be on the lookout (on your behalf) for any guests that you know may have the reputation for “enjoying” themselves a little too much during the days preceding the wedding.  I have heard many stories from my wedding couples about specific guests being too drunk by the time they got married in the afternoon.   If you are worried about this, another idea is to schedule your actual wedding for earlier in the day, so you know you can prevent from consuming a little too much by 5pm (just in time for you to walk down the aisle).    If you are aware you are hosting a group of friends/family that certainly know how to “party”, many resorts have private areas you can rent or you can charter large boats, where you can have your reception, or rehearsal dinner away from the hotel guests. 

I have actually lost count of the number of stories that I have heard from former destination wedding couples that had that one lone guest who took the “all inclusive” aspect a little too far.  And I am sorry to say, that I too, had one guest totally embarrass herself by consuming way too much on the first day on the island.  I think that if you are aware that all-inclusive resorts can bring out the fraternity boy in a middle aged man, you can certainly take steps to prevent a potential catastrophe.  Plan morning activities, have guests keep a look out for classic offenders and make sure that you eat while you drink so you are not tripping down the aisle!  Hopefully, you will be able to say a thank you toast to your family and friends for traveling to your destination rather than worrying about friends or family that are toasted!

Show Me the Money!

Cost of the flights: Check
Cost of the resort stay:  Check
Prices for the wedding:  ?????

The question I seem to be asked continually by most perspective wedding couples is, “how much does the wedding cost and how much should I budget for?”

Many resorts offer “free weddings”.  But the “free” usually means, a very basic bouquet, a small cake, a location (with no decorations), 1 photo, and an officiant.  Oh, and the legal fees are often additional.   Usually, that is not exactly what most destination wedding couples envision for their amazing wedding.  So, how much should you budget for if you are choosing a destination wedding?

There are typically several wedding packages offered at most resorts.  Some start at $750 while others can cost up to $5000.00.  The packages can be totally comprehensive, including photography, full reception, entertainment, floral options, and a cocktail party.  Some packages can include slightly more enhanced options, but then allow you to add additional items too.   Before you choose your resort, you actually should consider the different wedding packages that are offered.   There are resorts that list all items a la carte as well.  The number one factor to the overall cost is going to be based on the number of guests you have attending and if you intend on having a reception at the resort following your vows.  On average, most couples spend about $5000 on the wedding features based on approximately 20 guests.  This would account for flowers, a cocktail party, a sit down reception, a decent photo package, and entertainment (DJ).

There are some destinations that are a little pricier than others.  Hawaii tends to be much more expensive for adding options and Mexico seems to be on the low end for extra’s.    For my wedding, photography was very important.  We knew we wanted to get a really large photo package and so we budgeted for that.  Some wedding couples want a dance floor placed on the beach, or a cigar roller, some want fireworks and some brides spend a great deal on hair/make up and spa features too.
The best thing to do when budgeting for your wedding extra’s is to list in order what you prioritize to be the most important.  Then, estimate the head count and review the many packages that are offered at the resorts you are considering.  VIP goes step by step through the packages with our clients.  We realize that destination weddings are not just about pricing the airfare and the hotels.   Once you have an idea of what you need to budget for, it makes planning your destination wedding a lot less stressful.  Nothing is worse than opening up the bill for all the extra’s and it taking you by surprise.   If you need to sort through all of the packages and really get an idea of a budget, give me a call and just ask me to help “show you the money”!

What’s Included in this All-Inclusive?

Selecting a resort that’s all inclusive is usually one of the best suggestions that I can give to my wedding couples. Having to not worry about bar tabs and what guests should budget for after they have already invested so much to travel to your wedding, truly lessens the stress and helps couples budget for their big day.  However, just because you are at an all-inclusive does not mean all or any of the wedding features are included.  What often surprises destination wedding couples the most is that the food for a wedding reception is not included or they only offer a semi private reception.  Photography, videography, flowers, décor and licensing fees are usually additional.  Anytime a guest asks for a “private” event, resorts have to hire additional staff, and create a customized menu.  They also assign a bartender, and use linens, tables, place settings which cost money and are in turn not usually included in the all-inclusive portion of the stay.  What is included varies by the resort and their wedding packages.  The “complimentary” wedding package is a very basic and bare package.  I often caution my couples to not just select a resort on the budget of your guests but also on the “extras” the resort may charge for their wedding packages and wedding options.  Couples should also look very carefully at the “vendor” policy from all-inclusive resorts.  Many all-inclusive resorts have strict policies for couples bringing in their own DJ, photographer, and videographer.  Some resorts also have trademarked their “wedding package” and limit any deviations from the color that is included in the package.  It is always a good idea to detail out some key aspects that may be a priority for you before selecting a resort.

1. Look at what you have to budget for in regards to the wedding options and extra’s.
2. Determine if you will be bringing any wedding vendors
3. Establish the importance of having flexibility with a wedding theme
4. Examine the wedding packages to determine if a bigger package includes what you want, or if it is better to go with a more a la carte package.

Once I explain the reasons why the “private reception” is not included in the all-inclusive feature, my wedding couples completely understand!  VIP always wants our couples to be aware of the features offered in wedding packages so that their expectations are set forth from the beginning.  We will also thoroughly go over the wedding packages offered at many of our favorite resorts to match what you envision with your budget needs!   Planning your destination wedding is not just about getting a price on a flight and hotel stay, at VIP, we try to make it an ALL INCLUSIVE experience

My Presence is my Present!

Usually I write my blog from the perspective of the bride. Having been a destination wedding bride, I often refer to my own experiences, coupled with experiences I have shared with the other wedding couples I have worked with over the years.  However, this blog entry is from the dual perspective of a destination wedding guest and a destination wedding bride.  I have had the pleasure of traveling to many of my friends destination weddings and am often asked, “did you get the wedding couple a gift?”
Many guests who book into our group weddings also ask if it is customary to bring a wedding gift to a destination wedding.  Guests often assume that the expense of going to a destination wedding usually infers that they won’t be purchasing a gift or giving a monetary gift either.

Is there any sort of etiquette for destination wedding guests when it comes to gifts?

Here are some general rules that have been widely accepted for destination weddings:

• For my wedding, we made it very well known that we didn’t want any gifts.  I also put in my invitations, “in lieu of gifts”, and this let the guests free from guessing.  Destination wedding couples who clearly do not want gifts should put the word out to their guests! Most wedding couples feel an enormous amount of guilt throughout this whole process concerning their guests paying to come to their wedding and they do not want to burden their guests with other costs.
• If the bride/groom stated that they didn’t want any gifts from guests attending their wedding, this doesn’t mean you should not bring a congratulatory card.   From the bride’s perspective, reading the cards following the wedding meant so very much to us. I have kept those cards and cherish them.
• The general rule in etiquette would also tell the invitee that if they couldn’t attend (due to financial reasons or other obligations) that a gift/card should be sent to the wedding couple.
• If the bride/groom are financially helping guests attend, than the guests should reciprocate with a gift.  This is even the case if the bride/groom state, “in lieu of gifts”.  If the bride/groom paid for your stay, as a guest, you are not off the hook for a gift.
• Should you decide to purchase a gift, you do not have to bring that gift with you to the destination wedding.   In the card that you bring, simply state that you have a gift at home for the guests.
• If the wedding couple is having an at home reception following the wedding, and you can’t attend the destination wedding, then you are supposed to bring a gift to the reception.
• If you are in the bridal party, and spent a lot of money to travel to the destination wedding, you may feel financially strapped about the responsibilities that usually go into being in the bridal party and can’t even consider a gift.  Discuss this with the other bridal party members, and have a one to one conversation with the bride.  Hurt feelings can be spared with good communication.

A very cute way the bride/groom can convey to their guests that they do not want gifts is by simply stating, “ your presence is the best present you could give us”.

Remember, the memories made during a destination wedding are “priceless”.

When Is It “Paradise” Season?

I often joke with my friends who live in Jamaica, that they don’t have “seasons”; they simply have sunshine or rain.  Of course there are wetter times during the year, but unlike much of the U.S., the temperature in the Caribbean is usually between 75-90 degrees.    So is there really a better time of year to plan a destination wedding? Is there such thing as the perfect “season” to travel to paradise?   At VIP, we often cringe at the “H” word (hurricane), but many may not realize that hurricane season runs from June 1- Oct. 31.  Wow, that is virtually half of the year!  But don’t let those months deter you!  Most people have no idea of exactly how long hurricane season is; therefore, I must point out that the height of hurricane season is mid-August thru mid-October.  September is the month that I have always assumed had the highest percentages of hurricanes effecting the Caribbean/Mexico.  In fact, if I used to think that if I had it my way, I would like to avoid planning destination weddings in September altogether but then I started to research and discovered our own VIP statistics and in the past 20 years that I have been in the travel business, there were about 6 hurricanes that I remember completely causing travel nightmares and only 1 was in Sept.  Just last year, the one that shut down many islands for weeks, was in the end of August. I guess September isn’t really all that bad.  At VIP, we also dread January for fear that snow storms will impact flights and brides may never reach paradise.  In  actuality, this has happened only 2 times and we ultimately were able to reroute guests through other airports so they didn’t miss a thing.

If you have just read this and are looking at different times of the year to plan your amazing day, and have the ability to start fresh and pick any month, the best months we have found to be “paradise-like” would be: 1st- May, 2nd-November, 3rd-April (if it is not during Easter) and 4th-early June (if the rates are not higher than May).  If you want the lowest rates, look at September, and if you want the fewest crowds, look to the first week of December.  The most expensive time is Christmas week through New Year’s,  followed by President’s week and Easter.  If you need to incorporate a holiday so it gives you more time off work, I have found that Memorial Day weekend is rarely priced higher than other dates in May and often overlooked by families planning vacations, so the crowds are minimal.

I got married in the end of June.  The weather was gorgeous and though it was hot, it was truly the best time of the year to travel for our children and friends. Selecting a date many times means evaluating costs, weather, and the availability of your guests.  Planning 6 months in advance is also key.  Are you worried that you picked a date that might be affected by weather?  In the last 200 weddings VIP was a part of, only 1 was cancelled due to a hurricane and only 2 had issues due to snow at home (but it didn’t impact their actual wedding).  Those are pretty good odds!  Maybe mother nature is a true romantic!

Trashing What?

There is so much emphasis placed on finding the perfect wedding gown.  Soon to be brides spend hours trying on dresses in search of “the one”  that it is no surprise many gasp when they hear the term “trash the dress“.

This concept doesn’t truly mean taking your sacred wedding dress and burning it, ripping it up or throwing it in the garbage.  The term “trash the dress”, TTD for short, began when photographers started to creatively encourage a wedding couple to pose for photos in unusual areas without consideration of being careful with the bride’s wedding dress.  Laying in a garden among a bed of flowers or standing on the edge of a river, became the rage and soon more couples were requesting that their surroundings be highlighted in their photos.

As this trend merged to destination weddings, brides started taking greater risks and rolling in the sand, jumping in a swimming pool or taking a leap off a pier!  This is not always done after the ceremony, but usually the days following the wedding, couples schedule a photo session to TTD.  I did mine the morning after the wedding.  We even had our kids get dressed up to do this too.  Our youngest still insists it was the best part of the wedding.  Prior to the wedding, I copied photos off the internet and brought them with me to show my photographer all the poses that I loved.  My favorite is what I have dubbed, “The kiss”.

So what about the dress?  Is it destroyed?  When I got home, I had my dressed dry cleaned and it was as good as new.  Some brides choose to buy a less extravagant gown for a TTD and others, like myself, enjoyed getting another opportunity to simply wear the same dress again.  Those photos make me smile when I look back at them and provide a uniqueness that only a destination wedding can offer.   It is also a sentiment that many of my wedding couples echo!

So, are you going to take the plunge?   Here are some more photos of VIP’s wedding couples that loved their TTD!

The Law of Averages!

I would never claim to be a mathematician.  I actually prefer to use a calculator and rarely turn to a piece of paper for simple addition.  I guess you could say that I rely on technology to do my arithmetic.   Therefore, it is really difficult for me to even begin talking statistics when engaged couples that are planning their destination wedding begin to ask me about “averages” or “statistics”.    I am often asked, “how many people usually attend a destination wedding?” or “how many rooms do most couples hold?”,  and “statistically, should I be worried about hurricanes in September?”.   Before writing this blog, I looked up the definition of “statistics” on Wikipedia and then stumbled upon the true meaning and definition of “the law of averages”.   Here is the ironic definition described by Wikipedia-

As invoked in everyday life, the “law” usually reflects bad statistics or wishful thinking rather than any mathematical principle.

Personally, I love this definition.  What it says to me is; optimism is the way to approach planning your wedding based on the true meaning of law of averages.  It is the perfect way to train your brain to think about how to move forward when you incorporate “Wishful thinking” into your planning.

1st-invite everyone and anticipate they all will attend.  VIP’s average wedding is about 15 rooms per group, but we have had some that have upwards of 200 guests and many groups have roughly 20 guests and 10 rooms.

2nd-  “Wishful thinking”—is that it is going to be a sunny day without a cloud in the sky!   VIP often advises that the “rainiest” time to travel is usually in September and that is also the month when statistically the most hurricanes occur in the Caribbean.   “

3rd-Wishful thinking”—would state that most guests would reserve their space and RSVP months prior to your wedding date; however, we often find that guests wait until the last minute to reserve their spot, so when setting the deadline, make sure you plan to let guests know to book their spot 100 days prior so you can be sure they are included and can take advantage of any group rates.

Here are some other interesting stats-

• Most couples think about holding a certain amount of rooms based on initial discussions with family members, though things sometimes occur and people who you may have thought would attend, back out, we often find that a couple who thinks they will have about “x” amount of rooms from the very beginning, usually finish with roughly the same amount of rooms as they first estimated.
• Most couples send close to 100 save the dates.
• Most couples have a “reception” or private event at the resort following the wedding.
• Most couples plan their destination wedding 8 months prior.
• Most couples base their resort of choice on 2 factors, the 1st—ease of getting married (and amount of time needed prior to the wedding at the location) and 2nd—price.
• Most couples have at least 1 “Debbie Downer” in their family who think a destination wedding is absurd.   Because of this, forming bonds with other destination wedding couples and having someone who has been in your shoes, can really help encourage you through this whole process.

Finally, based on statistics and not the “law of averages”, VIP’s destination weddings couples all say that planning a destination wedding was the best decision they made!  So keep optimistic, and rely on the “law of averages”!