The Wedding Date!

Once the resort is chosen, the next step is to choose the date for which your nuptials will take place.  Keep in mind that traveling around holidays may increase airfare rates for you and your guests and may even affect resort prices.

After choosing your date, you will want to decide on the time of day for your wedding.  The slots are first-come-first-serve and the resort wedding coordinator will be able to inform what is available.  Sunset weddings are most popular right now, and thus some resorts are assessing an additional cost for those requests.

Switch!

When I began the search for an agency to assist with planning my destination wedding, I started with a destination planning group that I found online.  I don't remember the details around why I was felt unsatisfied with the service I was receiving, but I had to make a switch.  I was a little uncomfortable with having to explain that I would no longer use their services, since a good portion of the resort search was already conducted.  However, I would not have been happy if I didn't go with a different company.  That's when I decided to go with a travel agency that was familiar with booking destination weddings.

It may not be necessary in all instances to switch over to a different company completely, but a switch in agents may be more appropriate.  If you feel you are not getting what you need from your travel agent, inquire if there are extenuating circumstances that may be affecting response time or lack of detailed communication.  It's important to work with an agent who will assist in a successful destination wedding planning experience.

Homework Continued!

When it comes to creating your guest list the approach can vary from couple to couple.  You could choose to invite only those family members and friends the two of you are closest to and keep the guest list to a minimum, everybody you know, or anything in between.  My husband and I went the invite everybody route, lol.

Gathering mailing addresses and email addresses can be time consuming based on the length of your list, so start the retrieval process a head of when you want to send information to guests.   

The groom-to-be usually drags his feet with this homework assignment.  So, brides be persistent! :)  This was definitely my experience and other brides I've spoken with agree.

Homework!

I'm helping a friend plan her destination wedding and last week she and her fiance had homework, lol - creating their website and guest list.

You can share your story, provide travel agent information, resort information, registry details, and share pictures of the two of you on your wedding website.  Some sites may allow for guests to RSVP and/or request songs to be played during the reception.  There are a plethora of free template websites available to couples.  A few sites that offer free wedding websites are WeddingWire, The Knot, and mywedding.

My advice for creating your wedding website is to give yourself a few days to work on the site rather than completing it all in one day.  In cases were your website will be the means to inform invited guests of your destination wedding, complete the main sections and disburse to family and friends.  You can always go back, add information, and inform guests that the site has been updated!

Get the Word Out!

There are several ways to inform your guest about your destination nuptials.  A Save-the-Date, Announcement, Invitation, or Website are those of which I am familiar.  The important information to include on any paper correspondence would include the:

• destination
• date
• name and contact information of the travel agent
• wedding website address

We sent out a save-the-date for our wedding, but also included an insert with the rates and deposit information.  Additionally, the information was included on our wedding website.
 
In most cases, RSVP cards will not be necessary for a destination wedding, as you will know who is attending based on reservations made to the travel agent.  The savings from RSVP cards and pre-stamped return envelopes, may allow for additional money to be allotted towards the announcement of your destination wedding.  

I was perusing The Knot website and there was an idea to send the save-the-date as a "message in the bottle" for a beach destination wedding.  Unique ideas, such as this one, can get your guest excited about your wedding, but also for what would ultimately be a vacation for those attending.

Budget Baby!

There is no greater pastime than numbers, spreadsheets, and budgets!  You may not even know how much you want to spend on your wedding, but you may already know what you don't want to spend!  My sister recently got married and her theory was to spend a little more in the areas that mattered most and pull back in those areas that didn't matter as much.  The areas that matter most are totally dependent on the bride and groom.  In any case, a budget will help you to see where your money is going.

The budget that I created for my wedding included everything from the dress and wedding bands, to the marriage documents and favors.  When you are putting your budget together, research the cost of items that you may be unsure about.  I didn't realize that the amounts I budgeted for my veil and blusher were on the low end and I was quite surprised while shopping for these items.  I should have researched veils and blushers when creating my budget to get an idea of how much they would cost. 

I still have the excel spreadsheet containing the actual amounts that I spent on every aspect of my wedding.  However, I also have an empty template that I send to brides, which is a little more extensive, providing the option to delete those items that are not applicable or maybe even add something that may not be listed.  There are also books and online wedding budget tools that can help you ensure you have a complete budget. 

More on Deposits

Depending on the timeline that you are working with, you may not have informed family and friends that you are having a destination wedding.  However, the deposit to hold rooms at the resort may need to be paid sooner rather than later, especially if there is a special rate of which you want to take advantage.  The bride and groom would put down $1200-$1500 to hold the rooms, much like placing a deposit on a reception facility.  As guests make reservations, the deposit is applied back to the bride and groom's balance. 

Ensure that you ask your agent how long the rooms can be held before you are responsible to pay for them in full.  The agent can release rooms that are not reserved back to the resort.  Always confirm with the agent that the rooms have been released back, so there are no surprises down the road.    

Book It

A travel agent can be a wonderful asset when planning a destination wedding.  A bride has plenty on her plate without the added task of assisting guests in booking rooms and flights.  Additionally, a travel agent is able to get group rates at the resort, as well as with airlines.  The best way to find an agent is by referral of a friend or family member.  You want someone who will be trustworthy and responsive to both you and your guest.

My aunt goes on a cruise vacation each year and she uses the same travel agency to book vacations.  I retrieved the information from her for Berman Travel.  The service was great and I would recommend them for your destination wedding booking.  My agent was Cindy and she was able to hold 10 rooms for our group and I didn't need to pay for all 10 rooms up front.  I asked our immediate families and friends who would definitely attend the wedding to call in and make deposits to ensure we secured as many of those 10 rooms as possible.  The remaining guests had 2 weeks to call Cindy to pay their deposit.  Cindy was also able to secure a group airfare rate, for which deposits were made as well.

All Inclusive Disclaimer

While searching for an all inclusive experience, I found some resorts that advertised that they were all inclusive, but were not completely.  Some of these resorts offered an all inclusive package for an additional cost.  Other resorts didn't include taxes or gratuities.  A true all inclusive experience will allow guest to enjoy the vacation of a lifetime while their wallet or purse is locked in a safe.  

When looking for a complete all inclusive experience, ensure that all of the following are included:

• meals and snacks, unlimited and any time of the day
• non-alcoholic and alcoholic beverages, unlimited and any time of the day
• airport transfers
• hotel taxes, tips, and gratuities
• land and water sports 

If you have any doubts about what is being offered based on checking out a resorts' website, you can always call to confirm.  However, I would personally be skeptical with the lack of transparency.

Location Location Location!

I started my internet search for the destination of my wedding by researching different resorts.  My goal was to ensure that I as well as my guest would be getting the most bang for our buck.  So, I turned my attention to resorts that provided an all inclusive option.  I liked the idea of arriving to the resort to indulge in food, drinks, and festivities without needing to bring my purse along. :)  I also needed to consider a family resort that would allow guest under 18, since my brother-in-law at the time was only 13.  There are some resorts that are adult only or couples only. More that half of our guest were single so the couples resorts were not an option either.

Additional considerations were the length of the flight to the destination and transfers from the airport to the resort.  I didn't want guest to have to rent vehicles when they arrived.

I finally chose Jamaica for our destination and I thought the Sandals resorts were fabulous.  Sandals has a "line" of family resorts called Beaches.  I compared all 4 Beaches resorts and choose Beaches Sandy Bay.