Organizing an out-of-state wedding carries a lot of logistics, and travel for a group of guests can be one of the biggest hurdles. Whether traveling from one location or multiple, managing transportation, accommodations, and group activities can be the difference between a successfully fun getaway and a disastrous experience. To make this easier, here’s the step-by-step on booking group travel for out-of-state wedding guests.
Start Planning Early
Booking group travel involves a great deal of planning, and it pays to get a jump start. Once you have your date locked, start planning travel so you can get the best prices and availability. Kick off your venue search are local establishments that are well suited for a larger crowd.The best sites for early booking: Popular travel destinations and busy wedding seasons fill up quickly, and booking in advance not only means more likely prices better but also means a smoother experience for your guests. Try to start the planning for group travel at least six to nine months before a wedding date.
Pro Tip:
The sooner you can provide a rough head count for your group, the easier it is to negotiate contracts with airlines, hotels and transportation companies.
Gather Guest Information
Eating Up: Getting Important Information From Your Guests from the Beginning Can Save Time and Miscommunication Down the Road For group travel, you’ll need information such as:
- Names as they appear on IDs
- Contact information
- Travel Dates & Times of Preference
- Accommodation preferences
- Special requests like accessibility requirements.
You could also create a shared document or survey form and collect everything in one place. This will also help you stay organized especially when it comes to appeasing everyone’s tastes!
Work with a Travel Agent or Group Booking Service
Group travel can be complicated, which is why hiring a travel agent or a group booking service is often worth the money. Experienced travel agents can gain better rates with experience in group bookings, as well as manage multiple itinerary changes and unexpected issues.
Pros of Using a Travel Agent:
Access to discounts on Airfare, hotels and transportation.
Help with itinerary changes and cancellations.
Specialized assistance for all travel emergencies.
Online companies like Expedia Group and Booking. travelocity.com, also provide group travel packages that allow for comparison shopping in terms of prices and amenities. Most of these services offer to book flights, accommodations and ground transport as a package deal, which are lower rates than individual bookings for large groups.
Opt for Group Flight Bookings
Booking a group may earn you discounts or perks such as priority boarding and free upgrades. Most airlines have group rates for groups of ten or more, which typically allows you a level of flexibility for cancellations or changes.
To book group flights:
Point to note: Call the airline direct or speak with a travel agent to find out about group rate availability.
Be specific as to any seat budget restraints and preferences.
Check the terms regarding group bookings, since some airlines may ask for a deposit to hold seats.
Pro Tip:
If your guests are flying in from all over, you may want to inquire about multi-city itineraries or partner with a travel agency that can coordinate flights for a group of people with the same arrival window.
Arrange Group Accommodations
The right lodging for your wedding guests is one of the most important tasks to checking off your list, as they probably want to stay near the wedding venue and other dash points. Search for hotels with group rates, typically 10-20% off regular prices, and group room rentals. You will find that many hotels will offer the option to reserve a block of rooms for a large event, and often with loose terms for booking.
Here’s a guide to scoring the best group accommodation deals:
Call the hotel directly to ask about group rates, and see if extras like free breakfast, airport shuttles or parking are available.
Think Vacation Rentals: To escape in comfort, consider renting large vacation homes. Listings on websites like Airbnb and Vrbo can accommodate larger groups.
Consider Off-Peak Rates: Whenever possible, encourage guests to travel outside of peak travel dates. “Most hotels are happy to lower rates if they’re not at capacity.”
Make sure your guests receive all booking information including room block names or codes if applicable so that they can reserve their lodging seamlessly.
Plan Transportation Logistics
Transportation is also a big one to think about, particularly if your wedding venue happens to be way out in the sticks, away from airports or major hubs. Transportation options also help guests get to and from different events without the hassle of driving or finding parking.
Five Options to Group Transportation to Think About
Chartered Buses/Shuttles: Great for getting guests to and from the airport to the hotel or wedding venue.
Rental Car Savings: Some car rental agencies offer wedding group discounts. Discount code for guests can help make car rentals more affordable
Ride-Share Vouchers: If a bus or shuttle isn’t in the cards, think about giving your guests a ride-share voucher for an app like Uber or Lyft.
Create a Travel Itinerary
A well-organized itinerary is a great way for guests to follow along the wedding weekend seamlessly. Provide information including flight times, transportation info, event locations, contact information for your designated travel coordinator, etc. This tool may be shared digitally, or you may choose to print the itinerary and include it in welcome bags at the hotel.
What to Include In the Itinerary:
Detailed event schedule
Addresses of importance (hotels, venues, restaurants, etc.)
Schedules and options for transportation
The contact info for your travel coordinator or family in case of emergency
You might also create an itinerary on a digital travel planning app, which often lets you update details in real time when plans change.
Communicate Frequently
Communicating travel details to guests is important to making it a smooth experience. By keeping in touch with guests, especially leading up to the wedding weekend, guests feel much more comfortable going into the event. Use email, a wedding website, or a private space on social media to share updates, reminders and any last-minute changes.
Set a Fund for Group Travel Costs
The guest is responsible for their own travel expenses, but planning and budgeting for shared transport and lodging can assist with some costs. Things like arranging for transportation to and from the wedding venue, giving welcome bags or organizing group activities are nice things to do to show appreciation and make the experience more enjoyable.
Also talk about how much things cost for the unpredictable: short-notice changes to travel plans, such as flight cancellations or delays. Consider purchasing group travel insurance to cover these situations if you can. Travel insurance can protect against such flight delays, lost baggage, and even certain medical emergencies — granting peace of mind to both you and your guests.
Do Host a Pre-Wedding Q-and-A
A pre-wedding information session answers guests’ questions and alleviates last-minute issues. Instead, the idea is still to sit together, or simply meet each other virtually via zoom, to check the itinerary with each progress and how everyone is placed, travel arrangements and get to know each other. Giving guests the opportunity to ask questions can help clarify important details and make the experience of traveling in general seem structured.
Conclusion
Booking out-of-state wedding guests in an organized group requires planning, organization, communication, and consideration for all involved. And by doing things early, collecting important guest details, enlisting help from a travel agent and giving folks a clear picture of how things will go with detailed itineraries, you can make it all a seamless effort that lets everyone stay in the moment celebrating your special day. With these tips, you’ll be ready to help plan a memorable, low-stress wedding weekend for everyone involved.
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