Booking destination weddings is not a walk in the park. It takes careful planning and extreme attention to detail. Working with wedding groups can be rewarding, but if you’re new to this niche, it’s important to first prepare yourself so you can be the best advisor for your clients.
Organization is always an important skill for a travel advisor to have, and following a timeline is key to staying on track when it comes to destination wedding groups. While each agency’s process may be slightly different, here are some main checklist items to keep in mind.
12-18+ Months Out
Secure the Wedding Date
It may take a while to find that perfect spot, but once your couple has chosen the destination and property and is ready to book, confirm the wedding date with the venue. This will always be the first step. You can’t really move forward with anything else until this date is secured. If there are multiple spots to get married on-site, the resort may also have the couple choose their ceremony and reception location right away.
Two important things to keep in mind when choosing a location:
- Wedding dates at resorts can book out far in advance, so locking in a date early or being flexible is key. Consider booking a weekday, as they may be more available.
- Check if your wedding couple is set on being the only wedding going on that day. Some properties will only book one wedding a day, but others have multiple ceremonies going on at the same time.
Create Room Block
After the wedding date is locked in, the next step is securing space at the resort. For larger groups, creating a room block is the way to go, and there are different types to choose from depending on the needs of the group. Here are some helpful tips on booking and managing room blocks:
Once the contract is set, look into the details and create reminders for yourself. Certain blocks will have deadlines for dropping rooms, and it’s imperative to know when these are in order to avoid penalties.
9-12 Months Out
Choose Wedding Package
When the date is secured, it’s time for the fun to begin, and this includes choosing a wedding package that fits the couple’s needs. Some resorts have free destination wedding packages as an option, but they may not include the works or might best fit a smaller group.
Be sure to look through all the details and offerings and choose something that checks all the boxes. Some resorts have wedding coordinators who work directly with couples once the date is booked, but you can still be a helpful resource if needed.
3-9 Months Out
Book Guests
The date is locked in, and the room block is created — it’s time to invite the guests! This step will be ongoing from the time the couple books their room until a few months prior to the wedding date.
It’s important to keep in mind that you might be working with all different budgets, so some guests may only stay a few nights, and others may stay for a week, choose an upgraded room and book excursions and spa treatments. Each and every guest is important to the wedding couple and should be important to you as well.
Keep in mind:
- It may get chaotic at times with multiple guests booking different dates and itineraries. Be sure to have an organized process and documentation to keep track of all guests and their arrival/departure dates. This will be a good resource for the wedding couple.
Upsell
There are a variety of ways to upsell when working with destination wedding groups. Guests with larger budgets may opt to fly first class, book a private transfer and/or upgrade their room category. All these things provide additional value to the traveler and more commission for you!
With all their friends and family in one place, it’s also a great time to suggest that the couple book a private group excursion or activity. Some ideas include a welcome cocktail reception, a campfire on the beach or a catamaran cruise.
Finalize Wedding Details
Many advisors help the couple with ceremony and reception details (choosing décor, music, wedding day timeline, etc.), but as we mentioned earlier, resorts often have coordinators who can work directly with your clients as well. As the date grows closer, the couple may need a final guest headcount from you — this is when your handy documentation will come into play.
During Travel
Be Available
Remember, guests may be leaving and returning on all different dates. It is crucial for you to be available during this time in case of any emergencies. If for whatever reason you cannot be contacted, ensure you have a 24-hour service in place that your clients can utilize in your absence.
Post Travel
Follow Up
Whether you travel with the group or not, it’s important to always follow up after the trip. Following up with the couple is a given, but it’s also good to reach out to all the guests as well — you may have just gained a whole bunch of new clients! A quick follow-up is one way you can keep a destination wedding client for life.
In addition to a simple check-in, consider asking members of the group for referrals, reviews and testimonials. It’s also nice to show your appreciation by sending a thank-you gift to the couple. This could be a gift card, a photo album for the wedding pics, flowers or a discount for a future vacation.
Learn more about weddings by visiting the destination wedding page on VAX VacationAccess.
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