Frequently Asked Questions
GENERAL
What is the best communication method for our guests to contact you?
The best mode of communication is by email. All guests can contact us about reservation-related information by emailing support@travel-bash.com. Our hours are Monday through Friday, 9:00 a.m. to 4:00 p.m. EST. When in doubt, they can always reach out by phone. Our number is (561) 507-0381.
How many days should we estimate for our guests?
The length of stay for group celebrations can vary, usually from three days to a whole week, depending on the type of event. As the host, you know your guests best, so we recommend starting with a minimum of three nights, typically required for group contracts. If the celebration falls on a holiday, you may consider extending the stay by one additional night, as this will not require guests to take too much time off work. Popular options for group stays are Thursday-Sunday or Friday-Monday. Additionally, most group contracts offer pre and post-rates that honor the exact pricing as the original contracted room block dates.
What will we discuss on our scheduled calls?
We have a 4-step process to help you plan your destination wedding or group celebration.
First, we'll discuss your vision and budget, then present resort options and proposals with guest room rates and deposit information.
Next, we'll get into the contracts, concessions, and confirmation details.
Finally, we'll focus on all aspects of the wedding or celebration.
We offer special dinners, excursions, and events for all celebrations to enhance your trip.
Let us guide you through the process!
Have you been to our hotel/resort? Can you share feedback?
Our team has a lot of experience with various resorts, and we are happy to share our knowledge. Courtnie, in particular, has been to many resorts twice and has plenty of pictures stored on her computer, iPhone or iPad. We can provide information about the resort layout, pros and cons, best views, favorite restaurants, and more. If you need more help, we can even assist you in setting up a special visit or bridal test drive (also known as a dress rehearsal) with the resort of your choice. In many cases, resorts offer special discounted packages for couples getting married. Still, these may not be available to regular guests or those looking to host other celebrations.
Why do you use Google Drive?
We have found that most people need one central place to upload important documents, share inspiration, and organize their lives. So, we use Google Drive to create Shared Drive folders for each client to ensure every detail you want is 100% covered. You can keep filling out your timeline questionnaire and give us specific inspiration for florals, decor, and more.
If you are Type A, like our founder, feel free to create spreadsheets, outlines, and calendars with all the important tasks you must complete.
Should I create a wedding website?
A wedding website is an excellent tool for all weddings, especially destination weddings. You should add all information regarding lodging, travel, things to do at the resort, and things to do in the area. You can also personalize it to you as a couple, showcasing those beautiful engagement photos.
Why do I have a different contact for travel vs. wedding?
While we all work together, we specialize in separate areas. Your travel team truly knows all things travel and will keep you informed, while your wedding team is a group of experts in all things weddings. These departments have the same goal: to provide excellent service and ensure you and your guests are well taken care of during this destination wedding process.
WEDDING SPECIFIC
What is the first step in the wedding planning process?
Once you have confirmed your wedding date and made your initial deposit, selecting your ceremony and reception location is the next step. At this point, we usually assist you by gathering information from your chosen resort or venue, including available packages, and requesting that you submit a deposit to secure the date. Afterward, we wait for the confirmation letter, which typically takes about a week. Once we receive it, we will introduce you to the wedding team at the resort or venue if applicable. From there, the exciting planning process begins!
Is there an outside vendor fee?
It depends on the resort, hotel, or venue you choose, but most have a preferred partners list you can refer to. Usually, the fees for bringing your hair and makeup, photographer, or videographer teams start at $500 and can go up to $1500.
However, if you're considering bringing your team from the US, we suggest you book a room in your room block, which will classify you as a guest and exempt you from paying additional fees. On the other hand, if you're planning to hire local vendors, you'll have to pay the cost, which will be a better option than booking a room.
Why don’t I always get answers about my specific event from the resort?
Resorts usually provide the final details about your wedding only three months before the event. It may seem overwhelming to not have all the information finalized, especially if you are a perfectionist, but this gives the resort ample time to make your special day perfect.
In the meantime, you can upload any information you have for them in your Google Drive folder or send it to us at weddings@travel-bash.com.
For groups that did not choose an all-inclusive package, your details will be sorted out much earlier and you will have more access to the on-site team. They will contact you ahead of the deadlines in most cases.
I chose an all-inclusive, will I be assigned an onsite coordinator? If so, when?
Most resorts assign onsite coordinators around 3-4 months before the wedding. The resort’s wedding groups department will handle your initial inquiry. They will confirm all the details and then send all the information to your onsite coordinator. The onsite coordinator will handle all the details during the week of the wedding and on the actual wedding day. Once you arrive at the resort, you will meet with your onsite coordinator a few days before the wedding to confirm any last-minute details, make final payments, and ask any additional questions before your guests arrive. This will be your last opportunity to ask any questions or add any additional items to your wedding package.
Can we confirm additional wedding activities at the resort prior to arrival?
Yes! However, if your wedding is not for quite some time – your resort will be ready to get details confirmed starting around three months before your wedding. They will send you a wedding planner that you can work on to be completed one month before the wedding. As always, keep us aware of any plans, and we will see what we can do to get you the finalized plans. We will try to request as early as possible, but we can’t guarantee times, locations, and venue availability.
When will we receive the finalized weekend itinerary?
As you fill out your questionnaire, we will input that into a timeline for you. The month before your wedding, we will give you a final itinerary so you can easily add it to your wedding website for guests to reference or for you to send out and/or add to your wedding welcome bags.
Can we get pricing for decor/flowers/cakes, etc.?
Certainly! The accuracy of the quote largely depends on the level of information and detail you provide. You may upload specific and finalized design ideas to your Drive folder, which we can then share with the resort to obtain their pricing. Pinterest is also a great resource for finding inspiration and ideas.
What are the best ways to send photos to you?
Many of our clients like to send us their Pinterest boards, which is excellent for general ideas. But, if you have finalized specific plans for your day, please put them into your Shared Drive folder. It makes it so much easier to send your plans to your resort. If you prefer to create a separate Pinterest board, just invite us - it’s up to you!
Can we have multiple locations for our wedding?
It's possible to have different locations for your wedding ceremony, cocktail, and reception. However, this depends on the resort you choose. Generally, resorts can accommodate multiple weddings, but they usually have separate spaces for each ceremony. Some resorts only allow one wedding per day, whereas others can handle up to four. Typically, the ceremony location is different from the cocktail and reception location. Most couples either choose the same ceremony and cocktail venues with a different location for the reception or a separate ceremony location with the cocktail and reception held at the same place. We'll confirm all of this information before you make your initial deposit.
We want to visit our resort/venue. Will we receive any perks? Can we arrange a site visit to meet our wedding team?
We love it when our couples make that extra trip! It allows for all event specifics to be covered. Most times, resorts and hotels offer some credit that you can use on food and beverages or the total costs of your final bill. You might have heard of Big Day Previews, Test Drive, and Bridal Rehearsals – we can coordinate all that for you. We will just need to know the dates. These previews usually allow you to stay onsite for 2-3 days at a special rate. If you are interested, please email us at support@travel-bash.com, and we will start the process.
How far in advance do resort contacts start planning details?
Remember, you are planning a wedding away, and timelines are not the same as those for a traditional wedding. You will also note that things move much slower in the Caribbean and Mexico. For European weddings, you will get information relatively quickly, as the logistics will be more complex and require additional time to coordinate.
Does the resort do more than one wedding a day?
As mentioned, each resort is unique and may host multiple weddings on the same day, or you may be the only bride getting married. In our proposal, we will thoroughly analyze the advantages and disadvantages of each resort and provide recommendations accordingly.
What if my date is taken, or they can’t guarantee my chosen location?
If your date is taken, unfortunately, our team members can do nothing at TravelBash but look for the next best date at the same resort or give you the option to look at a different resort. With planning, we recommend booking at least a year in advance for the best options.
The same applies to your chosen location. Most resorts will allow you to switch if the desired space becomes available, but they will not guarantee it. We suggest you go with the available locations to have peace of mind instead of crossing your fingers that they might make it happen.
Can I add on to any packages?
Absolutely! Gone are the days of cookie-cutter wedding packages. Nowadays, you can upgrade, downgrade, add on, or customize your package to your liking. However, please note that additional costs may be associated with such changes.
For instance, if your ceremony lasts 3-4 hours and you want to add two additional hours, that's no problem.
However, those two additional hours will cost, and some resorts may even require you to keep the bar open. Also, please remember that wedding packages are generally not interchangeable, meaning you can't trade one item for another.
Can I extend my reception?
I'd be happy to help you out with that! If you're planning an event at a resort, remember that outdoor reception areas are usually shut down by 10 p.m. or 11 p.m. However, you can always extend your celebration to the hotel part or special location on property. This is to be considerate to other guests also enjoying the property.
If you buy the property outright, you're free to party as long as you like without any restrictions.
If you're considering an offsite venue from where you'll be staying, it's important to note that their policy may differ. We'll review and discuss their policies with you before finalizing any contracts to ensure you're fully informed.
Are hair and makeup vendors on-site? Should I do a trial?
Yes to both! Doing everything on-site will make it that much easier. Having the time to do a trial helps ensure you get exactly what you dreamed of. We will send you more information on how to book your trial, as most of these services happen at the spa, onsite. If you choose to use a vendor offsite, it will be essential for you to to coordinate this with them. Please note that there may be an additional fee to have your vendor perform a trial on the property, and it will be separate from the wedding day.
Should I bring my own photographers?
If you have a photographer or any vendor you want, yes, as long as the resort allows. As we mentioned above, there could be additional fees associated with outside vendors, so it is best to book a room for the outside vendor, especially if they are coming from the States with you. This will make things a lot easier and more cost-effective. If you need a few names and/or a list of referrals, email us at weddings@travel-bash.com.
If you want to know the pros and cons of bringing a photographer, check out our Building Your Destination Wedding Team blog post.
Can you help us with our wedding welcome bags?
Yes, we can. Look at our What Make s the Perfect Destination Wedding Welcome Bag. Decals and bags will be shipped directly to you at an additional cost. If this is something you are interested in, shoot us an email at weddings@travel-bash.com. We work with a preferred vendor that can give us a great deal. There are also several options that we can discuss with you.
If we want welcome bags, sweet treats, and/or party favors delivered to the hotel to be there when we arrive, can the resort hold our items?
This is something we do not recommend as we have heard horror stories of brides’ items getting stuck in customs and/or never arriving. That said, we have a company that works directly with shipping, assuming the hotel/resort will store items for you before arrival. With that said, most resorts do not want to be liable for your stuff, so we suggest you have a family member and/or close friend bring the items along with them or buy them once you get onsite unless you are working with an event/wedding planner in the destination that could retrieve the items from FedEx or UPS carrier.
However, the resort will deliver welcome bags to each room and/or any other goodies you may want your guests to share for an additional fee. This usually costs between $3 and $5 per room drop.
Can we get pictures of the ceremony/reception locations to see what different setups look like?
You bet! Just let us know, and we will contact the resort with tons of pictures we can share with you.
Do you have a SAVE THE DATE template we could use?
Of course! Just email us at weddings@travel-bash.com, and we will share it with you.
I am struggling with the overall style. Could you assist?
Yes, we work with wedding professionals with decades of experience in the wedding industry. By sharing your must-haves, favorites, and, of course, your Pinterest boards with us, we can create a complete guide for you to take to each of your vendors, whether they are stateside or at the resort. From dresses to invitations and flowers, everything is included. The cost for this is $1000.00. If you are already working with a wedding planner alongside TravelBash, they will do this for you, and this service is unnecessary.
What vendor can you recommend for an invitation suite?
We love PaperTales Custom (code: TravelBash15), Basic Invite, and Minted, but several other good ones exist. You can get a discount if you choose any of the three we recommend. The basic invite gives you 20% off; use the code TravelBash at checkout.
GUESTS + TRAVEL
How many rooms should we hold?
Room blocks can be tricky. You will want to hold enough rooms for all guests you believe will be coming. If you invite 100 guests but know only 40 will be attending, factor that in and who will be sharing a room (couples/families/friends). We should also note that your deposit to hold the room will be determined by how many rooms you have. The deposit is usually $100 per room, but that could vary based on the hotel you choose. Some properties require a $500 deposit, some per room and others a 10%, and villas and private homes up to 30% down. If we were looking at the $100 per room example, it would look something like this: You hold 21 rooms (X 100 USD) and expect to put down an initial deposit of $2,100 that will then be credited towards your reservation and/or be refunded back to the original form of payment thirty days before travel. The room block deposit will not be lost, and you can’t lose it. This will always apply to your booking.
What is the room block deposit?
The room block deposit is the deposit you will make to hold the room block for your guests. There are two initial deposits when planning a destination wedding. One is to hold the initial wedding date and to confirm ceremony and reception locations. The second is to create a group contract with the hotel to ensure all your guests have rooms at a discounted rate. This also allows you to get special group perks and score free upgrades and wedding concessions.
For celebrations, there is the initial room block deposit, and that is it unless you are looking to book out an event space and/or work with a regular hotel ( NOT all-inclusive). Then you might have a food and beverage min. deposit.
How do we know which room categories to choose in our room block?
Well, it’s a good thing you have us 😉. I have seen clients who choose the resort's leading category (a.k.a. the least expensive option) for all of their guests and then turn around and choose all the upgraded options, lol! It’s tricky, so we take a little from each.
Ex: If you hold 20 rooms, we will get a few leading category rooms – this is the least expensive option. Most guests will book these (throw in some ocean views, a few swim-ups, mountain views, etc.) We will provide the hotel with a combination of different rooms they have to offer us. That way, when guests are ready to book, we will have various rooms for them to request and not have to go back to the hotel and request a room we didn't initially hold.
Room blocks that aren’t all-inclusive will allow you to choose from your inventory and swap out as necessary.
How much should we make our guests pay for their initial deposit since we put down the money for the room block?
We like to give guests some skin in the game and recommend that they put down at least $100 per person. Usually, the deposit is $100 per room, but we have moved to raising it to at least $200 per room. This way, you get a better idea of who is committed and won’t get stuck with the unused rooms. If we get into the penalty and they drop, the $200 on the booking will cover the cost of the penalty fee. That’s why we also encourage all guests to get insurance.
When should we make guest deposits due for our group?
Good question! We always say one month from when we send the initial email with the booking page and/or when the Save the Dates arrive. If you are sending out around the holidays or have just booked your wedding or group trip in November and December, we always tell clients to hold out until after the holidays. Having deposits due in the New Year is a good idea, as your invites (and our emails) may get lost in the shuffle as people tend to zone out at the end of the year.
How will I know if guests have booked or not?
You will receive an email from our Client Lead every month with a complete rooming list to review and other event updates.
Can we guarantee that our guests will have adjoining or side-by-side rooms?
As far as room reservations are concerned, our team works with the hotel to make sure that all special requests are accommodated. However, having adjoining rooms or putting guests in rooms side by side (or even close to one another) depends on the hotel’s availability. Most times, they do an excellent job of keeping all the guests together, but it's not something we can guarantee, nor will the hotel. If someone needs to be close, we suggest that they share a room or get a two or three-bedroom suite, or upgrade to a Family Suite that has connecting rooms. Not all room categories are applicable, so please check with us to see what rooming options your resort provides. Depending on the resort, room layouts will differ.
How do attrition and cancellation penalties work with a Group Room Contract?
Attrition means that if you block 20 rooms but only end up with five rooms after the drop date, you may have to pay for the unused rooms. We will track this and ensure all unused rooms are dropped before the penalty date. There are some allowances, as you can see below, that usually give you a few additional drops by final payment.
Here is an example below from a previous client:
How will our guests be notified? Do you send out announcements?
One of your first homework assignments will be to send us a list of all your guests with as much contact information as you can gather in an Excel spreadsheet and upload it to your SHARED Drive Folder!
We will send an initial email informing them how excited you are and how we can’t wait to assist them. We advise you to have your wedding website ready so they may reference any additional helpful information.
Example:
We are excited to share IMPORTANT information regarding { Name} wedding/celebration.
CATEGORY OF ROOMS has been held at XYZ in the beautiful (DESTINATION).
Room Categories Held
3/4/57/ nights – Date
Wedding/Celebration Date: Date
Single Occupancy: PRICE
Double Occupancy: PRICE
Child (Ages 3-12): PRICE if applicable
Then, we will continue with all the important details.
What is the difference between a group room block contract vs. a wedding contract?
The wedding contract is more of an agreement between you and the hotel/venue stating you have agreed to their terms. They have also confirmed your date and location and provided you with all of the inclusions for your wedding. It has nothing to do with the travel period. This is the part specifically for the resort wedding/event department. The contract for the group room block is between you, us and the tour operator we use. It will either be Classic Vacations or directly with the resort/hotel based on who has better pricing. This contract confirms that we have a set number of rooms in a specific category within a certain period. We are guaranteeing them bodies and in return, they are giving us extra perks, benefits, and special pricing. This is between you and the hotel but is based strictly on the travel portion of your celebration.
Does TravelBash price match? What if our guests find a better rate?
Yes, we match prices as some of your guests seek the best deals and/or the cheapest travel. That said, it has to be the same room and type of rate advertised on their website. We can not match third parties like Expedia, Hotwire, etc… We also can’t match non-refundable rates, which is why they are so low. Tricky marketers! If you have someone from your travel party inquire (as long as they send us a screenshot of the room, dates, and price), we will return to the hotel to ask for the lower rate. Most of the time, people do not read the fine print, so they don’t match apples to apples or miss the extra terms associated with the rate.
Can we reserve group activities through you?
Yes, we have clients arrange for special activities with their guests. Ex: Catamaran cruises, farm-to-table dining experiences, adventure-seeking tours etc. There are tons of cool ways to show your appreciation. Let us know and we will coordinate this for you.