Guest Dilemma

BlissfulMsMiranda · 07-23-2008, 09:41 AM

Alright, so here's the deal ... no matter how hard we try and come up with a solid guest list and solid numbers there always seem to be huge UNKNOWNS. And I love to say, well whoever comes, comes and leave it at that, however, it's not as simple as that.

Our travel agent has asked that we put down a deposit for the number of guests we assume (want) to come with us ... we already did this a week ago and now suddenly is seems our numbers may change.

I'm sending out our invite/STD boarding passes probably on Friday, or early next week at the latest. So, everyone who is invited will be informed ... however, we invited more than we put a deposit down for because those unknowns came in to play AFTER the deposit was made.

I don't want anyone to be "left out" and I don't want to leave things to chance.

Should I just ring people up in the next few weeks (after I think they've received the STD/invite) and just ask them straight out if they're coming? 9 months seems like a long way away, but our agent needs to know, like now, to block out the seats and make sure there's room at the resort for that week.

Would it be too forward of me to say they need to make a decision NOW? And make sure I stipulate that they can't just change their minds come next March/April that they want (or don't want) to come?

Ugh, this guest thing has just been the hardest part of everything!!!

Hartyt509 · 07-23-2008, 09:45 AM

I had a similar thing but I refused to get a block booking - I booked FI and myself and said i'll give your no to everyone and if they contact you cool if they don't their loss.

5 have booked lol I'd just say look this is how many defo places I have after that you will need to sort it out yourself, but put nicely i'm crap at that lol

LC_Rachel · 07-23-2008, 09:47 AM

One thing you will learn is that you will NEVER know who's coming. :) I had TWO people missing on my wedding day.

As for room blocks, I would notifiy people that if they want to take advantage of the block then they have to book ASAP. If those spots fill up and it's not possible to make a larger block, they were fairly warned.

lucy106 · 07-23-2008, 09:49 AM

I guess I dont understand why your TA has YOU put a deposit down for them, is that just do rooms were reserved? I know my TA had told me to expect 50% of those you invited to attend a DW so maybe keep that in mind. If these are people you are relatively close with I dont think there is any problem with in a month or so just explaining the situation and asking them if they knew if they were going to be able to attend or not. Thats what we did just so we could have a general idea, it also kept reminding people to get their butts in gear and make the arrangements.

KLC77 · 07-23-2008, 02:05 PM

We didn't do a "block" just for this reason. It is impossible for us to get everyone on the same schedule and time table (and I have no desire to worry about it). So, our TA came up with the best rate she could find for airfare and the room rate and people have been booking with her on their own. It has turned out to be much better that way because everyone has decided to travel on different dates and stay different lengths of time. If we had put down the deposit like our original TA wanted us to do, we would have been screwed. We don't have anyone travelling on the original dates we suggested. They are all staying atleast a day longer.

Cattie · 07-23-2008, 02:14 PM

We sent out an email letting people know we where cruising to Bermuda to get married. The majority of us had already booked (aka the most important people, parents, MOH, BM, us) directly through Royal. After we came up with 16 people, I turned us into a formal group through the cruise line. Now when people book, I just ask for there reservation number to add them to the group.

As of now, for our May 09 wedding, there are no more rooms on the deck we're on. I made sure to let everyone know that was unsure, or not wanting to book 11 months in advance there may not be room near us. You may not have dinner with us, and most important, the prices will go up!!

Aslong as the "important" people have there reservations blocked out, I'd personally say the hell with the rest of them, book when you want to and if there's no room at the inn, you where warned to book early!!

beachbride08 · 07-23-2008, 02:18 PM

I agree with the previous poster. This is why we did not do a group book. For the guests we knew were definitely coming, none of them were picking the same dates to travel. It was just too much hassle for not a lot of money saved. Now with all the changes in the airlines, I'm not sure we would have saved our guests any money if we had done the group booking anyway. We are still waiting on about 45 RSVPs including some of the people that said they were definitely coming and our wedding is less than 4 months away. Since it is so far in advance if guests that say they want to come now, but change their mind later are they forced to pay the full cost of the trip, or are you going to get stuck with it? Is there any way for you to get out of the group booking, or is it too late since you already paid the deposit?

Melissa G · 07-23-2008, 02:20 PM

We did a block of rooms and I paid deposits on them, but we were able to cancel them 120 days before the wedding. (Also, the guests were able to change to whatever days they wanted to travel and add/subtract nights). I just let everyone know that if they wanted to take advantage of the rate they had to let us prior to the 120 days so that I could get the deposits refunded back to me. Does she have an option like that? It would give you guests a little longer to decide. 9 months is kind of early for everyone to make up there minds. From my experience everyone said they were coming 9 months out, but when the 4 months rolled around about 1/3 of them backed out.

Virg · 07-23-2008, 02:49 PM

I did a Group block and have had no problems, so far that is :)

However the great thing about our TA is that the deposit we put down (minimum was for 10 ppl or 5 rooms) is that once those first 10 ppl are booked, she transfers the amount that we put down to our balance. So really it is us paying half our trip in advance.
She also has stated that she is honouring our price for the next 2 months, so that everyone that puts a deposit down (even after our block is full) between now and then will have paid the same price. As for the rest, who knows...

joshfrommontreal · 07-23-2008, 03:03 PM

If it was me, I would call or send out a soft deadline, then a final deadline and just explain that the resort needs numbers so it doesn't become overbooked. After that I think it would be out of your hands and people can hopefully still get a place if they book later.