PLEASE HELP - How to determine guest cost for villa????

luvtoteachlaw · 08-14-2008, 07:14 PM

Ok, so I am ready to send out save the date cards. On them will be a reference to our website, which will ask for a preliminary RSVP. Of course, the biggest issue yet to post on our site is the per person cost. And everyone will want this info before sending in the RSVP, with the exclusion of our immediate families and our bridal party who will be there regardless.

So, as you may know, with a villa, you rent out the whole place for a big chunk of change. It does cover everything for the week, and guests will not have any extra expense except for personal shopping, etc. that they may wish to do. The guests do not call up, make a reservation, and pay for it directly. Instead, the guests pay me and I pay directly for the rentals.

We are renting out Bluefields villas on the south coast of Jamaica. They have a total of 5 villa properties, which can accomodate up to 43 people (or 50 as I was told when I visited there). I deal with the owner of the villa directly, and right now I have all five villas on hold for my week.

My problem should be obvious - the per person cost will change based upon the amount of people who can come, but some people cannot decide to come without knowing the exact cost. Right now, I know that 25 people will be there (our immediate family and bridal party). This is without sending out any STDs or invites to friends and extended family (who know this is coming and have expressed excitement). For just those 25 people, we will need three villas. I expect we can fill the rest (which are smaller) with friends and other extended family. The total cost for all five villas is $50,000.00 for one week, with no discount. If we fill the villas (43 people) it will be approx. $1,163.00 per person. However, if we don't get all five filled, or if we get more people (up to 50) the amount could fluctuate. If I feel confident about renting out all five, I am going to try to negotiate a discount off the regular rental rate.

I am at a loss with how to structure this whole thing. I think the owner of the villas is waiting to hear the preliminary RSVP count before deciding the deposit amount because it will be based on the amount of villas needed. I need to have pricing info listed on the site prior to sending out STDs.

Can anyone provide any guidance or suggestions on how best to structure this "cost" issue? Should I list the $1,163 as the cost, or just set a range (say from just under $1,000 to about $1,200)?? This is causing me some major headaches right now!

Anna83 · 08-15-2008, 04:53 PM

I would set a range. Guess the best you can on the number of people you will have and use that as your highest price and give the $1100 as a low price. You don't want to give your guests a price and then have it be a lot higher. Maybe put a note on your website that the more people that go, the less the cost will be pp. That encourage more people to attend.

Good luck!! These price issues can be sticky matters.

NotYourAverageDW · 08-15-2008, 06:31 PM

I agree with the pp. Make a note on the website. Pricing is a tricky thing, but if you provide a detail account of what will be included then hopefully you'll be able to fill the villas.

Another thing you could do is put a counter on your website that shows how many ppl have RSVPed and and shows the amount that people will have to pay. If they check your site frequently, they'll be able to note the trend of the prices decreasing etc and that might help stimulate people to book.

Good Luck!

NotYourAverageDW · 08-15-2008, 06:33 PM

P.S. Quick question, I'm still looking for a venue in Jamaica, is it possible for you to post a link of Bluefields?

JUSTUSTWO · 08-15-2008, 06:40 PM

I would definitely set a range & even with that, I would think about making the rates a little more than you anticipate, at least by maybe a few hundred dollars. So if you think the highest range is $1100, I might tell my guests $1300 as an estimate. I only suggest this because to be on the safe side, I'd rather give my guests the good news that the price is less than originally estimated as opposed to more!

luvtoteachlaw · 08-15-2008, 07:35 PM

Quote:

Originally Posted by NotYourAverageDW

I agree with the pp. Make a note on the website. Pricing is a tricky thing, but if you provide a detail account of what will be included then hopefully you'll be able to fill the villas.

Another thing you could do is put a counter on your website that shows how many ppl have RSVPed and and shows the amount that people will have to pay. If they check your site frequently, they'll be able to note the trend of the prices decreasing etc and that might help stimulate people to book.

Good Luck!

I like the RSVP idea! I will have to look into that!

luvtoteachlaw · 08-15-2008, 07:43 PM

Quote:

Originally Posted by NotYourAverageDW

P.S. Quick question, I'm still looking for a venue in Jamaica, is it possible for you to post a link of Bluefields?

Absolutely!!! This place is totally great, and despite my stress about how to structure the guest cost, I think it is the best deal going for an all inclusive, private villa wedding. I have personally visited there for a site visit, so I can speak from experience when I say the place is perfect for a destination wedding. You have no worries at all with a personal chef, maid, butler and driver and all inclusive food (even lobster each night!) and open bar 24/7. The rehearsal dinner and reception cost are included in the rental rate, which is AWESOME. The also have an onsite wedding coordinator.

You can see info (including personal pictures from our site visit, which is always good) on my site: www.heatherstevewed.weddingwindow.com

The Bluefields villa site is: Villas on Bluefields Bay, Jamaica - Private Luxury Waterfront Villas

I am surprised that more people don't check this place out!!

NotYourAverageDW · 08-17-2008, 09:05 PM

LuvToTeachLaw - thanks so much for the link, I'm checking it out now!