If you don't have one of these in your house
1. When sending out initial information on a particular vacation package, do not make any absolute statements or promises! Things in the travel industry change all of the time- policies, pricing, availability, etc. The best thing to do is communicate that the information you're providing is meant to be a nice snapshot, but things are always subject to change prior to booking.
Many guests from one of my more recent groups received a Save-The-Date with very specific statements on there, and rather than being helpful (which was of course the intention of the wedding couple), it really misled people about the varying costs based on city of origin, room type, flight preferences, etc. Again, the best thing you can do is strike a balance between too vague and too specific.
Several couples from another one of my groups were advised (not by me) to wait until about three months out to get the best deal. Know what happened? The hotel was totally sold out by then, and the airfare had gone through-the-roof. I did the best I could to partner with a neighboring hotel to line up a back-up for them, but it's not an ideal situation by any means. Lesson to be learned? Encourage your friends and family to submit their deposit sooner rather than later.
4. My last piece of advice for group travelers is to re-confirm important requests shortly before your group departs (i.e. certain wedding details, wheelchair accessibility issues, etc). I hate to be pessimistic, but just because you initially requested something with the hotel doesn't always mean it will 100% happen upon arrival. Some of the hotels are incredibly busy on a year-round basis, so never underestimate the power of polite follow-up!
For those of you with upcoming group vacations, I hope these tips were helpful. Of course, feel free to contact me for assistance anytime. My email address is christina@midwesttravelservice.com.
Can we go back to the whole fall topic for one more second? I have just one more thing to share- The recipe for Williams Sonoma Dessert Squares (link courtesy of the 'Bakerella' blog). My family likes to add a dollop of homemade whipped cream, with a drop of almond added of course, on top of the warm bars for a seriously scrumptious experience!
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