You’ve picked the perfect resort. Your wedding date is locked in. The excitement is real! But there’s one more important piece to tackle — how do you want your guests to book their rooms?
Let’s talk options.
Option 1: Individual Reservations
With this route, each guest books their own room, totally independent of your wedding plans. Their names are on the reservation, and you’re off the hook for managing their bookings.
The Good Stuff:
- Guests make final payments just 6-8 weeks before travel.
- No minimum room requirements.
The Not-So-Great Stuff:
- Prices can vary wildly — no guaranteed rate, so every guest may pay something different.
- Rooms could sell out before your guests lock theirs in.
- No group perks or bonuses.
- No way to track who’s staying where or when — there’s no master room list.
A Few Things to Keep in Mind:
- A $500 deposit is needed to activate the booking engine. The good news? That’s refunded once five or more rooms have traveled.
- Not all resorts allow individual bookings for wedding groups.
Option 2: Group Reservations
This is the go-to choice for most of our couples. A block of rooms is held under a Group Contract. This guarantees your guests room availability at locked-in rates. Your guests still book and pay individually, but you’ll sign the contract and be responsible for making sure a minimum number of rooms are reserved.
Why Couples Love This:
- Guaranteed rooms for your guests — especially important during busy seasons or at smaller resorts.
- Everyone pays the same rate. No surprises.
- Flexible options for travel dates and room types.
- You’ll get a full group rooming list to stay organized.
- Resorts offer perks (hello, cash back, upgrades, and free events!) based on how many rooms are booked in your block.
The Tradeoffs:
- It’s a legal contract — we’ll walk you through it before you sign anything.
- A group deposit is usually $100 per room. But good news: this becomes a credit toward your trip!
- You’ll need to meet the minimum number of rooms (typically 10) to keep the perks and group pricing.
- Final balances are typically due 4-5 months before travel.
Let’s Be Real:
- Group rates might not always be the absolute lowest. Flash sales and last-minute specials typically don’t apply to groups.
- Deadlines help your guests commit! Asking for a deposit is totally acceptable (and honestly helpful) when it comes to getting your RSVPs.
- Resorts expect you to stick to the deadlines. These dates exist for a reason — they want to either book the room or sell it to someone else.
A Quick Look at the Group Deposit (Just an Example!):
If you block 20 rooms for 40 guests (assuming two per room), and the resort requires $100 per room, your group deposit would be $2,000. You pay that upfront. When it’s time to book your room, that deposit goes toward your balance.
Let’s say your room costs $3,500. The $2,000 deposit gets applied, and you’d pay $1,500 later. But if your room costs only $1,500, we’d actually refund you $500. Win-win!
The Bottom Line?
A Group Contract gives you peace of mind and perks — as long as you’re confident your guests will follow through. It’s ideal if you want control over the room block, consistent pricing, and bonus perks for your celebration.
If that sounds like a fit, we’re here to guide you through every step. Let’s talk about what makes the most sense for your wedding!
Schedule Your Free Consultation