Common Destination Wedding Travel Questions

Transportation can be tricky when planning for your destination wedding. Guests coming from different cities, states and even countries and all arriving at different times of day can make for additional organizing and stress. Also, what about keeping guests entertained with excursions that fit their interests and budgets while getting them around the destination safely? We asked our expert friends over at Destinationweddings.com to give some guidance on how best to get your group from point A to point B with ease and affordability.

Q. We have guests coming in from all over and at different times - what's the most convenient and least expensive way of making sure they get to their accommodations safely? Should we have them take cabs from the airport? And what about group excursions and traveling together?

A: In any travel situation, transfers are always recommended over having guests take a cab. We always include transfers when booking a group because of the ease and safety for guests. Consider it from their perspective: They’ve just had a lengthy flight and the lines through customs were equally long. They’ve been dragging piles of luggage to and fro, and their arms are likely starting to feel sore. After finally clearing security, they head to the curb and try to hail a cab that can fit all their family members and luggage. Unfortunately, one cab cannot fit everyone, so the family has to split into two cabs. Everyone squeezes into their respective cabs feeling tired and hot. In an unfamiliar destination and perhaps with a language barrier, there is uncertainty as to whether the cab driver is charging too much money and that everyone will get to the resort safely.

Now, if you purchase a transfer, your guests simply find their designated transfer company who helps load their luggage into one van or bus and everyone can sit back and relax, knowing they don’t have to worry about fare or getting to the hotel safe and sound.

From your end, the most convenient way is to include airport transfers when locking in the rooms for the group. The transportation that is included with the cost of the room is with a highly respected transfer company that has a strong relationship with the resort and handles the transfer of travelers every day. These companies are “well oiled machines” who are familiar with the destination and the resorts, such as Lomas Travel, located in Mexico. They are well equipped to handle any type of transfer situation, including small or large groups, transfers from one hotel to another, as well as excursions and tours. Due to their strong relationship with the resorts, the information needed to pick up each guest upon arrival at the airport is secured once the guests confirm their room accommodations. The transportation is built right into the entire process so no guest needs to worry or stress about their transportation. Most travel documents from the resorts inform travelers exactly what to look for (for example, what color shirt their transfer company will be wearing) and possibly even what part of the airport to locate the transfer company. The information for the traveler’s arrival is passed right from the resort to the transfer company, so the transfer company is prepared for each guest and their specific plans and is ready and waiting at the airport with a warm welcoming smile.

Q. How deep of a discount should we expect to see if we have ten or more people staying at the same hotel?

A: Most hotels offer some type of discount or group benefits andthey usually increase the more rooms or people the group has. The benefits can include free rooms, free upgrades, discounts on private events, discounts on parts of the wedding or wedding packages and resort credits towards extras like spa appointments. For many couples, the amenities they receive with a group can help pay for most of their trip.

Locking in a set number of rooms does not restrict these amenities or discounts in most cases. For example, if the group starts out with only ten rooms, but increases to 20, the group will be able to receive any benefits that go along with 20 rooms.

Q. We are traveling to the Caribbean for our wedding and need suggestions for nearby restaurants and activities our guests can do on their own etc. We need this information before we leave so we can create a "Things to Do" sheet for our welcome baskets. What is a reliable way to find out good places to go for food and fun things to do before we get there?

A: Discuss this with your travel agent. An experienced travel agent will know all the extra “things to do and see” in the destination and can help secure the information for the welcome basket. Another option would be to visit the destination’s tourism site for suggestions and links.

Q. What is the most popular excursion available at most beach resorts that can accommodate a wide variety of guests (old, young, adventurous, not so adventurous)? Any advice on booking group excursions?

A: A catamaran cruise is a great way for you and your groom to thank your guests for coming to your destination wedding. Even if you don't have enough guests for a private cruise, everyone on the cruise joins in and adds to the celebration! It's a great way to kick off the party so have it the night before the ceremony (when most guests have arrived) or the day after the wedding before the guests go home.

Excursions can sell out, especially the popular ones, so planning ahead of time ensures you and your guests will be able to do the ones you want. Excursion trips in the destination you have chosen for your wedding can showcase what makes the destination so unique – historical sites, cultural activities or visiting natural resources put you in touch with the flavor of the land and the people who live there and can accommodate a mixed group of travelers.

Bottom line, work with your travel professional for smoother planning of transportation and excursions. A good travel professional will work directly with you and your guests to ensure a wonderful vacation and destination wedding experience for everyone involved.

Special thanks to the group who contributed to this article at Destinationweddings.com: Ed Cotton, Nancy Dante, Jennifer Cormier. Outside/Home-based Destination Wedding Specialists: Debbie Ryan, Christine Sholander and the other Destination Wedding Specialists who responded with suggestions. We proud to announce that Destinationweddings.com was recognized as the National Winner of the Patriotic Employer Award. This award goes out to companies for contributing to National Security and protecting liberty and freedom by supporting employee participation in America's National Guard and Reserve Force.