Your guide to understanding the differences between the two group rate options for your all-inclusive destination weddings

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Planning a Destination Wedding at all-inclusive resorts in Mexico or the Caribbean is a dream of many couples, the idea of saying “I DO” in paradise and with the all-inclusive resort destination weddings being more cost-effective than traditional weddings are what makes it popular with the modern day brides and grooms.

However, planning a Destination Wedding requires travel logistics and unique challenges, such as requiring accommodations for your guests. One of the key decisions couples face when planning their destination wedding is whether to do a contracted group reservation, or a non-contracted group.

In this blog, we will discuss what are the key differences between the two, and the pros and cons of each option.

So, what is the difference between a contracted group and non-contracted group?

Contracted Group

A contracted group is a formal agreement between the client and the resort, where you are taking a certain number of rooms from the resort with a predetermined rate and a contract that outlines the terms and conditions. The resort will take the inventory out of their system when you make a room block reservation, and in return, you as a client, promise the resort to fulfill these rooms and return unsold inventories to the resort before the penalty date hits.

PROs and CONs of a Contracted Group

One best pros of getting a contracted group is having guaranteed rooms and rates for your guests even during peak travel season. Most times, a contracted group rate is better than the published rate of the resort. You will also get perks such as complimentary rooms, upgrades, and even extra events that you may utilize during your destination wedding. Having a contracted group rate means, every guest booked under the group is getting the same rate, thus avoiding the drama of who paid more or who paid less.

Of course, a contracted group rate comes with CONs. A group contract requires a financial commitment from the couple. Contracted group rates require a deposit to confirm the room block and the deposit can be as low as $100 per room or up to 30% of the total revenue. Also, it has a strict timeline when it comes to payments and penalties. If you don’t release rooms before the first penalty date, you could incur financial penalties. There is also a minimum requirement of at least 10 rooms when booking a group contract, and if you fail to meet the 10-room requirement you will lose the contracted rate discount and your guests may end up paying more than what they paid and agreed for originally.

Ideally, it is best to get a contracted group rate if you are expecting more than 30 guests to attend your wedding. If you’re inviting less and think not many people will come to your Destination Wedding or you are only wanting to have a more intimate celebration, there is another option for you.

Non-Contracted Group or Flex Group Bookings

A non-contracted group bookings are more flexible arrangements that do not require deposits and no formal room block is reserved. You and your guests book their rooms independently, often using a discount code or a booking link. This requires less commitment from you and resort may not guarantee availability for your group.

PROs and CONs of a Non-Contracted Group

A flex group booking requires less commitment from the client. You don’t have to worry about contracts, meeting deadlines, deposits, or penalties in return. There’s also no inventory held for the group, thus you are not required to fill in the rooms and your guests have the flexibility to book their accommodations at their own time. With this much flexibility, and less commitment comes with greater risk of not having enough room for your group. There will be no guarantee that the rooms will be available, especially if your guest made the reservations at a later time. Also consider if your wedding date falls on high season, as the resort may sell out earlier than you expected. You also miss out on a better rate, and incentives that a contracted group offers.

A non-contracted group option is best if you are looking for a more intimate guest list. Think about Elopements or a micro-wedding. If you are inviting less than 20 people, but still need a group contract for your guests this option is best for you.

What’s the best option for my group?

A contracted group is ideal for you if:

• You are expecting a large number of guests to attend
• You are traveling during peak travel season
• You understand the financial risks and the responsibility of getting a room block contract

A non-contracted group is ideal for you if:

• You don’t care about who/how many guests will attend your wedding
• You don’t want the financial obligation and risks related to unsold rooms
• You prefer your guests make their own bookings, and have their own flexibility

Managing group bookings for a destination wedding can be complex, but with the right support, it becomes a seamless process. When you work with us, we take the crucial step in managing your group bookings where we help you negotiate the contracts, secure the best rates, handle all the logistics, and release any unsold inventories so you can avoid getting hit with penalties. You can learn more of our process and our role as your travel advisor here: The CCV Destination Wedding Experience

With an experienced travel advisor by your side, you will have a simplified planning process and a smooth experience for you and your guests.