As a travel agent specializing in destination weddings, you know the importance of meticulous planning. One critical component of this process is setting up a pre-wedding planning trip for your clients. In this third installment of our series, “The Nitty Gritty Details of Planning a Destination Wedding,” we focus on helping you arrange these essential visits.
Destination Wedding Planning Trip
By coordinating meetings with the onsite team and finalizing key details such as venue and menu options, you’ll ensure that your clients’ big day is flawlessly executed. This guide will provide you with the insights needed to make these pre-wedding trips as productive and seamless as possible.
I’m currently working with a couple hosting their destination wedding in Mexico. We have narrowed down their resort choices to three options, and we set up a site visit so they can see all three resorts in person and make their decision.
It will be a quick two-night trip. Here is their destination wedding planning trip schedule:
Pre-wedding Planning Trips
I wanted to talk about pre-wedding planning trips in this blog post so that you can best advise your couples and be the expert they need to set these up.
First, the “Try Before You Buy” concept is how the wedding preview options became a thing. Let’s be real, it is hard to select a venue for your destination wedding sight unseen. So, helping your couple narrow down the search and then setting up a visit is a great way to go.
Over the years, I’ve arranged numerous wedding preview visits for couples, primarily to help them plan their special day at their chosen resort. These trips are more than just decision-making tools; they provide an invaluable opportunity to meet with the onsite team, finalize details, and gain confidence in the venue and menu options. Such visits are a truly worthwhile investment.
Logistics for the Couple
Let’s talk about the logistics for my destination wedding clients.
First, we selected the host resort because it was in between the two other resorts, making it easier for the site visits.
Second, coordinating availability with three resorts was a challenge. So, the couple ultimately picked a weekend, we set up their travel, and then we coordinated the meetings. These resorts want their business; they will make themselves available.
Third, you’ll want to set up their transfers for the site visits to the other resorts.
How to Set Up Pre-wedding Planning Trip?
Most destination wedding resorts have wedding preview offers where they will give destination wedding couples a discounted rate for two nights and have a hosted tasting and planning session with the wedding team.
In my situation, we chose to book their travel package as a FIT for a couple of reasons:
- It was taking our preferred host resort too long to respond to my request for discounted room rates.
- Travel was two weeks away, so we needed to secure the trip as soon as possible.
- I had recommended a higher level of service for their guests if they were to select the host resort, so I wanted them to experience that for themselves.
With that said, you will work with the wedding department to set up a wedding preview visit.
For the transfers, work with a trusted supplier to arrange the private transfers to and from the site visit resorts and the airport shuttle service. Remember, first impressions make a big difference.
To arrange a day pass, please coordinate with the wedding department. Typically, guests will have their names added to a list for security clearance. Upon arrival, they can proceed to the lobby to purchase their day pass. A valid ID will be required and held for the duration of their visit.
The Bottom Line
No matter the reason for the wedding preview trip, whether to decide on a venue or to plan the wedding at their chosen venue, take on this task for your couple to ensure a smooth and seamless experience.
This is also a great way to solidify your working relationship with the onsite team.
As you continue to refine your skills and provide exceptional service to your clients, remember that the key to success lies in thorough preparation and expert knowledge. If you’re eager to elevate your destination wedding planning business to the next level, consider checking out my comprehensive course & coaching program, The 20K System & Toolkit. This program offers in-depth strategies and tools specifically designed for travel agents specializing in destination weddings. Join us for the blueprint to streamline your processes, increase your bookings, and ultimately, grow your wedding & travel business.
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