Next Steps
Your wedding is officially locked in! With your wedding date confirmed, we now move into the structured planning phase. This guide will walk you through what happens next, what to expect in the months ahead, and how we will support you every step of the way.
Before Your Guest Booking Website Can Be Released
Once your room block contract has been signed, there are two important items that must be completed before we can release your booking website to your guests.
- Book your own room within the wedding room block
- Provide us with your guests' email addresses
Guests will not be able to begin booking their rooms until both of these items have been completed.
We strongly recommend completing both steps within one to two weeks of signing your room block contract so we can keep your launch moving and allow your guests to begin securing their accommodations as quickly as possible.
Once your room reservation and guest email list have been received, we will proceed with finalizing your custom booking website and preparing it to be sent to your guests.
We Are So Excited For You!
Inside this guide, you will find information about timelines, room blocks, concessions, your guest booking website, vendor guidance, insurance, and the planning process ahead. Our goal is to make everything feel organized and seamless while giving you a clear idea of what happens at each stage.
Communication & Support
As our couple, you have direct access to us. You will have our personal cell phone numbers for anything urgent or time sensitive related to your wedding planning. That being said, we kindly ask that you do not share our personal cell phone numbers with guests.
In order to keep guest communication organized and properly documented, all guest questions should be directed through our dedicated wedding email or our office line. This allows us to properly track reservations, answer questions efficiently, and make sure no important details are missed.
We also request that any reservation requests, reservation changes, or notes involving an existing reservation be sent by email rather than text. Our administrative team handles many of these items, so having everything sent by email helps make sure nothing gets missed.
We are here to guide you through every phase of this process and cannot wait to build this celebration alongside you.
Jess + Jayme
Here and Away Travel
Locking In The Room Block
The next major step is securing your guest room block.
Your Room Block Helps Provide
- Guaranteed inventory for your guests within the contracted block
- Locked in group rates
- Organized guest reservations under your wedding group
- Credit toward applicable wedding benefits and concessions
We are happy to guide you through selecting the appropriate number of rooms and determining the best strategy for your group size. If you are unsure how many rooms to hold, we will walk you through typical booking averages and planning expectations.
Important Deposit Information
Room block deposits are typically $100 per room.
Room block deposits may later be applied toward the wedding couple's own room cost. If the deposits are not used toward your stay, they are refunded after final accounting, typically approximately two weeks after travel.
Refunds are not processed prior to final accounting, and room block deposits cannot be transferred or applied toward wedding costs.
Please plan accordingly, as this structure is established by the resort as part of the contracted room block process. Once the required room block deposit has been submitted, your contracted inventory is officially secured.
Your Booking Website
Once the required launch items have been completed, we begin building your custom guest booking website.
This is not intended to replace a traditional wedding website. It is a travel booking website designed specifically so your guests can manage the travel portion of attending your destination wedding.
Your Guests Will Be Able To
- View available room categories and contracted pricing
- Submit and secure their room reservations
- Learn about airport transportation
- Review passport requirements
- Understand available travel protection options
- Access important travel and payment deadlines
We are also happy to include one or two additional informational pages on the booking website, such as a wedding weekend schedule, FAQ page, or welcome note.
What We Need From You
One of the biggest benefits of our booking system is that it gives your guests direct access to our team. We can manage their reservation questions, payments, transportation details, and travel logistics directly, keeping those questions off your plate.
- 3 to 5 photos of the two of you. These do not need to be professional photos. Just choose photos that you love. Please email them with the subject line Wedding Website Photos.
- Your guest email address list. Please provide this through a shared Google Doc or Google Sheet. Throughout the planning process, any additions or changes to the guest email list should be updated directly within that shared document so we always have the most current list for wedding communications.
Once everything is ready, we will email the booking website directly to your guests.
Once guests begin booking, we will also share a Google Sheets rooming list with you so you can see who has reserved. Rooming lists for our wedding groups are updated approximately every other week.
Room Block Concessions
Every resort structures its group concessions differently. Depending on the property and your contracted agreement, your room block may earn benefits such as complimentary room nights, room upgrades, private event credits, complimentary events, or wedding package enhancements.
The exact concessions available to your wedding group will be outlined in your specific room block agreement. All earned concessions are based on the final contracted structure established with your resort.
How Complimentary Room Night Credits Work
If your resort offers complimentary room nights, these are generally issued as a credit rather than as a prepaid complimentary room.
- Complimentary nights are calculated using the qualifying room category outlined by your contract.
- The credit is generally based on the applicable qualifying room rate, regardless of which room category you personally reserve.
- Taxes and applicable fees are not included within the complimentary portion and may be deducted when calculating the final credit.
- The final credit is processed after the resort completes final accounting for the group.
- Refunds are typically issued approximately two weeks after travel.
We will track your earned concessions throughout the booking process and keep you informed as your room block grows.
How Room Upgrades Work
If your concession structure includes complimentary room upgrades, it is important to understand how those upgrades are calculated.
- Upgrades are typically based on lower room categories within the contracted block.
- Upgrades generally move only into the next qualifying room category.
- Complimentary upgrades are almost always subject to availability and therefore cannot be guaranteed.
We will monitor concession eligibility throughout the booking process and guide you on the best strategy for maximizing the benefits available under your contract.
Wedding Planning Timeline
Depending on the resort, most couples officially begin detailed wedding planning with their assigned on site wedding coordinator approximately four to six months prior to the wedding date. Some resorts begin earlier, but the majority operate within this timeframe.
This is typically when your planning portal opens, décor selections are finalized, timelines are structured, guest counts are confirmed, and final wedding pricing begins to be formally locked in.
You are absolutely welcome to communicate with the resort wedding team prior to that window to request inspiration, review package inclusions, and receive estimated pricing for upgrades or enhancements. However, confirmed pricing and final selections are typically secured once the resort's official planning phase begins.
Vendors To Book Early
While most décor and detailed planning decisions happen within the four to six month planning window, certain vendors should be secured much earlier if you plan to use professionals outside of the resort team.
Photography
If you plan to bring in an outside photographer rather than using the resort's photography team, we recommend reserving them well in advance.
Hair & Makeup
If you would prefer an outside hair and makeup artist rather than using the resort salon, we also recommend securing them early.
These vendors tend to book quickly, particularly during peak destination wedding seasons. Booking early gives you the best opportunity to secure your preferred professionals. We are always happy to provide vendor guidance and recommendations when you need them.
Travel + Event Insurance
Now that your wedding date and room block are secured, we strongly recommend putting protection in place for both your accommodations and your wedding event.
Cancel For Any Reason Room Protection
For the wedding couple's room reservation, we highly recommend considering Cancel For Any Reason coverage available through your wedding room block when applicable.
CFAR coverage allows you to cancel a room reservation for reasons beyond standard covered events and receive a percentage reimbursement according to the specific policy terms. This can provide an additional layer of flexibility if something unexpected arises.
Once your reservation enters its nonrefundable phase, cancellations without protection can result in significant financial loss. Travel protection can help safeguard that investment. We can assist with adding the available protection option to your reservation at the time of booking.
Wedding Event Insurance
Separate from room insurance, we strongly encourage couples to explore wedding event insurance.
Event insurance is not purchased through your wedding room block. Instead, you should speak with a licensed insurance professional to review the policy options available to you. This type of coverage may help protect you financially if unexpected circumstances arise after you have entered nonrefundable phases with your resort or wedding vendors.
Depending on the policy selected, coverage may include certain event expenses, postponement scenarios, or other unforeseen issues. Here and Away Travel does not sell wedding event insurance, and we recommend speaking directly with a licensed insurance professional to determine the appropriate coverage for your situation.
Why This Matters
Destination weddings involve multiple contracts, deposits, and penalty phases. Once funds enter nonrefundable status, recovery options may be limited. Insurance is not about anticipating that something will go wrong. It is about protecting your investment if something completely outside of your control occurs. We strongly recommend putting appropriate protection in place early, before penalty phases begin.