Three Tips For Working With An Onsite Wedding Planner

by Rocio Cervantes
Three Tips For Working With An Onsite Wedding Planner

Photo: earl.subejano | photography


When a client decides to book a destination wedding thousands of miles away, a team is instantly formed between the agent and the onsite wedding planner. As weddings manager at the Grand Hyatt Playa del Carmen Resort, I’ve worked with a variety of agents to help our mutual clients enjoy the event of a lifetime.

Here are three tips for our working relationship:

1. Focus on open communication.
This will set the tone for any working relationship between a wedding travel agent and resort wedding planner. Whether via email, phone call or an in-person site inspection, it’s important to set guidelines and assign roles and responsibilities for working together moving forward, including weekly status reports with news and updates tailored for each couple.

There also are plenty of digital innovations that can be implemented nowadays, from 360-degree tours to Skype or FaceTime calls, for additional communications. Still, there is nothing quite like visiting in person and most resorts are happy to work with clients (and agents) to accommodate them with special rates and discounts if there’s a cost barrier to a preview trip.

2. Take advantage of local expertise.
Consider the hotel’s wedding team as an extension of your team. You can count on them for specific local knowledge and tips, such as laws and regulations as they relate to the country, state and city where the hotel is located. For example, in our home of Playa del Carmen, specific permits are necessary for beach weddings. You can also count on the hotel staff to recommend local, regional or national vendors and providers. Since you’re working remotely, they also can help clarify any questions or concerns, resolve any issues, and source favorable rates and contract terms.

No destination wedding or onsite wedding planner should ever block a client’s vendor from coming in and joining the team or from using them as a comparison for competitive pricing, however. If the couple wants to bring in a florist or makeup artist or DJ, it should be a seamless addition.

3. Remember that it’s all about peace of mind.
When helping your clients select their destination wedding venue, peace of mind is important for both the couple and the agent. Among all the venues in which you can host a wedding – from international resort brands to small, independent hotels – how do you know which to choose? Look for specialized staff support and the flexibility to truly help your couples design their dream wedding. 

The second major aspect of peace of mind incorporates planning, having a “Plan B,” so should the need occur, the agent and client can just implement the back-up plan instead of scrambling to find a quick fix. Look for a property that will pre-stage the “Plan B” set up , so in case of inclement weather, or any other emergency, literally all that will need to happen is to move the guests to the back-up location and the party can continue.

  0
  0
Tip of the Day
Daily Top List

Most Useful Twitter Accounts for Travel Agents

1. AskTSA

2. FlightRadar24

3. Department of State

4. CLIA Global

5. ASTA

Source: TMR

TMR THIS WEEK
http://services.travelsavers.com/AMGService.svc/REST/GetImage?ImageID=dd7f092d-7dff-e711-80eb-782bcb667b27

What's Their 'Why'? Connect Your Clients to Their Passion for Travel

The unique reasons that inspire people to travel are the foundation of travel fulfillment, and more sales for travel agents.

TMR Recommendations
Top Stories
Bomb Cyclone Delay Raises Issue of Clients' Rights When Service Goes Awry
Bomb Cyclone Delay Raises Issue of Clients' Rights When Service Goes Awry

An airport incident between passengers and a Canadian airline in Boston during the “bomb cyclone” highlights the tensions that can rise when there are significant delays.

Multi-Trip Travel Insurance Could Cost Less, But Has Low Awareness
Multi-Trip Travel Insurance Could Cost Less, But Has Low Awareness

This lesser known option has yet to catch on because most travelers aren’t aware of it, and agents are more inclined to sell single-trip policies.

What Do the New Facebook Rules Mean for Travel Agents?
What Do the New Facebook Rules Mean for Travel Agents?

Changes announced this week by Facebook’s CEO may lead to less value for businesses trying to reach customers through unpaid content on the social media platform.

Lonely Planet’s Top Places for Solo Travel Includes Adventure and Foodie Destinations
Lonely Planet’s Top Places for Solo Travel Includes Adventure and Foodie Destinations

The travel guide’s list includes 10 cities from around the world that will convince even the most uneasy single traveler that it’s time to start exploring solo.

Headquarters Happenings: After a Successful 2017, Travel Leaders Looks to a Stronger 2018
Headquarters Happenings: After a Successful 2017, Travel Leaders Looks to a Stronger 2018

Synergies from 2017 merger, enhanced travel agent tools, and expanded luxury offerings propel the company into the new year.

Travel Agents Sail into Wave Season
Travel Agents Sail into Wave Season

Travel professionals are taking new approaches to their customers, their marketing and their business processes in 2018.

News Briefs
Advertiser's Voice
Advertiser's Voice: Scenic Cruises