When to ask for lodging reimbursement?

ginadog

FI and I purchased 5 extra cabins which are all within walking distance of the ceremony/reception in Grand Teton NP, figuring some people would like to stay near us.  Evidently 6 open cabins in July is unheard of, so we also felt like we had to jump on it.

To book them, we had to pay 3 nights worth for 5 cabins - that's over $2800!

We alrady have 4 interested copules for the cabins.  When is a proper time to start asking for payment? 

FI mentioned we shouldn't ask until after we send out the invites (that's like March or April), but maybe people want to put the money down so they KNOW their lodging is already taken care of. 

Plus people aren't going to wait until they get their invitation in April to book their hotel and airfare (DW for all).  Guests should really be lining up their airfare and hotels starting Jan/Feb.  I was thinking of asking in January, at least wait until after Christmas.

Thoughts?

Elinetrouwt

I understand what you're saying. Being interested is not the same as taking it. Plus, you have already paid for it. I think it would not be a major breach of good manners to ask for the money right now. If you explain the things you said to us, I'm sure they will pay you. 

LADY324

Do they know that they are expected to pay for their own lodging?  We have a room block at a hotel reserved for the guests.  They don't pay anything until the morning that they are checking out of the room.  This is all done through the hotel.  I am not sure how it should work since you prepaid for the rooms.  Did you tell your guests to call the cabin to reserve their rooms?  If you said that you guys reserved cabins they may be assuming that you guys are paying for their rooms.

ginadog

Yes, people are fully aware that they are paying their own logding.  Believe me, there are no assumptions on anyone's end.  It was very clear, reimbursement and that we weren't asking for money now, but will ask sometime in 2012.

These cabins do not work like reserving a regular hotel room where you pay when you leave.  They fill up 1 year in advance and require 3 nights payment up front.  If you called right now, there would be nothing availble.  Hence why we took advantage of the 6 open cabins because if we waited until people got their STD and then decided, there'd be nothing left.  There are also hotels options as well.

Just don't know when to start this process...

I did not choose to do room blocking at a normal hotel since there are a wide variety of budgets and a wide variety of lodging options.  I just made a detailed Google Map of all the info.

AllyG303

Do you have a wedding website?  you could mention on there "we have x # of cabins.  They are $x for 3 nights.  Please contact me if you would like one, first come first serve"

Otherwise, whoever has shown interest, just mention (preferably AFTER the holidays) how much they owe you for it if they want it.  Tell them that payment is due now, as you had to pay for them when reserving them.

ginadog

Ally, so you think just start asking my interested parties beginning of January? 
Opposed to after the invitation (like my FI suggests)? 
Or lastly, asking them for payment the weekend of the wedding (would kind of like the money before that!)?

Do you have a wedding website?  you could mention on there "we have x # of cabins.  They are $x for 3 nights.  Please contact me if you would like one, first come first serve"

That is already taken care of and we already have a list of interested people.

AllyG303

I would say January or February...it's only fair that they have to pay up front since you had to.  Since it's not a normal hotel where you get charged when you get there, they should have to pay upfront.  It's not like you're running your own hotel business--you need your money for the wedding!

michelle11988

I definitely agree wait for the holidays to be over and done with.  I would definitely say payment by Feb 1 for those on the list so if they don't actually want them someone else can have one.  I think most people will understand so you should be good.

littlemoments324

I would definitely ask in January or February, just in case other couples are interested in the lodging but you're waiting on payment from someone else...so I'd shoot the interested people in January that you're requesting the money by March 1st.  If you do not receive their funds by whatever date you choose then that room is available for the next person who has the money right then and there...

ginadog

Thanks ladies!