USA & Canada family planning tool

Guest & VIP Travel Cost Calculator

Separate the room block from the rooms, flights, transfers, and welcome items your family plans to pay. This prevents guest support from disappearing inside the wedding-production budget.

Guest room estimate

Use the same occupancy assumptions and tax-inclusive nightly rate when comparing resorts.

Estimated guestsEstimated guest roomsAverage nights per roomNightly rate with taxes/fees$

Family-paid rooms and flights

Include only rooms or flights the wedding budget—not the guest—will pay.

Rooms paid by familyPaid nights per roomHosted-room nightly rate$VIP flight travelersAverage round-trip flight$

Transfers and welcome details

Transfers paid by familyRound-trip transfer/person$Welcome itemsCost per welcome item$

After the estimate

Information to organize for each booking group

Collect only the information needed for rooms, transfers, dietary planning, and guest support—never payment-card details or unrelated private records.

Guest and room details

□Household or booking group
□Primary guest name
□Email and phone
□Adults and children
□Room category
□Check-in and check-out
□Booking confirmation status
□Accessibility or mobility needs

Arrival and transfer details

□Arrival airport
□Airline and flight number
□Arrival date and local time
□Transfer provider
□Vehicle or route group
□Pickup instructions sent
□Return flight and transfer
□Delayed or missing information

Wedding-week experience

□Dietary needs and allergies
□Jain or no-onion/no-garlic meals
□Welcome-item quantity
□Event attendance exceptions
□Childcare information
□Emergency contact
□Special family assistance
□Last confirmed date

Three rules that prevent confusion

01
Give each booking group one primary contact and one status.
02
Use local arrival times and record the date when each detail was last confirmed.
03
Share only the minimum information each resort, transfer provider, or wedding contact needs.

Discuss Guest Support Open Responsibility Map