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Dedicated September 2018

What to charge for on-site lodging?

Ms. Mary Kate, on May 2, 2018 at 9:01 PM

Hi guys! I have a big question and could use some advice. We've rented out an entire lakeside campground resort for our wedding. It's an amazing place! And venue was our biggest expense for this reason. There is space for 50 guests to lodge on-site, and all of this is rolled into the venue cost....

Hi guys! I have a big question and could use some advice.

We've rented out an entire lakeside campground resort for our wedding. It's an amazing place! And venue was our biggest expense for this reason.

There is space for 50 guests to lodge on-site, and all of this is rolled into the venue cost. There's different levels of accommodations; there's a dorm-style bunkhouse, private cabins of different sizes, teepees and other whimsical custom-build structures (which are cool as heck but are pretty rustic ie no bathrooms or ac), and a luxury 3-br house all on-site and available. We are providing special cabins for the wedding party, and giving the luxury house accommodations to our parents.

My question is, how should we charge our other guests for accommodations? We let them know that we are offering limited amount of lodging on a first come, first serve basis, and are offering it at a discount rate from what the resort would normally charge. My guests are starting to show interest in lodging with us and I need to make these decisions. How should I break it down?

By room? By head? Should I charge more for the fancier rooms (I'm guessing yes)? Should I just come up with a number I want to reach (specifically, there's something I forgot to budget for--the porta-potty trailers!), and divy it up? Or should I do a percentage of what they normally charge for a la carte lodging?

The venue is quite expensive, but they don't break down the expenses to show lodging as a line item or anything, so I'm not sure where to begin. I want to be fair and reasonable, and am not trying to bleed my guests for as much as possible or anything like that. However I think is reasonable to ask for some contribution in exchange for lodging, especially since it is so limited (we could certainly use it). Any advice on how to start thinking about this would be appreciated!

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Dedicated September 2018
Ms. Mary Kate · on May 3, 2018 at 4:16 PM
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I am providing for wedding party and immediate family and anyone who contributed towards the wedding (one of my employees). The lottery system is a *great* idea. I like your way of wording it... perhaps by doing so I can avoid a taste of the drama this has stirred up!
Master October 2016
Mrs. Fall Bride · on May 3, 2018 at 4:19 PM
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But this is the point you're not getting. No one is saying your work is not "legitimate currency". You were already compensated for your work by being given the use of the venue, were you not? Consideration for consideration, that's your basic contract. And that contract has been executed. So to then charge your guests for something that was already paid for, is extraneous to that contract, and thus extra profit for you. Your compensation was the venue. Anything beyond that, i.e. getting money from your guests for rooms, would be a bonus, that's going straight into your pocket.
And FTR, you're the only one being disrepectful here.
Expert October 2018
Allison · on May 3, 2018 at 4:26 PM
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With this new information, I retract my earlier comment. I think you should still offer the rooms and charge, but I wouldn't do it the way I was recommending.

I would determine your additional costs (porter potties and what not) and divide those equally among each guest staying.

Then I'd charge a certain amount per room still, just significantly less than what I previously stated. So $80 for the nicer rooms, $20 for the smaller ones.

I don't think guests should expect a free vacation just because OP worked her butt off go get the venue. She still paid for the venue, just in supplies, labor and time. OP will not be making money off of this. I don't think OP should charge a drastic amount either though.

And like I said, we rented beach houses. We divided up the costs by the room. My parents own a couple of them, but they pay maintenance fees and property management fees. So they were free to me, but my guests that stay there need to pay the fees. It's the same thing.
Super August 2019
Future Louie · on May 3, 2018 at 4:26 PM
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Wow, well this post has gone sideways.
Disregarding everything, if I were a guest I wouldn't mind paying to stay at the venue no matter how you paid. I think the only way I'd side eye is if I paid for the room, found out you took the profit, and threw a poorly hosted wedding. To answer your question, I'd probably do a first-come first-served, priced by the room, with bigger/better rooms priced higher. I think that's fair if everyone is notified at the same time (which is seems like they are) and go from there. Yes, it is awkward to handle money from your guests like that, no way around that. But my opinion, it wouldn't bother me if I were a guest.
ETA - Yes, ideally it would be amazing for your guests to offer lodging for free to the first people who step up. But as a guest, I wouldn't be expecting it.
Dedicated September 2018
Ms. Mary Kate · on May 3, 2018 at 4:28 PM
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Thank you for the kind words!! You should visit, the owners Dave and Theresa, and the groundskeeper Joe are so nice. The place has an amazing history too!!
Super December 2018
T P · on May 3, 2018 at 4:29 PM
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I encourage you to charge by room, and use travel site prices as a guage to set your rate. It should not be difficult to find the average of those costs to determine an acceptable range for your guests.
Dedicated September 2018
Ms. Mary Kate · on May 3, 2018 at 4:42 PM
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Thanks for the solid advice. I was thinking I may have my wedding coordinator handle all of this, or one of the venue employees, just to keep it less awkward
Dedicated September 2018
Ms. Mary Kate · on May 3, 2018 at 4:48 PM
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Thanks, that makes a lot of sense. Thanks for sharing your experience!

Your wedding sounds amazing! Where was it??
VIP June 2018
Marcellab · on May 3, 2018 at 4:59 PM
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I don't have any helpful comments about how to go about dividing it up.
But I really don't see a big difference (yes there is some) between paying for a block of hotels and then being reimbursed by the hotel when they have been booked and doing this. This way is cheaper for your guests. And it basically ends up having the same outcome. I think more power to you. And it sounds like a beautiful and unique venue.
Expert October 2018
Allison · on May 3, 2018 at 5:10 PM
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My wedding is in October lol though I'm happy it already sounds amazing!

We'e getting married in Panama city beach, Florida.

VIP July 2018
The Nuptials · on May 3, 2018 at 5:58 PM
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How much is all the extra stuff costing for these people to stay? The port-a-potties and cleaning fees and all of that, what does that equal? I personally wouldn't charge guests, but if you are I would make it nominal at this point now that we have the whole story. And I would probably sell 'by room' so there is no confusion
Greg - one cabin with 5 beds - $35
And thats it, let Greg fill up his cabin. And I probably wouldn't say that it goes to a port-a-potty because I would assume all guests get to use those, so if I was Greg I would realize I just paid for everyones toilet. Just call it a cleaning fee and be done.