Planning an All-Inclusive Class Reunion
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If you have ever wondered whether you should take your classmates to an all-inclusive
resort for a reunion, the answer is an unqualified Yes! All-inclusive resorts can be found
everywhere from the sunny beaches of Hawaii or the Caribbean, to the snow-capped
mountains of Colorado, to a working cattle ranch in Texas. Undoubtedly there is an all-
inclusive resort out there that will meet the interests of your classmates.
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All-inclusive packages vary from resort to resort, so you might want to consider the
following when evaluating resorts for your reunion.
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Accommodations
There may be different grades of rooms available for different prices, but they also may
have different amenities included in the room package. It may be less expensive at some
resorts to pay for the room upgrade if, for example, the higher-priced rooms include
services such as greens fees or equipment rental, that your classmates are likely to use.
It can be a challenge sometimes to accommodate the economic needs of some group
members with the luxury desires of others. Different classes of rooms at different rates
may help solve some of these issues if the differences in amenities and price are spelled
out in the invitation materials.
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Meals and Beverages
Most all-inclusive resorts include meals in the price of the stay, but many also include
mid-afternoon or late evening snacks. Non-alcoholic beverages are also usually
included, but some resorts include an alcoholic beverage allowance or include a round
of cocktails with meals. Ask whether non-alcoholic beverages are included in all areas
of the resort. Find out if you will be charged for non-alcoholic beverages ordered in
areas outside of the dining facility. The cost of sipping iced tea at the beach could be an
unwelcome surprise, if those drinks are not included in the all-inclusive price.
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Activities
One of the areas where you can save the most money by using an all-inclusive resort, is
in the activities. The cost of tours, excursions, lessons or classes can add up quickly. The
more of these activities included in the all-inclusive price, the better. That way, none of
your classmates will hesitate to take advantage of any or all activities offered without
worrying about busting their budgets. Any time you can guarantee that a group of
people will be willing to use a service within the resort, the more likely you will be able
to negotiate either the free use of that service as a part of your all-inclusive fee or a
discount. Ask about personal services, such as spa treatments or massage therapy. If
these services are not included, negotiate a discount based upon the number of times
your classmates will use these services. Remember to include activities that the kids will
be interested in. Game rooms or arcades are popular at resorts. Even though you might
not want the kids to be inside playing video games when you would rather they be
outside enjoying the resort, the attraction for the kids is almost inevitable. If the games
are not free for guests, see if you can negotiate a number of tokens for each child. Ask
about special entertainment. Some resorts offer shows featuring local talent or have
arrangements with local venues for discounts on tickets. You may be able to negotiate a
further discount with off-site venues if you are purchasing a large enough block of
tickets. Ask about all of the discounts that the resort has negotiated with local venues.
Even if you might not want to take the whole group to a specific venue, some members
might want to have a day away from the resort on their own and getting a list of
already negotiated discounts will give classmates additional options.
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Do not forget the reunion activities
One of the easiest things to forget when scheduling a reunion at an all-inclusive resort is
to schedule those activities that will make your visit a reunion and not just a vacation.
Make sure there is a room where you can all meet away from the hustle and bustle and
other guests of the resort. Resorts that offer wedding packages often have exactly the
right type of space, either a large banquet facility that is not open for other activities, or
chapel-like setting where the weddings are performed. Either way, find an area where
your class can gather for reunion-specific activities during your stay. Since memorabilia
helps to make a gathering a reunion, ask whether the resort can accept shipments and
store materials prior to your arrival. That way, no one will have to bring memorabilia
items along with them while they travel.
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Taxes and Gratuities
Taxes and gratuities are the most frequent cause of sticker shock when the bill comes
due. Ask whether these fees are included in your all-inclusive price. If they are not, get
a firm accounting of what the taxes will run and to what parts of the bill they apply. If
gratuities are not included, ask for the resort's expected guidelines. You should get a list
of the personnel who will expect tips and what amount or percentage of the bill will be
expected for adequate as well as exceptional service.
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Services
There are dozens of other services that you and your classmates might use during your
stay at an all-inclusive resort. If possible, try to negotiate the fees for these services
down for the group. Ask the resort to waive any charges for currency exchange or for
cashing traveler's checks. Ask what laundry services are available. If you are planning a
formal evening, many of your guests might want to have their clothes pressed before
the event. If you are planning an adults-only event, arrange for child-care. See if you
can negotiate a fixed price for the evening per child with a scheduled pick-up time. That
way, your guests will not be in any hurry to pick up their children to save a few dollars
and the child-care providers can plan for an adequate number of staff for the entire
evening. Ask about internet access. If this is not included in the room price (many
resorts are offering this free now), make arrangements for a set time each day when
classmates can go to check their e-mail for a set price per hour. Negotiating by the hour
may be less expensive than asking each guest to pay for time individually.
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Transportation
If most of the activities your group will be participating in will be on the resort grounds,
you may only need to negotiate transportation to and from the airport. If you have a
group large enough, or if enough guests are arriving simultaneously, you may be able
to get the hotel to send a vehicle just for your group. If the price of transportation is not
included in the package price, you may be able to negotiate a set price per each group
that arrives together. The other time you might need transportation is to and from local
venues outside of the resort complex. If you have a large group, you may want to
arrange for a vehicle(s) large enough to accommodate the entire group at once. While
the resort may not have vehicles that would work for this, they may be able to help you
negotiate with local rail, bus or water taxi companies.
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Equipment Rental
If the resort offers sports activities, your group members may need to rent or borrow
equipment. Make sure that the resort has everything you will need to keep classmates
both safe and comfortable while they are participating in sports activities.
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Seasonal Specials
Ask the resort about seasonal specials. There may be an off-season time of year during
which your class could plan a reunion with significant savings. The fall can be a terrific
time to hold a reunion when the leaves are turning and if your classmates' children are
already grown so school schedules do not conflict with reunion plans. Mid-winter is the
high season at ski resorts and in the warmer climes, but you may be able to find a ranch
that boasts big fireplaces, or a golf resort that has excellent accommodations and where
you could plan reunion activities indoors.
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Create your own all-inclusive package
If you are interested in spending time in an area where there are not all-inclusive
resorts, you may be able to negotiate your own package for all-inclusive services. With
sufficient numbers and if you are wanting a variety of services, many venues will work
with you to design exactly the stay you want with the services you need on a per-
person price basis.
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Additional amenities
Here are a couple of other details you may want to look in to if you are considering an
all-inclusive resort for your reunion. Check to see what type of medical care is available
on-site or nearby. Medical emergencies can occur at any time and, especially if you are
going to be out of the country, you will want to make sure that you can get help quickly
if you need it. If you will be traveling with a large group, ask for a group check-in. If
you can give the resort the time of your arrival, they can have rooms already assigned
and keys ready for you to pass out as you arrive. If you cannot arrange for group check-
in, ask for beverage or snack service while guests wait. Ask about last day
accommodations, as well. If you will not be headed out to the airport early in the day,
ask for a delayed check out. Very popular resorts may not be able to accommodate a
large group with this request, but they may be more than happy to hold luggage in a
secure area and make facilities available for resting or showering after the beach or
other activities.
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Whatever your classmates' interests, there are all-inclusive resorts out there to meet
your needs. Once you find the right style, in the right location, with the right activities
at the right price, do not forget to save time for the activities that make a reunion a
reunion. Celebrate your class, its unique past and the great memories you all made
together.
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Dina C. Carson is the author of Reunion Solutions: Everything You Need to Plan an
Extraordinary Family, School, Military, Corporate or Association Reunion, available at
your local bookstore or at www.ReunionSolutions.com.
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