Guidance Notes for Castle staff on reserving & booking rooms for the wedding party - Weddings in Wales at Craig y Nos Castle

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Guidance Notes for Castle staff on reserving & booking rooms for the wedding party

The Castle > Our Bedrooms > Room Guide for Brides
The material below the table on this page is for staff information on Policy & Procedures for Wedding Package Room Reserving. They do not need to be read by Brides and Grooms but are referred to by staff and offer guidelines for room reserving.

If you are a booked Wedding Couple and have got this far, Congratulations as you have done very well to study the site so thoroughly, to end up here!

There's no need to read this page (it really is not that interesting!) unless you are a member of staff. Instead go to the Plan Your Wedding page for far more useful links on planning your wedding at the castle.

Or use the table below to explore a more essential area of Craig y Nos Castle's wedding planning site.
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Room Reserving for the Wedding Packages
Guidance Notes for Castle Staff
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The ONLY time you can EVER block out ALL the rooms (i.e. the full 25) is if you have an SWP/ FWP using all the rooms.

Otherwise extra rooms can only be blocked out if reserved by the Bride as extra rooms. Put 'for wedding only' against each room (see list of 'wedding only' rooms below), up to the minimum required number of rooms in the room monitor, for their wedding package.


ROOM RESERVING BY THE CASTLE AND BY THE WEDDING COUPLE

1. Only reserve rooms above the minimum IF you have named guests put forward by B&G (Bride & Groom)

MJL Adds: That's fine, logical – Reception should put the 10, 20 or 25 Rooms (or mixture of as per the suggested Disabled Room Mix, Family Room Mix etc) and each file should have in the first instance in addition to the text a cell comment about the reservation for the wedding. Ones after the minimum number as you say need to have the name of the person that the B & G has told us are occupying the room – the cell comment should indicate also this is a room above the minimum usage quota.

2. ‘Room reserving’ is NOT allowed in B&G name, ONLY IN A GUEST NAME, unless Bride herself and close family is occupying the room.

MJL Comment: Correct, and if this is the case, these are the ones that in my view should be on the B & G’s account – as they are rooms “she has booked specifically, and these are the ones  in my view should be transferred as a new booking" - once guest books in.

3. Do not block out rooms with no names (i.e. ‘for wedding only’) in the Room Monitor, other than for the minimum required under the wedding contract they are on.

MJL Comment: Agreed.

4. Brides are told they CANNOT block out rooms other than for their minimum contracted number, UNLESS they give us named individuals for a ‘room reserve’.

MJL Comment: Agreed as above.

5. When a bride reserves rooms, it must be ON THE UNDERSTANDING that those rooms are contractually down to the B&G to pay for, if they are not occupied by the named guests.

MJL Comments: Unless of course they cancel within 48 hours – so you still have to be careful, they don't block book rooms – we should really perhaps say also that “all reservations should be confirmed at least a month beforehand – so at least we are aware that the Guest, has contacted us and given card details and we could tell the B & G that reserved rooms unconfirmed a month prior to the wedding (in excess of the contractual minimum, may be released).

6. This means with any reserves, you either

(a) add the reserved rooms to Bride's account and send the B&G a standard booking confirmation email for these reserved rooms, along with an updated SRUM showing the reserves. This typically applies with low volume room reserves, and the booking is then transferred to the wedding guest occupying the room when they phone in to book the room in their own name.

(b) with high volume room reserves that exceed the B&G's minimum room use quota under their Wedding Package, rather than add these rooms as extras to the Bride's account, you create a SRUM showing the reserves, mirroring what you enter on the Room Monitor. You send the SRUM to the B&G, advising them that should any named guests not occupy the rooms, the Bride and Groom will have the reserved but unoccupied rooms added to their account as an extra room booking in their name, wherever the total number of rooms reserved exceeds their wedding package minimum usage quota. Send the SRUM out with the following statement:

“I enclose / attach your updated SRUM showing your room reserves. Kindy note the rooms you have reserved, if they exceed the minimum usage requirement under your wedding package, will be added to your account if they are not subsequently booked by your named wedding guests and if not cancelled by you. Please be aware that by reserving any extra rooms above the minimum B&B usage required under your wedding contract, you are accepting liability to pay for these extra rooms should the named guest(s) not call us to book the rooms in their own name. To avoid any liability for rooms not required above the minimum B&B usage required under your wedding contract, you must remember to cancel any unbooked / non-required rooms you have in reserve, more than 48 hours before your wedding day. Please carefully monitor your room reserves against actual bookings and remove from reserve any that are not required, as soon as you are aware they are not required by the guests for whom they were reserved.”

MJL Comments: That's fine – and in conjunction with (5) above you could either decide that (a) if they are not confirmed we release or as you have put they will go on your account they become liable so you don't need to tell them about the 30 days – my issue is if you don't release within 30 days, the B & G may cancel them 4 days in advance – thus we get no money NOR can resell.

MG Adds: The final confirmation of booked rooms and remaining 'room reserves' has to be completed a month before the wedding, either by Wedding Planners phoning the B&G or the B&G being called in to an Event Finalise, where this is finalised correctly. Otherwise we are going to get very short notice cancelled rooms or non-cancelled room reserves becoming the liability of the B&G - both outcomes are unsatisfactory. So this has to be resolved at the Event Finalise. Onus is on the Castle Wedding Dept and Reception together to police any 'over-reserving' by B&G.

You can only reserve extra rooms above package minimum if you either (a) add the extra rooms to the account of the B&G, add the new amount due to the account, and send out a new room booking confirmation along with SRUM showing the 'room reserves' as above, or (b) if you send out an SRUM with the above contractual advisory note.

MJL Comments: This is fine – as you are then only adding extra rooms where NO names are given being at 6b – I have no issue adding extra rooms – so you tell the B & G, we can reserve accommodation for the minimum number of guests – they can contact us and we will offer them the specific room you have allocated  if though you wish to reserve rooms for additional guests over and above this, these rooms will need to be added to your own account, when an addition guest then books the room, that specific room will be removed

MJL further adds: you simply add the VALUE OF THE EXTRA ACCOMMODATION to the account (at the Event Finalise) if B&G reserve extra rooms above minimum quota. (We) just put 1 DEBIT for £xxx for EXTRA ACCOMMODATION RESERVATION in their account – then it is obvious – as opposed to booking  (MG continues) to their account individually, each and every' room reserve' above the minimum usage quota. This can be done at the event Finalise, albeit even after then, as straggler guests book in, the amount due to B&G reduces.

As the first bookings come in from the wedding guests, so you transfer 'room reserves' from the B&G's account in (a) and on the SRUM & RM, or on the SRUM & RM alone in (b) above, to the new accommodation guest who has booked that room. From time to time you need to send an updated SRUM to the B&G so they are kept abreast of bookings. This latter should be done on a regular basis by the Wedding Department, and certainly immediately on request by the B&G for an update. Before sending out updated SRUM's carefully cross reference with room monitor to update the SRUM with guest bookings.

MJL adds: You still need to be aware of the scenario here: X – B & G on LMWP40 – have 10 rooms reserved. 1 – 10. They give us the names they are entered to RM. B & G say they need 5 more rooms – so we book them on B & Gs account at a later date. Then those rooms are duly booked by clients so those 5 extra rooms are removed from account. But then (say) 5 of the original 10 rooms are cancelled – so they would need to go back on the account? – MG adds: or not if the B & G still has 'used' the 10 B&B rooms required.

As for Room Monitor, you will have some guests booking rooms who have not been reserved a room by the B&G. These guests can choose any available room - though you should encourage them to take the rooms allocated for the wedding and marked in room monitor as 'for wedding only'. This is because with smaller weddings, we wish to keep Theatre rooms for non-wedding guests.

First use the blocked out minimum rooms, over-writing the ‘for wedding only’ entry that you have put on RM up to min room quota for their package. Only when they are used do you use the other rooms.

However as the B&G or the guest can choose any room they like, if it is available, this means in practice that rooms you have not blocked out for the wedding may be booked by wedding guests, up to the minimum under the relevant Wedding Package's room use quota, leaving rooms you did block out, still unused yet showing as unavailable. This has occasionally resulted in us telling guests 'there are no rooms' when there are. So for every room booked out that is not marked 'for wedding only', you then need to remove one of the 'for wedding only' entries from Room Monitor. If you forget to do this, you will end up with more rooms blocked out and booked than the package minimum, with some rooms not required and not in fact due to be paid for by anyone.


MJL concludes

We have never, and I don't know whether that was introduced, put reserved rooms singularly on a B & Gs account and transferred them – UNLESS the B & G have asked us to BOOK the room for someone specific.

When the B & G book a wedding we create a V4 accommodation debit for the value of the rooms that they need to meet, this then is removed upon the guests arriving and paying so that we can work out if the contractual numbers are met – if we introduce (Y) with your Z – then that would at least show the B & G, that if they have asked us to reserve extra rooms that are not used – then they are liable for them – i.e. if they reserve 20 rooms – and they had 15 rooms occupied with 2 in each, that gives them their 20 remit under the LMWP – BUT we can then charge them for the 5 rooms they reserved that we could not sell – BECAUSE they remained on the B & G’s account –  now all you need to do is to decide the latest a B & G can unreserve – as currently they can unreserve (and have them off the account 48 hours in advance) meaning that we cannot resell if we say the reserved rooms must be confirmed by the occupant 30 days before the wedding, and they are not – then we remove them, we still may not resell the date.....

So in essence

1.            Only reserve rooms above the minimum IF you have named guests put forward by B&G (Bride & Groom)

2.            ‘Room reserving’ is NOT allowed in B&G name, ONLY IN A GUEST NAME, unless Bride herself and close family is occupying the room and if specifically requested by the B & G to be booked on their account.

3.            Do not block out rooms with no names (i.e. ‘for wedding only’) in the Room Monitor, other than for the minimum required under the wedding contract they are on.

4.            Brides are told they CANNOT block out rooms other than for their minimum contracted number, UNLESS they give us named individuals for a ‘room reserve’.

5.            When a bride reserves rooms, it must be ON THE UNDERSTANDING that those rooms are contractually down to the B&G to pay for, if they are not occupied by the named guests and we will create an additional debit for the extra rooms reserved (that are not yet confirmed by the guests booking in direct)

6. Room Reserves above minimum usage quota in Wedding Package Terms:

(a)          This means with any reserves, with high volume room reserves that exceed the B&G's minimum room use quota under their Wedding Package, rather than add these rooms as extras to the Bride's account, you create a SRUM showing the reserves, mirroring what you enter on the Room  Monitor.

You send the SRUM to the B&G, advising them that should any named guests not occupy the rooms, the Bride and Groom will have the reserved but unoccupied rooms added to their account as an extra room booking in their name, wherever the total number of rooms reserved exceeds their wedding package minimum usage quota.

Send the SRUM out with the following statement (that statement below would need to be copied in the booking confirmation when doing 6c below – so it becomes contractual to their booking.

(b)          “I enclose / attach your updated SRUM showing your room reserves. Kindy note the rooms you have reserved, if they exceed the minimum usage requirement under your wedding package, will be added to your account if they are not subsequently booked by your named wedding guests and if not cancelled by you. Please be aware that by reserving any extra rooms above the minimum B&B usage required under your wedding contract, you are accepting liability to pay for these extra rooms should the named guest(s) not call us to book the rooms in their own name. To avoid any liability for rooms not required above the minimum B&B usage required under your wedding contract, you must remember to cancel any unbooked / non-required rooms you have in reserve, more than 48 hours before your wedding day. Please carefully monitor your room reserves against actual bookings and remove from reserve any that are not required, as soon as you are aware they are not required by the guests for whom they were reserved.”

(c)           You create a debit on the FAB tools account for the  V4 EXTRA ACCOMMODATION as the value of rooms booked above the contractual minimum.



SO what are the contractual minimums and which rooms should be used (unless B&G or a guest stipulates a different choice of room).

First some general principles (all established and in previous Procedures memos)

1. Reserve AB12 and AB11 to wedding every time, so you are always able to accommodate disabled wedding guests.

2. Do not use theatre rooms for weddings other than LMWP80 in part and SWP/FWP – theatre rooms should be kept for non-wedding guests, to give them some peace away from the buzz of a wedding.

3. Never block out rooms ‘for wedding only’, other than the minimum room use requirement under the B&G's wedding package

4. Never refuse general B&B bookings for any wedding night other than for SWP/ FWP, except where B&G have reserved extra rooms and there is genuinely nothing left.


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ALLOWABLE 'FOR WEDDING ONLY' RESERVES
- PER WEDDING PACKAGE
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Start with the specific allocation to the wedding of non-theatre rooms. Use AB rooms only for wedding, theatre for non-wedding or wedding overflow. However Bride can over-ride our standard selection of ‘for wedding only’ rooms. If Bride or a Wedding Guest specifically wants any theatre or other rooms, simply swap the reserves around so you still end up with ONLY the minimum number of 'wedding only' reserves applicable. Extra rooms can be reserved only if they are added to the Bride and Groom’s Wedding account, if B&G opt to go above the minimum number they have contracted for on their wedding package.

The minimum rooms to be ‘blocked out’ by Reception and marked in RM ‘for wedding only’ (until named guests book in or 'room reserves' are placed) are:

LMWP 40: Must have 20 guests at £75 each therefore 10 doubles get marked in RM as ‘for wedding only’ until named guests book in or are reserved.

10 rooms; Use initially AB12, AB11, for disabled guests, then 8 others being all doubles; AB32,33,34,35,36,21,22,26. And of course AB30 FOC for Bride. Leave rest available for B&B guests or wedding overflow.


LMWP 80: Must have 40 guests at £75 each therefore 20 doubles (actually 19 due to AB15) get marked in RM as ‘for wedding only’ until named guests book in or are reserved.

20 rooms: Use initially AB12, AB11, for disabled guests, then 17 others being all double occupancy as you use AB15 for 4; hence you block out on RM ‘for wedding only’: AB13 (for 4 possibly, 2 at £75 and 2 at £35), AB14 (for 4 possibly, 2 at £75 and 2 at £35), AB15 (for 4 guests at £75 each definitely), AB16, AB31 (for 4 possibly, 2 at £75 and 2 at £35), AB32,33,34,35,36,21,22,23, AB25 (for 4 or more possibly, for 2 at £75 and 2 or more at £35), AB26,27,28. And of course AB30 FOC for Bride. Leave all theatre rooms available for B&B guests or wedding overflow.


MWP: Must have 25 guests at £75 each therefore 12 doubles (as use AB15 for the 'odd one’) get marked in RM as ‘for wedding only’ until named guests book in or are reserved.

12 rooms: Use Initially AB30 for B&G, AB12, AB11, for disabled guests, then 9 others being all double occupancy as you use AB15 for 3/4; hence you block out on RM ‘for wedding only’ AB13 (for 4 possibly, 2 at £75 and 2 at £35), AB14 (for 4 possibly, 2 at £75 and 2 at £35), AB15 (for 3 - 4 guests at £75 each definitely), AB16, AB31 (for 4 possibly, 2 at £75 and 2 at £35), AB32,33,34,35. Leave rest available for B&B guests or wedding overflow.


SWP/ FWP: Full reserve of all en-suites. No other B&B guests allowed in en-suites. Check all bookers are wedding guests.

Mark ALL rooms in RM without exception as ‘for wedding only’. No non-wedding guests allowed in en-suites. DO ASK IF THEY ARE A WEDDING GUEST, as otherwise you may refuse rooms! Nurses Block remains available as overflow for either wedding guests or non-wedding guests.

For all weddings: Nurses Block cannot be allocated to B&G unless booked by the B&G specifically and added to their account and a standard booking confirmation email sent.

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Fridays and Saturdays
'6-months rule'
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The '6-month rule' now only applies to Fridays and Saturdays. En-suite Rooms for Sundays to Thursday may be reserved or booked as far ahead as anyone wants. Only Fridays and Saturdays have to be reserved or booked no more than 6 months ahead.

If a wedding guest wants to book two nights (because they want to stay the night before the wedding), and the night before the wedding falls on a Friday and / or a Saturday, then you can place them in the Nurses Block so they are allocated a room. Subject to availability, you can move them into their en-suite room, for the night before the wedding, once within 6 months of the wedding date. This should be done as an automatic upgrade as the tariff is the same, plus it saves on room changeovers/ cleaning. However availability is highly unlikely as most Fridays and certainly all Saturdays have weddings booked. All guests booked into Nurses Block need to be advised it is unlikely they can be upgraded before night of wedding. Priority always goes to wedding guests of that days' wedding.

Essential Pages to read, on organising Acommodation Rooms for your Wedding Guests


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