The first step in planning a bachelorx party is taking some time to sit down with the bride or groom to discuss where they want their party to take place. For example, is it going to be in your hometown or would they prefer a destination party?
Bachelor/ette Party Locations
A rule of thumb when choosing a destination party is to do some preliminary research to determine whether the destination is right for the event. Here is a list of preliminary items to consider:
Season Make sure you check what the weather will be like at the destination you’re thinking of traveling to. . If you’re planning to go on a winter wonderland trip, confirm there will be snow. If you’re going somewhere tropical, it’s probably a good idea to make sure it’s not hurricane season.
Holiday Timing Hosting bachelorx parties on long weekends when people get a day or two off from work is a great idea in theory, but keep in mind that travel and accommodations tend to be more expensive during these peak holiday travel times. Make sure to factor those costs into your overall finances.
Group Size Group size is one of the most important factors when considering travel plans. Make sure you have a good idea of how many people you're planning to invite so you can map out some preliminary costs and itineraries.
Travel
If you’re interested in hosting a bachelorx at a destination where you know the majority of the attendees will need to travel, do a preliminary flight or travel search to see how much the entire trip will cost. Some examples of these searches include the below:
Google Flights
- Search round trip flights on Google Flights from the destinations you know your guests will be traveling room to look for the best deals.
- Always try to find the lowest prices, but keep in mind the best flights are direct routes and not at weird hours.
- It is important to include these initial costs in your email to guests so they understand that you're trying to be budget friendly and accommodate their travel needs in the first planning email.
- If you plan to travel internationally for your trip, make sure to check on all international travel restrictions and confirm that all guests have a valid passport that will NOT be expiring in the coming months.
Driving
- If the destination is close enough to drive, map out the directions and travel time that it would take from the places your guests will be coming from
- Factor in the cost of gas. It can get expensive!
Accommodations
Rentals
If you have a decent amount of guests, it may make sense to rent a house. Keep in mind, some people may be fine with sharing beds, but try to plan for a max of 2 people per bed so no one is left paying the full amount to sleep on a sofa bed or pull out. Been there! Search rental websites for your ideal dates to check pricing and availability. Some helpful rental sites are listed below:
Hotels
If you have a smaller group or your bachelorx is located in a larger city, hotels are also a great option. You probably won’t be able to fit more than 4-6 people in each room but it’s always helpful to call in advance to ask if the rooms can be connected or include a pull out or sofa bed. Sometimes you can also get deals when booking for multiple rooms at once.
Experiences
If you’re planning some experiences or excursions for the party, make sure you do some preliminary research on costs and availability. You should also confirm that the experiences can accommodate your group size before telling the group and getting everyone excited. Example: Horseback riding in Park City Utah: You will need to confirm what the group accommodation size is, what the cost is per person, and confirm what the requirements are for everyone to be able to participate
Party Invites & Pre-Event Communication
Invite List The first step in planning a bachelorx is to compile a list of everyone the bride wants to invite. Here are a few things to consider:
- The Wedding Party: The entire party should be invited to the party, including siblings and you and your partners’ close family members
- Additional Friends: It’s OK to invite friends who aren’t in the party to be a part of the bachelorx. Keep in mind, these should be the friends who are fun to be around, who you have great relationships with, and who are excited to be a part of this trip.
- Financials: Consider friends who are financially secure enough to manage these added costs. If a friend is tight on money it’s always nice to speak with them privately to reassure them that they don’t need to do anything they can’t afford.
- General rule of thumb: Remember, it’s up to the bride to decide who they want to have attend their bachelorx party, so remind them to limit the list to their close friends and family members!
- Contact Information: once the bride has narrowed down their list, make sure to have them include the name, email and phone number for each individual person so you have all of the information needed to reach out.
Available DatesOnce the bride has narrowed down her invite list, it’s time to send an email to all of the invitees to gauge their availability and level of commitment. This email should include the below details: Introduce YourselfExplain who you are, share your contact info, let everyone know how excited you are to party with them, etc.. The Dates To Consider
- This is the most important part of your first email.
- Provide 3-4 weekend dates MAX for everyone to select from.
- Note: The bride should already have confirmed her availability for all of these dates before you reach out.
- Have everyone select ALL of the dates that they are available on so you have multiple options to choose from based on the most people who can attend.
- It is sometimes helpful to make these an easy Google Survey, Typeform or Survey Monkey form so people can easily select the dates that work best for them.
The Location
- Mention where the bachelorx will be taking place along with fun details to get people excited. Make sure you mention travel costs and options:
- Flight expenses
- Flight options
Topline ItineraryThis should be a basic itinerary for the bachelorx party. You don’t need to include every detail, just enough that people have a sense of what they’re in for! This is another great way to build up excitement for the party. The itinerary might look like:
- Night 1: Sunset cocktails on the hotel rooftop followed by a dinner cooked by a private chef. Then we will hit the local bars and ride the infamous mechanical bull at The No Name Bar!
- Day 1: Breakfast at the Airbnb followed by horseback riding through the Park City trails. Yes, this is where we are wearing our cowboy hats and boots - yeehaw!
End the email by requesting a deadline for everyone to make their available dates. Once you receive it, you and the bride will choose the final date and follow up with the official bachelorx invitation. Here is an example of an email template your Maid of Honor can use when emailing your bachelorx attendees. Official InvitationCongratulations, you have your bachelorx date set and your confirmed attendees!The first thing you need to do is find the accommodations that will work best for your group size and date. Once you have that, try and confirm as soon as possible. Your email to the group can include the first and final payment for the accommodations.Keep in mind you will almost always have to pay a downpayment, so it’s helpful to receive that first round of Venmos up front. Send an email to all of the confirmed attendees announcing all the final details.
- Bachelorette Party Date - including travel days
- Accommodations
- Rough estimate of costs
Tracking RSVPS
- Once you send out the final email, keep a running list of who is attending.
- There may be some people who can no longer attend once the final date is confirmed or people who can no longer participate for financial reasons.
- If this happens once they have already confirmed, it is OK to request these people to pay for a portion of things that you have already locked in (e.g. accommodations) so others don’t have to eat the cost.
- Overall this will be a helpful way to keep track of the final guest count so you can plan the remainder of the events for the weekend
Plan your wedding like a pro.
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