Process for Flex Groups (Social and Wedding Groups to earn COMPS)
These are the guidelines from Palace Directly. There is a Workflow already built in to send to bookyourclients@palaceresorts.com at 70 days before the wedding date.
Workflow Link: https://app.hubspot.com/email/43775286/details/188690398315/performance
Workflow Name: GS - CS - Palace FIT to FLEX Rooming Email for Comps pre travel
General Guidelines
• Minimum Group Requirement: 33 paid room nights.
• Maximum Group Limit: 40 rooms.
• Minimum Room Nights: To qualify for the group, each booking must cover at least 3 room
nights. Bookings with fewer nights will not be counted or considered for amenities.
• Channel Consistency: All reservations must be confirmed via direct booking—no third-party
channels (e.g., OTAs or tour operators) allowed.
• Inventory and Rates:
o Room inventory is subject to availability at the time of booking; rooms are not held.
o Rates are based on dynamic published rates at the time of booking (no group rate
guarantees).
Email to Request Conversion of FIT Bookings to Flex Groups:
Email: bookyourclients@palaceresorts.com
Travel Advisor Guidelines and Responsibilities
1. Rooming List Submission:
o Submit a complete rooming list to the Palace Sales Department
o (via email: bookyourclients@palaceresorts.com) 60 days prior to travel to secure group
concessions.
o New reservations made within 60 days of travel will not qualify for group concessions.
o Flex groups reported after 60 days will not be eligible for any benefits—no exceptions.
2. Wedding Groups:
o Contact the Wedding Department before booking to confirm the ceremony date and time
availability.
o Kindly follow up with the Wedding Department to avoid issues. We cannot be held
responsible if this step is not completed before booking rooms.
3. Final Production Review:
o Once the rooming list is submitted, bookings will be linked and reviewed. Group benefits
will be confirmed based on final production.
o Cancellations or no-shows will impact group production at any time and may result in
adjusted benefits.
4. Event Coordination:
o Wedding or event planners will contact the travel advisor, wedding couple, or group
leader to coordinate events. This will occur within six months of the event date.
5. Terms and Conditions:
o Travel advisors must confirm receipt of Flex Group terms and conditions, which will be
sent upon request.
Important Notes
• For assistance, contact your local Business Development Manager or our Sales Department:
1-877-782-5018
Email: bookyourclients@palaceresorts.com
• Flex Group Terms and benefits: Concessions and terms are subject to change or deactivation
without notice.
• Updated: January8, 2024These ar