Averting Destination Disasters

Posted on: May 7, 2009

The swine-flu outbreak serves as a reminder that plans, well, don’t always go as planned. Here’s how to handle snafus in your travel schedule

By Morgan McMillan
CTW Features

If all the news about the swine flu in the States wasn’t enough to make you cringe, just think about those planning to wed or honeymoon south of the border?

While there has been no official travel restrictions between the U.S. and Mexico, it never hurts to get some protocol tips in case you’re ever caught up in a travel travesty. Howard Green, CEO of Moonrings, a specialty travel company based in Chicago, offers some advice for honeymoon and destination-wedding travelers:

What should you do if your flight gets canceled?

As of today, there are not any official travel restrictions between the U.S. and Mexico. Therefore, any flight cancellations that occur will most likely be because of typical issues like equipment problems, poor weather, et cetera. Travelers who find themselves with a canceled flight should contact the airline or their travel professional for assistance with rebooking. Even if flu-related travel restrictions are imposed at some point in the future, the re-booking process should remain the same. Because of the current state of uncertainty, however, most airlines are offering additional itinerary flexibility, often allowing passengers to make changes and/or cancellations without penalty (for those holding restricted tickets). Policies vary from carrier to carrier, so travelers should contact their airline or travel professional for further information.

What should you do if your intended destination is no longer accessible?

In the unlikely event that air traffic is grounded … travelers will need to discuss the options – delayed arrival, complete change of dates, outright cancellation – with the individual hotel. In some cases, potential financial penalties that may result from making a last-minute itinerary change could be covered by travel insurance (if the travelers have an applicable policy).

What should you do if a hotel loses your reservation?

To some extent, lost reservations can be prevented even before they occur. No. 1, always request a written confirmation. Upon receipt, double-check it for accuracy, including the hotel name, dates, room category, bedding preference and room rate. No. 2, reconfirm the reservation a few weeks prior to departure. If done over the phone, make sure to get the name of the person with whom you speak. Finally, bring all written correspondence with you as proof in case there is a reservation mix-up. Even if you’ve done all of the above and the hotel has still managed to misplace your reservation, ask to speak with the hotel’s general manager. In larger hotels, the manager may be able to manipulate the room allocation in order to free up a room.

Helping Hands

Worried your destination wedding could turn into a disaster? Fortunately, some event planners are gearing up to save your special day. Not only do they have advice for what to do if this happens to you, but they’re helping couples reschedule and keep plans sailing smoothly.

LUXE Destination Weddings, with locations in New York and Toronto, is working on rebooking about 60 weddings from Mexico to other locales like South Beach, Fla. “Our role is to support,” says Tara Soloway, co-founder of LUXE. LUXE has taken on the job of communicating with hotels, choosing new locations and trying to arrange low rates over the course of the switch.

Rebooking works on an individual basis, according to Soloway. “Everybody we work with right now has their own policy. You have to be wondering if the hotel will be lenient and hoping in good faith that all the people will be able to help you.”

If there are complications with the actual date of the ceremony, Soloway advises contacting your wedding coordinator. “If you are going to move your wedding date, it would be important to make sure that your wedding date is available at the new location. No need to do all that work only to find out it will not work. Also, start asking your guests if they are able to attend on your new dates.”

Soloway encountered a bride who says that after having to rebook, at this point, she doesn’t care whether or not her hair and makeup are perfect; she just wants to get married. “It puts it all into perspective for you,” Soloway says.

“The truth is,” she says, “it isn’t anybody’s fault. It’s a matter of doing your best to figure out what you can do.”