Your travel details
Where things stand
Upcoming payments
Deposits and final payments you have added on your Budget page, soonest first. Lines marked Paid drop off.
Who has booked
Everything about your room block in one place: rooms booked, guest names, room types, dates and flight info. This comes from Kathryn's records, so these are real bookings, not estimates. To plan who you would like to invite, use the Guest List Planner.
Your room block
Rooms deposited so far
Under 50% booked50 to 80%Over 80%
Guests who have booked
Rooms with a deposit or paid in full. Names are as they appear on the reservation. Requests still waiting on a deposit show up in your live RSVP tracker below. A check under Flight info means we have both the arrival and the departure flight for that room.
Awaiting deposit
These rooms have been requested but not deposited yet. Guest status is Initial Contact, Awaiting Deposit, Quoted, On Request, or Expired. An Expired status just means the guest's initial hold window passed without a deposit. We won't cancel their reservation unless we need that room for another guest.
Live RSVP tracker
The numbers above only count guests who have paid a deposit. Your live tracker also shows reservation requests that have not paid a deposit yet, so it is the most complete view.
Open your live RSVP trackerMonth by month
Every to-do has a date worked out from your wedding day. Tick things off, add your own, reword any of them, or remove what doesn't apply to you. Your partner sees every change. Items marked KP are things Kathryn does, so those stay as they are.
Who you plan to invite, and how many rooms
Sort the people you plan to invite into an A, B and C list. This uses the same math as the room block worksheet in your Welcome Guide, so you can see how many rooms to hold. It is a planning tool. Your contract is what Kathryn actually holds, and the guests who have really booked are on the Booked Guests page.
How the A, B and C lists work
Not everyone you invite to a destination wedding will make the trip, so we do not hold a room for every name. Sort each guest by how likely they are to come:
- A
- Almost certainly coming. Every A room counts (100%).
- B
- Maybe. Half of the B rooms count (50%).
- C
- Unlikely. None of the C rooms count (0%).
Count rooms, not people. A couple is one room, and a family of five may need two or three. Add the A rooms and half the B rooms, round up, then add a few buffer rooms for breathing room. That total is your estimate below.
Add a guest
Import from a spreadsheet
Save your spreadsheet as a CSV file (in Excel or Google Sheets: File, then Save as or Download, then CSV). Columns we look for: Name, Guests (how many people), List (A, B or C) and, if you want, Rooms. Download a blank template.
Your file is read in your browser. Only the names and numbers are sent and saved to your planner.
Your guest list
Rooms start at 1 room for every 2 guests. Change the Rooms number on any row, for example a family of 5 that needs 2 rooms.
Your ceremony and wedding day
One card for each thing to decide. Write down what you know, and mark each card as you go. Your partner sees everything you write. Your resort wedding coordinator will ask about most of these, so this is a good place to keep your answers.
Your reception
One card for each thing to decide. Write down what you know, and mark each card as you go. Your partner sees everything you write.
Your wedding contacts
Keep the details for everyone helping with your wedding in one place. Your partner sees every change. Need something from Kathryn? Her email and scheduling link are at the bottom of every page.
Ideas and details
A place for anything that does not fit somewhere else: ideas, questions for your resort coordinator, things to remember. Your partner sees every note.
Your documents
Keep the links to your important documents in one place: your contract, itinerary, invoices and insurance. Paste the link, not the file. We never store your documents here, and please keep passwords out of the notes.
From Kathryn
Your links
Everything you need to pack
Keep track of what is packed for the big day, and get ready for customs if you are bringing wedding items with you. Your partner sees every change.
Import from a spreadsheet
Save your spreadsheet as a CSV file (in Excel or Google Sheets: File, then Save as or Download, then CSV). Columns we look for: Bag, Item description, Estimated value (in USD), Purchase location, Intended use and Leftover action. Only the item description is required. Download a blank template.
Your file is read in your browser. Only the items you approve are sent and saved to your planner. The Spanish version fills in after you import, just like when you add items one at a time.
Let’s plan a destination wedding!
Kathryn
How to reach me
Email kathryn@kptravelgroup.com Hours 9a-5p CT Mon-Thurs, 9a-noon Fri Instagram @kptravelgroup
You can expect a reply before the next business day, usually faster. A big part of my job is communicating with hotels, airlines and wedding planners, so I’m on the phone a lot. Email is typically the fastest way to reach me. For a longer check-in, use the Contact Kathryn page to pick a time.
When you travel, we provide an emergency number for any after hours needs or last minute issues.
Your wedding day, hour by hour
Plan the schedule for the big day: getting ready, the ceremony, cocktail hour and the reception. Add the time, how long it takes, where it happens and who needs to be there. Your partner sees every change. When it is ready, download it as a PDF to share with your wedding party and vendors.
Answers, by planning stage
Kathryn's blog posts answer the questions couples ask most. They are grouped by where you are in the planning. Pick the stage you are in, or search for a topic. Links open in a new tab.
Getting ready to go
Everything for the last stretch before you fly, in one place. Your day-by-day checklists are on your Tasklist, and the guides and tips below are the ones Kathryn shares with every couple.
Welcome home!
How was it? As you bask in the feeling of being newly married and newly vacationed, here is your wrap-up checklist and a few tips.
Your after-the-wedding checklist
This is the same list as the last window on your Tasklist, so your ticks stay in sync. To add your own items or reword one, use the Tasklist.
Your vision
Save what inspires you: photos, Pinterest boards and colors. Start a Pinterest board to share with your resort wedding coordinator. They love seeing your vision. Your board is only shown to you and your partner unless you choose to share it below.
Your colors
Up to 8 colors.
Add photos
Photos are made smaller in your browser before they are saved, and any location data in them is removed.
Add a link
A Pinterest board, an Instagram account or an article you like.
Your board
Who sits where
Add your tables, choose how many seats each one has, then seat your guests. Guests who have booked with Kathryn are already in the list. You can add anyone else, like local family or your wedding party. Your partner sees every change.
Add a table
Where your money is going
This is your own copy of Kathryn's Destination Wedding Budget Worksheet. Enter an estimate as you get quotes and the actual cost once something is booked. Add the deposit and the final payment so nothing sneaks up on you. It is optional, so use as much or as little as helps.
Your total budget
Estimated cost by category
Set each line to Unpaid, Partially paid (and enter the paid amount) or Paid. "Mark paid" on a line is the quick way. Total paid adds up what you have paid. Outstanding is the actual cost minus what you have paid, and only counts lines that have an actual cost. Total estimated is the sum of your line estimates, and your total budget above is the amount you are aiming for. Budget remaining is your total budget minus your costs so far (the actual cost, or the estimate until you have one). Final payment is the amount you plan to pay at the end.
Your wedding website
Kathryn built this page for your guests. It has your dates, room types and the reservation form.
Open your wedding websiteResort details and photos come from kptravelgroup.com. Inclusions and details can change, so ask Kathryn if you are unsure.
I am here to help
Questions about your tasklist, your room block or anything else in this planner? Email me, or pick a time below and we will talk it through.
Email kathryn@kptravelgroup.com (Mon-Thurs 9a-5p CT, Fri 9a-noon).