Scarlet Hen Blog
Our Hen planners, bridesmaids, lead bookers and MOH always express to us stress and struggle to get the guests to reply to emails and text messages to agree on location, activities and to make payments when planning a luxury weekend for a large group of guests. What they thought would be an exciting process of planning a wonderful weekend of fun and celebrations becomes a logistical nightmare. 🙇🏻♀️ With this in mind we have designed the template email below, to help you rally your guests together and to make the planning as stress free as possible.
We have had a fantastic response from guests using this template. Most recently a group last week, enquired to book Norfolk House in the morning, sent out this template email and had collected all the deposits and managed to book the house that evening! This process can often take over a month and hindered by hundreds of questions to answer for 16+ guests.
I would recommend setting up a group payment method using Paypal Money Pool or Leetchi which are brilliant ways to collect money for large groups. You can even make them personal with photos and send via Messager or WhatsApp. We do require you to make payments as ONE payment to us via the lead booker, so feel free to collect the money as above but make payment to us as one.
I do not advise starting by using a group WhatsApp or similar until closer to the date or it will drive everyone nuts and guests may start to ignore it and you will want to throw in the towel! 🤦🏾♀️
Don’t upset your friends and family by been a Henzilla when organising your hen party or celebration weekend check out of tips below.
MOTHER HEN TOP TIPS
1. Book Early: The biggest issue is agreeing on a date that suits everyone. This is why we highly recommend choosing your dates 12-18 months ahead or with as much notice as possible. I strongly advice picking a date that suits the bride, the family and the bridesmaids and then once agreed, put out that date to the others. You will never find a date which perfectly suites everyone and hopefully if you book in plenty of time guests can rearrange some commitments.
DO NOT WhatsApp and ask everyone which date suits them, as you will have 16 different dates come back at you.
My hens/guests often pick a date 6-2 months before the wedding this way the bride isn’t tied up with dress fittings and other wedding related things which mainly happen closer to the wedding date. Also I think it’s great to leave a good gap between the hen and the wedding so you are all excited about seeing each other again and this helps to spread the cost too.
🐓2. Hen Party Dates: If your looking for a good deal the months from Nov-March (hen party low season) are less popular dates and often come in at a cheaper price. Maybe you have left it too late and the dates you wanted have already been booked. Think outside the box and choose a date in Jan or Feb when most people don’t have much in the diary, its lovely to have something to look forward to in those dreary months after Christmas.
Last year we had an increase of hens looking to book weekends between and shortly before and after Christmas and New Year, as some of the party lived overseas and would be home to the UK for Christmas.
May is the most popular month on the calendar as are Bank Holidays and so at a premium price. We find that school holidays are often a great chance to pick up a good deal especially if you have a group of teachers, unlike regular accommodation school holidays are not at a higher price here at Norfolk House. In fact prices start at £130pp for a 2 night midweek stay.
If you cant get everyone to agree to two nights why not ask about out fabulous All Inclusive Sundays?
🐓3. Budgets: Set a max budget of say £250-350 (in my experience, this more than enough for quality accommodation, activities, travel and food) and send out the original Hen Party Save The Date email to your guest list. Stating this is the max the weekend will cost. DO NOT DO THIS ON WHATSAPP or group chat.
For example our house for 16-20 guests is £130-£230pp, added extra for example life drawing £25pp, afternoon tea £25pp, train travel from London £40pp, £20pp food shop, bottomless brunch in restaurant £25pp
Send out this email about 18-12 months before your planned weekend. Giving time for all guests to put away a little money each week. Don’t forget they’ll be saving for your wedding too and possibly other hen weekends. Some guests get invited to 4+ weekends away a year and can’t accept all of them so early planning is essential if you want all your favourite BFF to attend.
🐓4. Numbers: if you invite 30 guests to your weekend, chances are your finally numbers will be between 16-20, I see this every single week, guests looking for houses for 26 guests and then asking for deposit only to discover they only then have 17 guests, so the house chosen is now too big and expensive.
GET YOUR DEPOSIT OFF EACH GUEST FRIST before you even look for accommodation this will save so much time and heartache
🐓4. Deposits: Ask each guest to pay an initially deposit of £58pp to commit to the weekend and watch the flaky ones who were adamant they would love to attend, drop like flys “put your money where your mouth is” springs to mind.
All the best accommodation is often booked 12 months in advance for especially for dates between April and Aug. There’s nothing worse than having your heart set on a property, only to find out once you go to pay the deposit your dates has been booked.
Having your £58pp deposits at the ready is a powerful bargaining tool if you are competing with another group for a date. Most holiday homes would accept £50+pp as a deposit then hey presto you can book the place of your dreams and you then have months to relax, plan, prepare and save up for the weekend. The relief you will feel once the house is booked will be immense.
🐓5 Where: Choosing a location is key, you may dream of a idilic rural setting in the middle of nowhere, until someone gets lost in the dark trying to find the property and there’s no GPS, no phone signal and the SatNav can’t connect. Rural settings can be an expensive choice if you need to get taxis to the train station, theres no local shop to restock if you run out of wine/milk and with the trains running once a day.
The Morden hen party is made up of hens who are scattered countrywide and some even have guests flying in for abroad. We are ideally located 1/2 mile from Huddersfield station or 4 miles from Brighouse, with great road and rail links. We are slap bang in the centre of the UK, so if you have friends in the Highlands of Scotland or on the South Coast its equal distance for everyone.
We are located between Manchester and Leeds airports and we have a direct trains from London to Brighouse (4 miles) 2.5hrs. Leeds is 20 mins if you do fancy a great night out on the town.
I hope this helps…Happy Planning.
Thanks Charlotte Team Scarlet Hen xx
Hey Lovely Hens/ Guests 🐓🐓🐓
We have found our dream venue for ……….’s hen party weekend. We are keeping the details secret for now so it will be a wonderful surprise for everyone, but promise this will be the most fantastic celebration weekend. The location is a Georgian Mansion House 🏛near Leeds with a Hot Tub 🧜🏼♀️ and in-house spa treatment rooms 🧖🏾♀️
The chosen weekend is ../../../ which Im hoping suits the whole group 🙏🏽
The cost of the accommodation is £…..pp for a 2 night stay. The £….pp deposit is due ASAP so we can book the house.
For now I just need the following from you please.
• Your full name
• Confirm you are available for the dates
• Transfer £…pp deposit in to my account ……… /……….by ../../..
• The balance of £…. is due on ../../../ (1st of the month, 3 months before arrival)
• Activities/cost to follow shortly.
We have very worked hard to find the perfect venue for the weekend, its a popular place and is booked up a year in advance. We would be gutted if we miss out due to not having the deposit together in time. We thank you in advance for been fantastic, replying and making payments promptly. Hen planning is stressful but Im hoping this approach makes ours run smoothly and is wonderful pain free affair. 💆🏼♀️ Fingers crossed…🍀
I know you all probably have lots of question to ask about the weekend but if you can trust us to make all the right choices for now and we will let you know everything you need for the perfect weekend in due course.
If we don’t hear from you on receipt of this email we may consider you are not coming so please rsvp asap. 💌
Much love and thanks!
Can not wait to spend the weekend with you lovely lot.
We look forward to hearing from you
The Scarlet Hen at Norfolk House Yorkshire Finest Boutique Retreat
The Scarlet Pen Naked Life Drawing Yorkshire’s Finest Party Activity