Determine your needs based on the type of event you are hosting, how much you are willing to spend and the number of guests you are expecting. Things to consider include: Is it a small family gathering or a large group of business professionals? Will you need a large staff to take care of their needs or just a few people? Will you want meals catered or will you cook your own food? Do you want to stay at a castle in the Scottish Highlands or are you looking for a Lowlands experience? Are you interested in an out-of-the-way area or do you need a venue close to a major city or to an airport? What outside activities do you wish to offer your guests? Choose the dates for your event and have several alternative dates that will work -- popular castles often book up quickly.
Locate several travel or booking agencies that specializes in booking castles. You can find a number of these agencies online. In most cases, it is better to book through an agency than to book directly with the owners. Companies are bound by a number of Scottish and British laws -- as a result, your legal and financial rights will be protected more fully than if you enter into a private arrangement.
Check out the booking company's credentials through an agency such as the Better Business Bureau to see if they are reliable and reputable. You do not want to risk losing time and money with an unprofessional agency.
Let the agencies know your requirements. They will need to know how many people will need accommodations, how many nights you will be staying, location preferences, what your food requirements will be, what level of service you require, and any special details -- such as proximity to golf courses. They will also need to know how much you are willing to pay and if that amount is negotiable.
Carefully check out the list of castles that meet your requirements. Ask the agencies for names and addresses of clients who have previously stayed in the castles that interest you. Contact those previous clients and ask questions -- Was the castle in good repair? Was the service good? Was everything as advertised? Did they enjoy their experience?
Once you have checked out each property, narrow your choice to two or three properties and rank them in your order of preference.
Choose an agency and discuss the details. How much is the deposit fee and what method of payment will the agency accept? How far in advance must you cancel, if need be, and is there a cancellation fee? If there is a problem with a property that prevents you from having your event there, how will the agency make it right? What travel documents and arrangements will your guests have to make and can the agency help? Keep a notebook with questions and concerns that you can refer to as you go through the process, and get the name of every agent or employee who promises you something.
Finalize the details. Once you make a commitment to a property, carefully review all the requirements before you sign a contract. Keep copies of everything for your records. Double-check contact information, deposit dates and milestones for final confirmations and arrangements. Determine who will be your point of contact and stay in touch with them regularly.
