Planning group accommodations in Prince Edward County? With over 1 million visitors annually, finding the perfect spot can be tricky. Here’s a quick guide to make it easier:
- Know Your Group’s Needs: Count guests, set a budget, and list must-have amenities like kitchens, common areas, and parking.
- Explore Group-Ready Properties: Choose from boutique hotels, vacation rentals, or all-in-one packages. Options include The Royal Hotel for events or Fancie’s PEC for large groups looking for a waterfront experience.
- Check Spaces: Ensure there’s a balance of communal areas for bonding and private spaces for downtime.
- Plan Meals and Activities: Look for kitchens to save on meals and properties near attractions like wineries or beaches.
- Communicate with Managers: Confirm group policies, rates, and amenities in writing to avoid surprises.
Quick Comparison of Accommodation Types
| Type | Nightly Rate | Best For | Example |
|---|---|---|---|
| Boutique Hotels | $250 – $400 | Small groups, event spaces, dining space, located on Main Street in Picton | The Royal Hotel |
| Vacation Rentals | $600 –$1600 | Can accommodation large groups, full kitchen, waterfront access | Fancie’s PEC |
| Apartments | $315 | Urban location, lower cost, located on Main Street in Picton | Cribs on Main |
Pro Tip: Book early for peak season (May–September) to secure availability and better rates. Also note that the more people your accommodation can host the more you can spread out the nightly rate between your group. For Fancie’s PEC, a group accommodations nightly rate per person ranges between $50-$150 per person depending on the size of the group and the time of the year they book, so keep that in mind when reviewing nightly rates.
1. Know Your Group’s Basic Requirements
Start by understanding your group’s needs to find the right place to stay in Prince Edward County.
Count Total Guests and Room Preferences
Figure out how many people are coming and what type of rooms you’ll need:
- Couples: Look for private rooms with queen or king beds. Fancie’s PEC offers individual suites along with group booking options.
- Families: Consider suites or adjoining rooms with extra beds. Fancie’s PEC has two suites that are suitable for families that can accommodate 4-6 people!
- Singles: Opt for twin beds or individual rooms. Fancie’s PEC offers suites with twin beds and individual suites.
- Accessibility: Check for ground-floor rooms or buildings with elevators. Unfortunately Fancie’s PEC has no ground-level suites for guests, all suites and accommodations are located on the second level with kitchen, living room, dining room, and laundry facilities located on the main level.
Identify Must-Have Amenities
Think about the key features your group will need:
- Common spaces for gatherings
- Kitchen facilities
- Reliable internet access
- Parking options
- Enough bathrooms (ideally one per 3–4 guests)
Fancie’s PEC offers all of the above amenities and more!
Set Your Budget
Decide on your budget and use these average price ranges as a guide:
| Season | Average Nightly Rate per Person | Notes |
|---|---|---|
| Peak (May–Sept) | $100 – $200 | Mid-range accommodations |
| Shoulder (Spring/Fall) | $75 – $150 | Properties like Westlake Cottage Resort |
| Off-peak | $50 – $125 | Based on places like 21 East |
To make your budget go further:
- Book during the shoulder season .
- Pick accommodations with kitchens to save on meals .
- Look for places that include breakfast .
- Factor in additional costs like fees and deposits.
These steps will help you narrow down group-friendly options efficiently.
2. Find Group-Ready Properties in Prince Edward County
Prince Edward County offers plenty of options for group accommodations, catering to various sizes and budgets. With 908 vacation rentals available , you can choose from boutique hotels to entire home rentals. Below are some highlighted local options and a comparison guide to help you decide.
Local Boutique Hotels and Rentals
Here are some popular group-friendly properties in the area:
- The Royal Hotel: Features a boardroom for 14 people, the Barlow Room equipped with A/V capabilities, and customized group dining options .
- Drake Devonshire: A lakeside boutique hotel that has become a cornerstone of Prince Edward County’s appeal .
- Huff Estates Inn & Winery: Rated 4.5/5 from 100 reviews, with weeknight rates averaging $225 and weekend rates around $293 .
Vacation Rentals:
- Fancie’s PEC: A whole-home rental accommodating up to 18 guests. Includes 6 bedrooms, 5 ensuite bathrooms, waterfront access, a communal kitchen, and a BBQ area.
- Cribs on Main: Known for its luxury suites, this property holds a 4.8 rating from 76 reviews .
- Wander the Resort: Offers a 4.7/5 rating from 34 reviews .
Property Comparison Guide
| Property Type | Average Nightly Rate | Group Amenities | Rating |
|---|---|---|---|
| House Rentals | $530-$1600 | Full kitchen; private spaces | 4.5/5 |
| Apartments | $315 | Urban location; lower cost | 4.5/5 |
| Hotels (Weekday) | $261 | Event spaces; dining | Varies |
| Hotels (Weekend) | $284 | Professional service | Varies |
Get Help from Local Experts
To make planning easier:
- Reach out to hotel events teams for group rates and custom arrangements.
- Check the "Visit the County" website for curated accommodation listings.
- Use HomeToGo’s filters to browse 908 rentals. You can search by proximity to attractions, pet-friendly options (296 available) , group size, and specific amenities.
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3. Check Space and Room Setup
Group Gathering Areas
Look for properties with versatile common areas that encourage group interaction. For example, Fancie’s PEC includes a stone patio with a firepit, a deck with a BBQ, and a communal kitchen – offering plenty of options for socializing during your stay.
Here are some key features to evaluate:
- Indoor lounges: Make sure there’s enough seating for everyone in your group.
- Outdoor spaces: Look for areas with both sun and shade, as well as weather protection.
- Dining areas: Confirm there’s enough table space for group meals.
- Kitchen setup: Check if the kitchen can handle your group’s cooking and dining needs.
While group spaces are important, don’t overlook the need for adequate private areas.
Private vs. Shared Spaces
Shared spaces are great for bonding, but private areas are just as important for downtime. A well-thought-out property will balance both.
Here’s a breakdown of space types to consider:
| Area Type | Features to Look For | Purpose |
|---|---|---|
| Communal Spaces | Central location, flexible seating, good lighting | Perfect for group activities and social time. |
| Private Areas | Soundproofing, personal bathrooms, storage | Ideal for rest and personal space. |
| Transition Zones | Hallways, foyers, patios | Act as buffers between communal and private spaces. |
Review Floor Plans
After evaluating the communal and private spaces, take a closer look at the property’s floor plan to ensure it fits your group’s needs. There are several tools available to make this process easier:
- CubiCasa: Offers interactive floor plans with AI-powered photo placement.
- Matterport: Provides detailed 3D tours along with measurement tools.
- CloudPano: Creates virtual tours with floor plan views.
When reviewing layouts, pay attention to:
- How efficiently the space is arranged and how traffic flows.
- Accessibility of bathrooms from shared spaces.
- Natural light throughout the property.
- Emergency exits and other safety features.
For a more detailed setup, consider using event planning tools like Social Tables. These tools let you map out configurations for specific activities, ensuring the space works for everything you’ve planned.
4. Consider Food and Activities
Kitchen and Meal Options
Having access to a full kitchen can cut costs and cater to different dietary preferences during group stays. These kitchens usually include essentials like a full-size refrigerator/freezer, oven and stovetop, dishwasher, cooking tools, and serving dishes.
For example, Fancie’s PEC offers a dedicated guest kitchen paired with outdoor grilling on a spacious deck, all while enjoying scenic waterfront views. Fancie’s PEC is also within the service range for DoorDash in Belleville, so if you are looking for take-out food our property can accommodate that!
When planning meals, also think about how the location can add to your group’s overall experience.
Distance to Activities
Choosing the right location is key to keeping your group entertained while reducing travel time. Prince Edward County, for instance, offers plenty of group-friendly activities close to many accommodations.
Take Pebbles Beach Resort as an example. They offer personalized wine tours tailored to:
- Wine preferences
- Favorite lunch spots
- Must-see attractions
- Shopping interests
When deciding on a property, think about what’s within walking distance – restaurants, cafes, parks, or beaches – and what might require a short drive, such as wineries, outdoor recreation spots, cultural landmarks, or shopping hubs.
For added convenience, properties like Sandbanks Vacations provide all-in-one packages that include both lodging and organized group activities . If your group enjoys outdoor adventures, look for places that offer equipment rentals. Many spots in Prince Edward County, for instance, provide bikes to help guests explore local trails .
5. Talk with Property Managers
Once you’ve assessed property layouts and planned your budget, it’s time to confirm the details with property managers or owners that manage the vacation rental.
Review Group Policies
Make sure you understand the rules for group stays to avoid any surprises:
- Limits on the number of guests per room and property
- Quiet hours and noise restrictions
- Rules for using shared spaces and amenities
- Policies for outside visitors
- Guidelines for alcohol use and gatherings
For example, Fancie’s PEC requires groups of more than 8 guests to fill out a special inquiry form and assign a primary contact to oversee the group’s behavior during the stay.
Inquire About Group Rates
Group rates can differ widely, so clarify these points:
- Deposit requirements and refund policies
- Minimum number of rooms needed for discounts
- Additional fees for cleaning, amenities, or extra guests
- Payment deadlines and terms
Get Everything in Writing
Make sure all details are confirmed in writing, including:
- Group rates and any special arrangements
- A clear fee breakdown
- Amenities and services included
- Cancellation and refund terms
- Check-in and check-out procedures
Use email or the booking platform’s messaging system to keep a record of your communication. Be sure to include specifics like:
- Arrival and departure times
- Room setup preferences
- Meal plans, if applicable
- Access to equipment and amenities
- Emergency contact details
For larger groups, ask for floor plans or property maps to ensure everyone understands the layout and available spaces.
Clear communication with property managers helps finalize arrangements and ensures a smooth, hassle-free group stay.
Next Steps for Booking
If you’re planning for a smaller group or a more intimate setting, look into boutique properties like Fancie’s PEC. This property boasts a perfect 5.0 rating from 48 Google reviews and can host up to 18 guests.
Here’s a quick guide to simplify your booking process:
| Group Size | Recommended Booking Method |
|---|---|
| 2–8 guests | Book directly online |
| 8+ guests | Use a special inquiry form |
| Full-property bookings (up to 18 guests) | Contact the property manager |
What to Have Ready Before Booking
To make the process smoother, gather these details in advance:
- Number of guests and room preferences
- Travel dates and any flexibility
- Budget (per person or total)
- Any specific needs, like accessibility or amenities
- Plans for group activities
Real Feedback from Guests
Here’s what one guest had to say about their group stay:
"Layout was ideal for the 4 couples plus we put all the ‘kids’ (20+ yrs) in their own section to enjoy later nights!"
For an even better experience, consider properties that offer extras like family-style breakfasts or spaces designed for group gatherings. These touches can make your stay truly memorable.