Group Travel Tips for Group Travel Planning

POSTED BY_TEXT ON_TEXT Monday, June 30, 2008, 21:26

Going on a group trip can be a lot of fun, but it can also be a lot of work and a big headache for the person trying to put it altogether. Group travel is one of the most tedious and detail oriented tasks that one can embark on when planning a group trip. The reason is that there are a lot of variable involved and a lot of details to think about when planning a trip, making reservations, and confirming itineraries. The following is some helpful tips and hints when planning a group trip for sports teams, reuninos, family trips, convention planning, and other group travel activities.

Group Travel Tips – Each group is unique so no one way is always right 100% of the time and the individual group needs would differ from one vendor to the next.

1. Know your group: This may sound strange but it’s very imporant to know exactly what your group needs are, what each person’s expectation are, and what elements in the group need individual consideration and which items can be group wide decisions. This one step will help a lot in communication of schedule and itenaries, cut back on confusion, and make the vendors that group is dealing with much more confortable. This would be everything from knowing who is going to pay for the confirmation, at what dates are payments needed, who the contact person is the for the group as well as each individual account, and what each accounts personal needs are such as smoking or non.

2. Plan ahead: Sounds easy, but it often becomes of the sticking points with group. The reason is that many people start to plan ahead, but then get caught up in details rather than the big picture. Most vendors want some sort of confirmation upfront, and this could either be a deposit or guarantee, and planning ahead isn’t just making calls, but also getting confirmation on what dates rates would be available, what numbers would need to be meet in order to get discount breaks, and any extra options for advanced booking. All of these things can make or break a group’s deal and by planning far enough ahead will give the group time to make a decision without losing the details of what they had due to time deadlines.

3. Confirm, re-comfirm, and confirm again: I know this may sound tedious and a little over done, but it’s important to know what you are getting and when you are getting it. I’ve seen many times where a group thinks they are getting one thing, but the vendor changed it to something else and never confirmed it with the group and when the group shows up they are shocked. If they had confirm again they would have been informed about the changes so it’s important for the group to be on top of their account and not leaving it up to the vendor to be managing it for them.

4. Have a professional do it: If you are not in the business of planning group trips, then it might be a good idea to use a professional travel agent or group travel planner. They are very knowledgeable about the process, beneits, and procedures for booking group travel and will get the most possible for the group. Many travel agents don’t charge for group travel planning so it’s good to consults a travel professional when making large number of travel arrangnements. Often, a good group travel agent will get some comps, additional amenities, or a deeper discounted rate for the group over what the individuals would have gotten on their own.

In short, it’s good to plan, prepare, and consult an expert when planning a group trip. Remember, each group is unique and things that a sports team traveling would need may be different than what a reunion group traveling would need. With all of the various types of group travel, from sports teams to reunions, convention housing to corporate travel, groups have a special need and those requirements should be met to satisfaction. OC Travel provides group travel planning and would be happy to assist with any group trips that you might be planning.

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  1. Every young person should travel. It is the best experiences of ones life. Such a sense of adventure. Get out and explore your world. Great post.

  2. why do we travel? Or like the song goes “does anybody know what we are looking for”?? Why do we consider travel a basic desire nowadays? I especially like how George Santayana puts it in The Philosophy of Travel: “We need sometimes to escape into open solitudes, into aimlessness, into the moral holiday of running some pure hazard, in order to sharpen the edge of life, to taste hardship, and to be compelled to work desperately for a moment at no matter what.” Do we travel to lose ourselves or to find ourselves? In order to find the WHERE, WHEN or HOW to travel, we need to rediscover the pure pleasure of travels and the meaning of our own inner journey and rediscovery.

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