Group Travel Tips for Direct Groups: Part 2 - Planning Your Trip Timeline
Now that you have chosen the purpose of your group trip, in which you want to travel and what time of the year, you will certainly be faced with the task of planning your group tour. There will be many questions to answer, a lot of details to complete and various deadlines to meet. Understanding what to tackle first, what decisions to make and what support you will need throughout both the planning period and also on the trip can help make the process operate correctly. The key is to plan far in advance.
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The planning all starts off with a timeline. Following are a handful of general guidelines for mapping the period from when the seed is planted until the departure date. Note: This timeline may vary depending upon your type of group, what destination you've chosen and when you may be traveling.
Eighteen months Prior to Departure
Who will probably be invited to participate?
Determine the approximate length and dates with the trip.
Begin researching your chosen destination to find out what attractions, museums, theme parks, outdoor adventures, water parks, etc. you want to attend and the expenses related to each.
Begin researching transportation, hotels, vacation homes, dining and shopping (if applicable) and also the costs associated with each.
Black Travel Group If this is a school trip, talk to the school principal and/or administration to get their approval.
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10 to 12 Months Prior to Departure
Set firm dates.
If flying, final pricing might not be available until 10 months prior to departure. Also, arrange transportation both to and from the airport when you have secured your flights.
Motorcoach/minibus companies work 10 months beforehand. If traveling by motorcoach or minibus, you should begin the quoting/booking process now and select a transportation company.
If you are traveling by van(s) from your hometown, then begin the quoting/booking process from van rental companies.
Begin the hotel/vacation home resort quoting/booking process. After finding the quotes, choose a hotel/vacation home resort and book it!
If you decide to include meals inside the trip, begin the group-friendly restaurant, dinner show quoting/booking process. After finding the quotes, choose which restaurants your group desires and book them!
If shopping is essential to your group, this will be a good time to request a meet/greet to obtain discounts from the shopping center/retail store.
If you're youth group, determine who your chaperones is going to be which may include parents, teachers, sponsors, etc.
Project the estimated/approximate cost per person.
Announce the tour such as the cost per person and commence promoting it by way of email, flyers, posters, website, social media, newsletters, etc.
Set up in initial deposit and payment agenda for each member inside your group as they join.
If participating in a music/dance/theatre festival, fill out all paperwork and submit.
If you would like travel insurance, now is the time to research, fill out paperwork and submit.
6 to 9 Months Just before Departure
Continue promoting the trip via newsletters, social media marketing, emails, meetings, etc., keeping interest alive in those who have signed up and possibly attracting other to sign up.
If you are a school group, scouting troop, youth group etc., begin fundraising activities as needed.
If your trip is an educational tour, make a list of reading materials or study exercises to get ready students for the trip
Distribute a replica of the itinerary to all members of your group (meetings, association, youth group, scouting, religious, reunion, etc.)
Participants ought to be signed up with deposits paid.
Confirm all reservations including hotel/vacation homes, transportation, attractions, dining, shopping, travel insurance and anything else.
4 Months Ahead of Departure
Continue promoting the trip via newsletters, social media, emails, meetings, etc., keeping interest alive in anyone who has signed up and possibly attracting a few more to sign up.
Contact anyone who has shown an interest but still has not committed.
Continue fundraising if needed.
Collect payments per your payment schedule.
Three months Prior to Departure
Final payments are due from those who have paid deposits, made payments, etc.
Finalize lists of most participants and choose roommates for hotels (if applicable), seating arrangements on the motorcoach (if applicable), and/or seating arrangements in your flight if flying
Purchase all theme park, attraction, water park and dinner show tickets and begin making final payments for your chosen hotel/vacation homes, restaurants, transportation companies, etc.
30 days Prior to Departure
Schedule a final meeting to confirm the details of your trip including packing lists, travel tips and then any last-minute information.
Make sure you have emergency contact, medical and allergy information from each traveler.
If you're youth group, make sure parents have your emergency contact info.
Make sure all permission forms, travel insurance forms, etc. are completed for every traveler.
As previously stated, the above timeline is really a general guide and will differ depending upon your type of group, what destination you've selected and when you may be traveling. Make use of this timeline as a guide to map out your trip right away of planning to the departure date. By employing this step-by-step process, you will be able to successfully plan each stage of your group trip producing a smooth tour without the surprises.