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Want to Know How to Plan a Group Trip? Here’s Why You Need A Travel Agent
- jennifer96117
- 7 days ago
- 6 min read
What goes into planning a group trip, and what I can do for you
A COVID-cautious retreat. An accessible cruise for those with mobility needs. These are just some of the group ideas I see splattered around accessible travel Facebook groups and Reddit threads (including my own COVID-Cautious group trip Facebook group, which you should join). Sure, you can do it on your own, but are you prepared to plan your own group contract in case you get sued? Are you aware of things like room blocks, GAP points, group attrition, and cut-off dates? If you don’t have a confirmed group of people you know, are you prepared to create and execute your own marketing strategy?
If that seems overwhelming, don’t worry. This is what a travel agent is for! The truth is, group travel is difficult to plan and manage. It takes a lot of time, research, and if you do not have your own chargeback protection or legal contract, risk.
Here are some reasons why you should work with a travel agent to plan group trips (specifically me). Afterwards, I will list a few group trip options–just to get some ideas flowing.
Reasons To Work With Me
1. Contracts and Liability
In the group travel world, there are two types of contracts: contracts between you and the people you are coordinating a group trip with, and contracts between you and hotels, cruises, or other suppliers. If you do not have a contract between you and your group members or liability insurance, you could be held responsible for any accidental errors or omissions that occur when speaking to the group members or giving information on their behalf.
However, this isn’t an issue when working with a travel agency. Since the travel agent handles all of the logistics, including payments, they are responsible for all issues that arise. That is why, when you work with me, every group member must sign my legally binding contract. I also have my own Errors and Omissions insurance. Basically, I take all of the legal risk so you don’t have to.
I also negotiate contracts with hotels, resorts, and other suppliers to secure group rates and amenities. I can also help manage attrition terms and deposits, ensuring the group gets the best deal without unnecessary fines.
2. Research and Custom Itineraries
I work closely with you to design itineraries that suit your group’s interests, preferences, and budget. All of that research that goes into planning a trip? Let me do it! Whether it’s a COVID-safer tour of Colorado or a cruise to Alaska, I ensure every detail aligns with your vision. For example, I can find cruise lines with the best outdoor dining options or tours that are fully wheelchair accessible. I have training on multiple aspects of the travel industry, especially when it comes to mobility needs and immunocompromised/COVID-safer travel. Put my expertise to use!
3. Group Perks and Exclusive Deals
From private tours to cultural workshops, I can arrange unique activities that make your trip unforgettable. I also have access to exclusive group deals and promotions that are not available to the public.
Do you want to lead the group? Did you know that if you book a cruise group, you could go for free (minus taxes and fees)? How about that some hotels offer major discounts? I can secure perks that you may not have otherwise known existed.
4. Communication and Logistics
With my secure credit card portals, I handle payments so you don’t have to. I handle all logistics, including scheduling reminders about payment and cut-off dates, arranging transportation between destinations, managing bookings, and facilitating communication between suppliers and group members. As the central point of contact, I answer questions, provide updates, and ensure everyone is informed about payment deadlines, itinerary changes, and other important details. I provide support for everyone before, during, and after the trip. This includes ensuring clients have access to local contacts in case of emergencies or last-minute changes.
5. Marketing and Promotion
If you do not know for certain who will be joining you, promoting the trip is key. As a business, I can build group landing pages, host webinars, and use social media to attract participants. I can post in my Facebook or Reddit group, for example. If you choose to work with me to promote your trip, I will help you create a custom, detailed marketing plan that will utilise our existing social media audiences and skills to provide the best outreach possible. You will know what to post, where to post it, and when. I can also handle graphic design!
Want to know more about marketing plans? Here is a (very basic) sample plan for my upcoming 2027 group cruise.
6. I Can Host It!
A group leader, or a pied-piper as we call it in the biz, is someone who is in charge of leading the group once the trip starts. This is usually the person whose idea it is to start the group. They are in charge of coordination on the ground and reaching out to me should any difficulties arise. If you decide to be “group leader”, you often have first dibs on perks like a free cabin or room. But I get it. Sometimes you want a vacation to be a vacation, no responsibilities included! If you would like me to be there on your trip to do the heavy lifting as “group leader”, let me know! Sometimes I can join you for an extra fee (since I’ll need to make up for the cost of travel somewhere). I can help manage the crowd and resolve any conflicts or issues that arise. Not being available won’t be an issue, since I will be right there!
Conclusion and Group Trip Ideas
Travel agents don’t just book trips. They handle the complexities of group travel, from negotiating contracts to managing payments, so clients can focus on enjoying the journey. Whether it’s a small group of eight or a large gathering of 200, I have the tools and expertise to make it happen. Here are some examples of the type of trips I can work with:
A disability advocacy organization or care home wants to take a short weekend bus trip an hour away to the nearest city.
A COVID-cautious individual wants to plan a getaway to national parks and wants to be around people who also take precautions while they do.
A mask bloc or group of COVID-safer friends want to spend a weekend at the beach or spend a day at their nearest theme park.
A mask bloc or other advocacy group wants to host a seminar or conference and is inviting people from out of the area. They would like to have a room block at a hotel or host extra activities.
A family wants to host a family reunion trip that will be accessible to family members who need specific accommodations.
Someone wants to travel with other people who have their medical condition to help them feel more comfortable pacing. They would like to market the trip to find people all over the world to join them.
Basically, if I can get commission off of the trip, have the capacity, and believe the idea is doable, I am available to do it.
NOTE: I do not do destination weddings. That’s a whole other ball game that I, frankly, do not have the skillset or spoons for. I also do not coordinate local meetups or activities. I encourage you to, instead, bring up your idea to your local mask bloc, disability organization, or library (as a library worker by day, I promise librarians love to hear new event ideas from the public).
Ready to book a group trip? Want to learn more about the process and see if hosting a trip is right for you? Let’s talk. Book a free one-hour consultation here.
Join my COVID-safer group trips!
Join my cruise group trip! Due to the huge discount (the selling price is currently $1,000 more than my group price), I am opening up the trip to anyone! However, I am still prioritising hosting COVID-safer get-togethers on the ship.
If you do not need a travel agent but have been helped by my resources, I would really appreciate a tip! Thank you!
NOTE: I cannot actually drink coffee or any caffeinated beverage due to my POTS, so you will not actually be buying me coffee. Money will most likely go to treats for my dog, instead.
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