FAQs About Group Vacations
How many people does it take to qualify for a group?
It varies and depends on the type of travel. The popular cruise lines like Royal Caribbean, Carnival, and NCL consider 8 cabins to be a group. That means 16 people (2 per cabin). Princess will allow a group with fewer than 8 cabins. Many of the European travel sources require 10 people for a group. Where you want to go and how you choose to travel will determine the number required to get group amenities.
What are some ideas for groups?
A family reunion is a pretty popular reason for group travel, a travel group could be focused around a group of people that meet regularly i.e. church, sports teams, dance clubs, or professional groups, to name a few. Some groups are formed around a common interest ie. sport team fans like the Ravens or Orioles, or musical group afficionados.
Can I raise money for a charity through group travel?
Yes, you can do group travel as a fundraiser. An amount can be added to the cost of the trip. For example we do a group every January and we add $25 per person to the price of the trip. We use some of that money to have a commemorative “T” shirt made and the rest is donated to a scholarship fund. The PTA, Civic groups, and charities could benefit from this idea.
Why do I need a travel agent to help with my group?
We will offer you options for travel destinations and give you the materials to share with your group. If you would like, we will meet with you and your group via phone or in person to discuss options and select the right choices for your group. We will deal with the travel providers, and with our experience, we will leave nothing on the table. That means you will get what you need for a successful trip i.e. special seating at dinner, meeting rooms, cocktail parties, etc. Once the deposits are collected, we will set up a Facebook page just for your group so that you can discuss ideas with one another. We will provide each member of the group with a “My Trips” account so that they can see what excursions and things there are to do at the vacation location and even sign up for their choices on line. Group participants can make payments over time toward their vacation through their “My Trips” account.
How far in advance should I start working on my group?
We recommend that you give yourself at least a year up to 18 months to plan group travel. The reason for this is that if you reserve a block of rooms that far in advance, you will get the rooms you want, and not be stuck with what’s left. You can probably book a group of rooms in the same area of the facility with that much advance notice. It also gives participants more time to make payments towards this vacation and to anticipate it. There’s no better feeling than knowing you are going to some exotic place with a group of friends on a future date, so give you and your friends the time to anticipate. In addition, earlier booking usually means lower price.
Will I get free accommodations for being a group leader?
Each group is different. If, for example, you book 8 cabins on a cruise ship, you would probably get a discount on your travel. If you book 16 cabins, you could possibly get your cabin for the price of taxes and port fees. Resorts also determine what they will “give” you based on how many people are traveling. If your sole purpose in being a group leader is to get free travel, it probably won’t work out for you. As travel professionals our goal is to get all of the details squared away before you travel so that you can enjoy the trip along with your friends.
If we choose a cruise for our group, should we stay the night before the cruise?
It is a good idea to stay the night before the cruise just to make sure that an airline flight doesn’t keep anyone from missing the sail away time. We can reserve a block of rooms in a hotel for your group if you decide to go a day before the cruise leaves port. We can also get your group transfers from the hotel to the port.
How do I get everyone where they need to be?
When planning a group, it is likely that group members will be coming from different places. Most travelers will book their own air fare because they can choose the departure times and seating arrangements. We give you guidance as to what time everyone has to be to a destination for the opening event, or departure of a ship from port. We also keep track of who is flying on what airline and when, so you will have a list of everyone’s travel plans. It is more important for you to know plans at the beginning of the trip than at the end, as some people may stay on for a few days or travel elsewhere. We will also plan for transfers from the airport to the hotel or ship for your group as they arrive and we can do the same for their departure.
As the group leader, should I plan excursions for the group?
Usually, we will send a list of excursions to you. You select 2 or 3 and offer them to your group. It is best to book excursions outside of what the hotel or cruise ships offer so that you can keep your group together. We can help you put together group excursions just for your group. It will build more memories. Participants can choose to take part or not.
Group travel will provide lasting memories for all who go. It is a great way to share the experience of travel.
If you have more questions or would like to discuss group travel, call Claire at 443-306-7646 or email at chodgkin@cruiseplanners.com
