7 things to consider before booking your next group travel experience
Group travel planning can be very exciting, you get to browse different destinations, plan fun activities and start preparing for your getaway. However, there is also a lot to consider in the run-up to your trip.
Effective planning is absolutely the key to organising a seamless group getaway, whether that’s a corporate event, school trip, team building exercise or any other group trip.
So, before you get around to booking your group flights, accommodation and tours, you first need to take the time to consider the following key factors.
1. Appointing a leader
No matter your reason for planning the trip, it’s best to appoint a leader who can be the main point of contact and handle most of the logistics.
If you’re booking a corporate getaway or school trip, this may be your role by default, for example, an assistant or teacher arranging the experience.
But if you’re booking a group trip for any other reason, a reunion, wedding or just a fun getaway, it can be helpful to appoint your designated leader.
2. Setting your budget
It always helps to determine the budget for your trip early on to ensure that it's feasible for everyone in the group and that you know what you have to spend.
In order to do this, you need to get a rough idea of average expenses such as group flights, accommodation, transportation, meals and activities.
Setting your budget will make it much easier for you when the time comes to actually book your group trip.
3. Choosing the perfect destination
If your destination hasn't been set for you, for example, attending a corporate event or conference in a set location, then you first need to choose a destination that appeals to everyone in the group.
You need to think about a place that offers activities and attractions to suit different interests and needs. You also need to consider factors like your budget, weather, safety and educational opportunities if you’re planning a school trip.
4. Determining the right type of accommodation
Next, you need to think about the type of accommodation that best suits the preferences and needs of the group, as well as keeping the budget in mind.
Depending on the size of the group and the purpose of the trip, this might be a hotel, vacation rental, hostel or campsite.
Where you stay can make or break your group trip, so think carefully about the best type of accommodation. This will enable you to book well in advance and guarantee enough space for the best price.
5. Managing health and safety
School expeditions can be an exciting way to learn, but when you leave the classroom, there are lots of other health and safety issues you need to consider. The same applies to corporate trips or employee getaways.
So, before booking, you need to research the health and safety situation at your destination, including any travel advisories, vaccination requirements and health risks. That way, you can plan ahead and take the necessary precautions to ensure the well-being of everyone in the group.
6. Considering group dynamics
Similarly, you need to consider the dynamics of the group, including everyone's preferences, interests and personalities. This also includes any special requirements of group members, such as dietary restrictions, mobility issues or medical conditions.
Considering these important factors will allow you to accommodate everyone's needs and preferences as best you can, which will lead to a far more harmonious trip.
7. Using a flight consolidator or group travel agent
Lastly, you could try to book a large number of plane seats, hotel rooms and activities all by yourself; or, you could turn to a flight specialist and group travel agent to help you.
Securing a large number of seats on the same flight can be one of the most challenging parts of planning a group trip. However, if you use a flight consolidator, this can make it far easier for you to book group flights for a reasonable price.
Not only that, but group travel agents can make booking the whole package much easier, giving you a dedicated point of contact to help with your trip.
So, before you spend hours scouring the internet and becoming increasingly frustrated with fluctuating prices, look for a group flight specialist who can help instead.
If you’d like to know more about how the team at Bridge The Gap Travel Management can help with your group travel arrangements, get in touch today.