| This article is intended to help you organise | | | | price they can afford and how charismatic are |
| successful group travel; whether you are new to | | | | you at selling them the idea! If you can get these |
| group travel organisation or are simply looking to | | | | three things right then you should have no |
| improve on your experiences. It is aimed at a | | | | problem in getting most of your group to go on |
| variety of people in mind. You may be an | | | | the trip. |
| allocated tour committee member, Social | | | | Administrating group travel can be quite time |
| secretary, Club president; or you may be a | | | | consuming and challenging. You can find your self |
| manager having been asked to organise a | | | | having to ring people multiple times because they |
| corporate trip. You may also be a best man | | | | are not in. Chasing people up who have not done |
| organising a stag ‘do’ or simply organising | | | | something you asked them to do, dealing with |
| a holiday for a large group of friends. | | | | people who have dropped out or adding new |
| Where to Start | | | | members on to the tour who now want to come. |
| If you have not organised group travel before | | | | You must be prepared for a complex and time |
| you are probably thinking where do I start? If | | | | consuming operation if you want to do everything |
| you have organised group travel before and it did | | | | your self. You can significantly ease the burden by |
| not go so smoothly you should be asking - where | | | | using a professional group organiser. They can |
| should I have started last time? | | | | help to deal with these problems on your behalf. |
| The first thing you need to decide is who will be | | | | Depending on which company you go with and |
| responsible for what, make sure those roles are | | | | what you have agreed with them. If you want |
| clearly defined, and that the individuals understand | | | | them to do everything then you should expect to |
| their responsibilities. The number of people who | | | | pay a little extra. But this would free you up to |
| need to be involved in organising group travel will | | | | do other tasks that might other wise be more |
| vary depending on your group and destination. For | | | | costly to you by ignoring them. One solution that |
| small and informal groups you may decide that | | | | will be available to you from late summer 2008 is |
| you will take responsibility for all the tasks. For | | | | the website from MyGroupTour. They will be |
| large and more formal groups it is often best to | | | | providing a series of online facilities to help you |
| assign tasks to multiple people. | | | | with collecting money, organising your trip and |
| You should consider: | | | | getting quotes from suppliers. |
| - Who will be responsible for collecting money? | | | | Raising finance and fundraising |
| - For sports or performing arts groups – who | | | | Ok, if your group is going on a stag do then no |
| will organise kit and clothing | | | | one is going to give charitably to support your |
| - Who will sell the tour to your group and | | | | drunken antics! If you’re a corporation |
| convince them to go. | | | | organising group travel, then the only way you |
| - Who will organise your group – make sure | | | | are going to get some one else to pay for it will |
| they all have up-to-date passports, organise | | | | be if you offer commercial benefits to them. |
| rooming lists, and carry out any other | | | | With most groups though there is a multitude of |
| administration that needs to be done. | | | | ways to raise finance for your group travel. You |
| - Fundraising- if required | | | | can organise generic events, fun days or organise |
| Idea brainstorming | | | | something based on what your group does. |
| Once you have decided on these responsibilities | | | | General events and fun days could include: - |
| you need to come up with some general ideas of | | | | sponsored marathon/competition, Car washing at |
| where your group should go and what they | | | | a local supermarket or School, Coffee morning for |
| should do. In some cases this will be easy as | | | | you local retirement home, put on a disco, create |
| other factors will have already pre-determined | | | | a night out, or organise an Easter egg hunt. The |
| this. If you are a sports group and are organising | | | | list is really only limited by your imagination. Also |
| a trip for a sports tournament, your destination | | | | you should try organising something that relates |
| and main activity will have already been set. In | | | | to what your group does. If you are an orchestra |
| this situation you should consider what other | | | | then organise concerts for your local community. |
| activities you may also want to do in order that | | | | You can quite quickly raise the money you need |
| you get the most enjoyment out of your trip. | | | | for your trip; all it takes is a little enthusiasm and |
| In many cases brainstorming will be a much more | | | | it can be lots of fun. |
| involved process. If you are a music group wishing | | | | The thing people are most reluctant to do is part |
| to go on tour then the options are almost endless | | | | with their money. At the early stages it is |
| with regards to destinations, concerts and | | | | important that you collect a deposit from every |
| itineraries. | | | | group member who has confirmed they are |
| You will probably need to do some research into | | | | coming on the trip. With out this there is no |
| ideas for your group and the brainstorming | | | | commitment or incentive for them not to drop |
| process could take several weeks. Why not get | | | | out at the last second and this could be |
| some ideas from the experts! There are a | | | | embarrassing. By doing this, your trip will become |
| number of professional group travel organisers | | | | far more manageable. You should make your |
| out there such as MyGroupTour who will be full of | | | | members aware that the final amount due may |
| ideas and have probably done something similar | | | | be liable to change slightly if group members drop |
| before. Contacting a professional group organiser | | | | out or new ones join. A coach booked at £400 |
| will not cost you anything and will enable you to | | | | divided by 30 people is going to cost more per |
| pick their brains. MyGroupTour and a number of | | | | person than dividing the cost between 40 people. |
| others also provide a large collection of pre-built | | | | You will normally find that quotes are given in |
| itineraries on their web sites. You may be able to | | | | price bands as group travel operators will be |
| take one of these directly or adapt it to meet | | | | aware the people may drop out or you may get |
| your needs. You can also do research in to | | | | additional travellers. You must also make people |
| destinations on the web by using web sites such | | | | aware of cancellation cut off dates. Normally if |
| as ‘Trip Adviser’ or 'In Europe' to help | | | | you cancel with a hotel within 30 days prior to |
| get some ideas. If you are travelling in Britain then | | | | departure you will be liable to pay the full amount. |
| use This is a great web site with lots of useful | | | | Law and the package travel directive |
| information. As well as destination and itineraries | | | | There have been changes in the Law relatively |
| you will need to think about approximate date of | | | | recently that you need to be aware of. If a |
| travel, likely numbers, accommodation type, and | | | | consumer purchases more than one travel |
| extra excursions that you might want to do. | | | | component, it is considered a package. As such, |
| Budget | | | | you must place this money into a trust account |
| A group’s budget is very important. If you | | | | and cannot access the money until your group |
| create an over priced trip or holiday then no one | | | | members have travelled. This applies to all non |
| from your group will be able to come. Equally if | | | | regular group travel organisers. However the |
| you set the budget so low, then you will end up in | | | | definition of what is non regular is not clearly |
| accommodation that no one wants to stay in, | | | | defined and has not been tested in court yet. To |
| which again may put them off coming. | | | | avoid the risk of breaking the law on this matter |
| You need to agree a price range that you think | | | | it can be easier to use a professional group travel |
| your group can afford and create your trip based | | | | organiser who already has systems in place to |
| on that. If you want to go on a week’s tour | | | | deal with the travel package directive. To find out |
| to Europe but realise that your group can only | | | | more you can go to this guide that has been |
| realistically afford £100 each then you will need | | | | compiled by the government. |
| to consider fundraising or making an adjustment | | | | Industry bodies |
| to your tour in terms of time length, destination | | | | If you do use a professional group travel |
| or itinerary. | | | | organiser you should look to see that they are a |
| Remember any group can afford a tour it just | | | | member GTOA (Group Travel Organisers |
| takes the right amount of planning, creativity and | | | | Association) or the ETOA (European Tour |
| preparation. Some members may have a | | | | Operators Association) if you plan on making a |
| particularly difficult economic background. You | | | | European trip. |
| may want to consider subsidising these members | | | | Travel Insurance |
| from the clubs funds and fundraising. Some people | | | | As a group travel organiser or initiator for your |
| may also be prepared to pay more in order to | | | | group you will be viewed as responsible for |
| reduce the cost to others. You should also take | | | | everything that happens to your group members. |
| into consideration free places for yourself. In most | | | | Unfortunately from time to time things won’t |
| group bookings you should be able to get a free | | | | go quite as planned. You must there for ensure |
| hotel bed for every 25 members in the group | | | | you and your group members are protected |
| although coach prices are not normally affected. | | | | against such instances. This is especially true with |
| Getting your group together | | | | school and youth groups. Often travel insurance is |
| The first step is in persuading people to go on | | | | not that expensive and it can be a legal |
| your group trip. There are three main factors that | | | | requirement in many situations. |
| decide this. Does the trip appeal to them, is it at a | | | | |