Ah, the moment when your boss walks up to you and says you’re in charge of organizing the upcoming company getaway. No big deal. You just have to handle group reservations like flights and hotels for 85 people from New York to Miami.Well, it is a big deal. Group travel booking is a bucket of stress. Between everyone's differing stay requirements, setting travel dates that suit the most people, finding the best hotel rates, and trolling the internet for the best travel package deals or special offers, it can be quite a handful.
Our very own Giacomo Guarnieri lays out all of his group travel tips and tricks below. Giacomo is TravelPerk’s business travel specialist in charge of booking group trips. He lives and breathes group booking. But somehow, he’s immune to stress. #stressless 😌
Most businesses don’t splurge for free cancellation, so you are locked into those dates and times, and to those specific travelers.On the other hand, with group booking that has been negotiated with the airline, they typically give you time to make changes. It’s different for every carrier, but usually, you’re allowed to add or remove 10% of the passengers up to a month beforehand, and you don’t have to give their names at the time of booking.
If an office manager is handling group booking, the same thing would be helpful internally. They can try to get as much upfront information and approval as possible, batch all the questions they have, and then for any follow-ups or options, always be as clear as possible. Here are a few things to think about including in your email:
- Hotel + flight information - who is staying where, and what their route is. Include departure dates and return dates.
- Minimum stay - how long will the retreat last? Let people know so they can organize what they do afterward. Maybe they want to extend their corporate retreat a few days and turn it into a family vacation?
- Travel requirements - do any of your colleagues require any special documentation or additional assistance from your end? Offer them a way to reach out.
- Payment details - what's been paid for by the company, and what should travelers expect to be reimbursed for? Should they use their own credit cards on this trip?
- Be clear on the details - what can they expect upon arrival? Are you doing car rentals or has all transportation been organized?
- Outline the activities - what are we doing on our retreat? Are we doing a city tour of San Diego or letting loose in Las Vegas?
When a customer book one group event with us, they nearly always use the service for their next events. We just take so much stress off their shoulders. We can negotiate better rates, and of course, the constant support is a huge load off. There are just so many mishaps that can happen with big numbers of travelers.The first step is they have to be a Premium subscriber with TravelPerk. Once they are signed up, all they have to do is request a group booking by emailing firstname.lastname@example.org or calling support, and then I will be in touch with them.To learn more, check out
TravelPerk Premiumto get all the details and FAQs on
TravelPerk Group Booking.