Now that you have decided on the purpose of your group trip, where you want to travel and what time of the year, you will now be faced with the task of planning your group tour. There will be many questions to answer, lots of details to complete and numerous deadlines to meet. Knowing what to tackle first, what decisions to make and what support you will need throughout both the planning period and on the trip will help make the process run smoothly. The key is to plan far in advance.The planning all begins with a timeline. Following are some general guidelines for mapping out the period from when the seed is planted until the departure date. Note: This timeline may differ depending upon your type of group, what destination you have chosen and when you may be traveling.18 Months Prior to DepartureWho will be invited to participate?
Determine the approximate length and dates of the trip.
Begin researching your chosen destination to find out what attractions, museums, theme parks, outdoor adventures, water parks, etc. you would like to attend and the costs associated with each.
Begin researching transportation, hotels, vacation homes, dining and shopping (if applicable) and the costs associated with each.
If this is a school trip, talk with the school principal and/or administration to receive their approval.10 to 12 Months Prior to DepartureSet firm dates.
If flying, final pricing may not be available until 10 months prior to departure. Also, arrange transportation to and from the airport when you have secured your flights.
Motorcoach/minibus companies also work 10 months in advance. If traveling by motorcoach or minibus, you should begin the quoting/booking process now and choose a transportation company.
If you are traveling by van(s) from your hometown, then begin the quoting/booking process from van rental companies.
Begin the hotel/vacation home resort quoting/booking process. After receiving the quotes, choose a hotel/vacation home resort and book it!
If you have decided to include meals in the trip, begin the group-friendly restaurant, dinner show quoting/booking process. After receiving the quotes, choose which restaurants your group desires and book them!
If shopping is important to your group, this will be a good time to request a meet/greet to obtain discounts from the shopping center/retail store.
If you are a youth group, determine who your chaperones will be which may include parents, teachers, sponsors, etc.
Project the estimated/approximate cost per person.
Announce the tour including the cost per person and start promoting it by means of email, flyers, posters, website, social media, newsletters, etc.
Set up a deposit and payment schedule for each member in your group as they sign up.
If participating in a music/dance/theatre festival, fill out all paperwork and submit.
If you desire travel insurance, now is the time to research, fill out paperwork and submit.6 to 9 Months Prior to DepartureContinue promoting the trip via newsletters, social media, emails, meetings, etc., keeping interest alive in those who have signed up and possibly attracting a few more to sign up.
If you are a school group, scouting troop, youth group etc., begin fundraising activities if needed.
If your trip is an educational tour, create a list of reading materials or study exercises to prepare students for the trip
Distribute a copy of the itinerary to all members of your group (meetings, association, youth group, scouting, religious, reunion, etc.)
Participants should be signed up with deposits paid.
Confirm all reservations including hotel/vacation homes, transportation, attractions, dining, shopping, travel insurance and anything else.4 Months Prior to DepartureContinue promoting the trip via newsletters, social media, emails, meetings, etc., keeping interest alive in those who have signed up and possibly attracting a few more to sign up.
Contact anyone who has shown an interest but still has not committed.
Continue fundraising if needed.
Collect payments per your payment schedule.3 Months Prior to DepartureFinal payments are due from those who have paid deposits, made payments, etc.
Finalize lists of all participants and choose roommates for hotels (if applicable), seating arrangements on the motorcoach (if applicable), and/or seating arrangements on your flight if flying
Purchase all theme park, attraction, water park and dinner show tickets and begin making final payments to your chosen hotel/vacation homes, restaurants, transportation companies, etc.1 Month Prior to DepartureSchedule a final meeting to confirm the details of your trip including packing lists, travel tips and any last-minute information.
Make sure you obtain emergency contact, medical and allergy information from each traveler.
If you are a youth group, make sure parents have your emergency contact information.
Make sure all permission forms, travel insurance forms, etc. are completed for each traveler.As previously stated, the above timeline is a general guide and can differ depending upon your type of group, what destination you have chosen and when you may be traveling. Use this timeline as a guide to map out your trip from the start of planning to the departure date. By employing this step-by-step process, you will be able to successfully plan each stage of your group trip resulting in a smooth tour without any surprises.
Group Travel Tips for Direct Groups: Part 2 – Planning Your Trip Timeline
Fitness Tips – Try Walking With Poles
There is regular exercise and then there is exercise by taking a walk. Fitness walking is not simply forcing yourself to exercise but is a type of walking whereby the person uses poles that are very similar in nature to ski poles. This type of exercise is sometimes referred to as Nordic training. Competitive Nordic skiers who practiced by training on dry land first did this type of exercise. It has been used for decades now.
Nordic training is a very basic form of walking that can be done by practically anyone in any type of climate. The upper body in particular becomes well conditioned in much the same way that it does when an individual is involved in Nordic skiing.
This kind of exercise can provide a full body workout and burns more calories than training minus the poles. For example, fitness training involves more energy consumption than regular walking. It is in the area of 46 percent. Upper body muscle endurance can be increased by 38 percent using the poles in a matter of 12 weeks.
The fact that more muscles are engaged in Nordic training is why more calories can be burned. The chest, shoulders, abdominal muscles, biceps, triceps and all other core muscles are put to the test when the exercise is done.
Fitness exercise has some advantages over walking without poles. These include:
· An increase in endurance and strength in the upper body as well as all core muscles
· A tremendous increase in heart rate
· An easier time when climbing hills
· More calories are burned at a faster pace
· Balance and stability are improved thanks to the use of the poles
· There is density preserving stress that takes place to the bones
· Ankle joints, knees and hips do not suffer as much weight on them
It is important than you buy poles that are appropriate for your height and body frame. Poles that are not the correct length can give rise to pain and discomfort in the knees, back and hips. Incorrect sized poles can also reduce the effectiveness of using poles in the first place.