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
5 Tips to Get Cheap Car Insurance
Getting a car insured today has become a matter that requires substantial research. For most people the main criterion of selecting or rejecting a car insurance company is price. Every body seems to be after ‘cheap’ car insurance. But how does one quantify cheap? To accurately compare quotes, you need to make sure the insurers you’re comparing are offering similar types and amounts of coverage, and also a similar deductible amount.Meanwhile, here are a few pointers on how to go about getting a car insurance that will be more affordable:Keeping all your eggs in the same basket may help you lower your car insurance costs. Some insurers give discounts if the applicant already has one or more insurances from the same company. For instance, if you already have homeowners insurance and another auto insurance plan from the company, chances are that you may have to pay less for insuring your new car. You can even ask them to give you a quote and compare it with that of other insurance companies.Keep your driving track record clean. Easier said than done, no doubt, but it really pays in the long run. If you have a couple of accidents to your credit, chances are that you may have to empty your pockets a little more to have your car insured. This is the auto insurers’ way of hedging the risk from your bad driving and safeguarding themselves from a possible claim in the near future.Increase your deductible amount. This is the amount that you agree to pay in the eventuality of a claim before the insurance company pays up. What this implies is that you are taking a risk of paying more if the need arises. But if you are a cautious driver and are confident that you are likely to be so in the future too, it will knock off a sizable chunk from your yearly payouts.Even the make of the car can determine how much you pay for the insurance of the car. Attractive and expensive cars are more theft prone and hence make the car insurance expensive. The inherent nature of the car and the likely profile of the user can also determine the insurance amount. ‘Volvo’, a symbol of safety, is likely to be driven responsibly but a Mustang is likely to be driven by a less cautious driver. Therefore if you are planning to buy a car in the near future, spare a thought on the insurance front too, since a ‘low-profile’ car can have a lower insurance cost.Take precautions to theft proof your car. This can affect your risk profile immensely, apart from giving you a general peace of mind. Cars equipped with anti-lock brakes, air bags and automatic seatbelts are also eligible for insurance discounts.Remember not to just go after the cheapest quote you get in the market. Do your homework, compare quotes and reimbursement track records of several insurance providers before you finalize your car insurance company.
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