Group travel planning is so very different than planning a family vacation…even a large one.
If something falls through the cracks on a family vacation, it is easy to pivot to a new option. When traveling with a group, even small errors in planning can be disastrous and cost the group way more than the few dollars it thought it might save by planning it on its own.
Whomever plans a group trip must intimately know the details of DOT requirements, destination safety concerns, vendor cancellation/modification fees, state and local permitting and so much more. That is why we are here…we have years of experience, vendor contracts and destination knowledge, proper insurance and know-how to plan, guide and execute the trip for your group.
The information below is helpful to any planner and will provide us valuable information as we start the planning process with you.
TRIP TYPE
FUN TRIPS
These trip types are designed to reward a group of youth for a job well done.
– Maybe you want to build your program by encouraging future candidates to join the group with the knowledge they will travel in the future?
– You want to reward the group for excelling in regional or state competitions?
– Perhaps they simply outperformed expectations and the leadership wants to treat them to an amzing trip?
– Could it be the group has never traveled, or it has been a while since they last did?
What We Can Do For You: Our expert GTC reps can show you the best and most exciting options available to your group…all while saving you time, money and frustration.
PERFORMANCE TRIPS
It is common that to obtain administrative approval for trips, music groups are required to perform at the destinations they are visiting. Some are even required to be part of a competitive environment (music
festivals) for ratings and trophies.
Over the past 20 years, GTC has worked with dozens of theme parks and their associated event companies, facilitating hundreds of performances in unique, exciting and memorable venues across the USA and beyond.
What We Do For You: Having worked for hundreds of performing groups, our expert GTC reps will take the time to learn about your school’s requirements and show you the options available to meet your performance
goals.
EDUCATIONAL TRIPS
These trips are designed based on the group curriculum and can ensure they address areas of study.
For example, a theater group trip could focus on attractions, workshops, careers and technical education within the entertainment and more specific industry areas of study. A band group may opt for a private performance/workshop session with a professional music group to learn more about the career pathways, areas of study, and musical techniques to excel in that industry. A choir may want to attend a choral performance or a workshop with an industry professional focusing on vocal skills and coaching. A general class group would likely benefit from theme park programs designed for physics,
marketing, science, business management or one of many programs designed with STEM guidelines.
What We Do For You: With years of experience, our expert GTC reps can discuss with you the various educational opportunities at multiple destinations and offer options many do not know even exist.
FAMILY, CHURCH, SOCIAL OR OTHER GROUP TYPES
Another growing trend is for social, educator and/or family groups to decide to travel together and ‘yes’ we can package a trip for them as well…with certain criteria. As a youth group travel company, to take advantage of the
lowest cost group discounts, certain destinations (ie. Orlando and Los Angeles) require our groups must be comprised of 50% or more youth ages. In most other destinations we can package trips for all group ages as long as
we meet the room allotment requirements for accommodation. If you do have an adult group looking to travel, if you travel using the same itinerary, we can assist you with your travel needs. Our smallest groups can be
as little as 20 travelers but the larger the group, the larger the savings. Ask your GTC Representative for more information.
DESTINATION
You may already have a
destination in mind, but some folks are still figuring out where they want to travel to. Once you know what your group trip goals are, the next step would be to set a destination that best fits your goals and provides
a great group travel experience.
What We Do For You: Our reps have planned hundreds of trips and tours to locations across the USA. We are glad to advise you, based on your goals, the best destinations and group options available to you and your group
providing an affordable and memorable trip for the entire group.
TRAVEL DATES
Deciding ON when to travel can be as important as the destination choice itself. Many groups are simply limited to a school calendar while others are allowed to travel at will. Consider the weather and potential seasonal
closures when making this decision. Some locations offer amazing seasonal events while others are closed during the same times. For example, groups choose to avoid traveling to New Orleans during Mardi Gras to avoid the astronomical
costs of accommodations and attractions during that time, yet a small shift in dates can cut travel package prices dramatically.
What We Do For You: Once you know your travel date preferences, let us know and we will advise you of local events, conferences, or other concerns that may be scheduled at the destination. In most cases we can run with
your dates but if something is going on, we can then suggest shifts in travel dates to offer the most affordable options.
PREFERENCES
Every group is unique and has very different personalities. Some prefer to spend a little more for higher-end hotels while others would rather save that cost and add it to group dining options. Some groups try to keep the package
cost as low as possible to recruit the largest number of travelers while others want to include as much as possible into a trip within a maximum budget. Some considerations group leaders could think about:
· Hotel Types (Standard/All-Suites/Resort)
· Transportation Types (Air/Charter Coach/Personal Vehicles)
· Attractions
· Performance
· Meals and Dining
· Group Specific Security
· Group Leader Packages
What We Do For You: You know your group better than anyone else, so we take the time to learn about your group’s particular needs/preferences along with financial restraints and then build the travel package with the
right inclusions at the right price for your group.
PROPOSAL AND ITINERARY
Rarely do we send out cookie-cutter trip proposals as we custom design and build your travel package from scratch. We are glad to do this and
THERE IS NO COST FOR US TO CREATE AND SEND YOU A CUSTOM-DESIGNED PROPOSAL!
Once our reps have had an opportunity to discuss your trip and its parameters with you, we go to work reaching out to our valued partners, checking on availability, pricing and any unique opportunities that you may appreciate.
We then format this information into an easy-to-read travel proposal and sample itinerary which we then send you based on the availability at that time.
PROPOSAL
Our trip proposals have a window of validity as many vendors, especially hotels, airlines and coach companies, only guarantee rates and availability for short periods. For example, if we obtain a charter coach quote from
a company, the vendor usually honors that rate for just a few weeks before it expires. This is why we must place a ‘valid until’ date on our proposals, however, once the group decides to move forward, before we send
a trip contract, we always confirm the rate and availability again. In most cases, if the time between the quote and booking is short enough, we are able to honor the proposal rates…even after the ‘valid until’ date
has come and gone.
ITINERARY
Our itineraries are designed based on ideal travel conditions and assumed bookings. In other words, these itineraries are starting points and will be adjusted throughout the planning process according to both your groups
desires and availability of the various vendors. Itineraries are typically locked in and confirmed soon after the group has deposited on the trip and only minor adjustments are made after that date.
APPROVALS
In most cases with organizations and school groups, the group leadership must obtain approval from either administrations or boards (perhaps both). We are well aware of this procedure and are willing to assist in any way
we can. When completing approval paperwork, some group leaders ask that we provide detailed information such as our COI, District Vendor documentation, Licensing or other information…which we are glad to do. Although
we may already be listed as a district-approved vendor, we are glad to complete whatever documentation and filings your specific district requires.
TRIP MEETINGS
In the past many group leaders would simply have a meeting in the auditorium and have parents show up to learn about the trip. This was good but the biggest challenge was that very few actual parents were able to make
it and only a small number heard about the trip…limiting participation and information distribution.
We Love Being There
If there is one thing that we truly love to do during the planning stages of a trip, it is to be part of your parent/traveler trip meetings. Since the pandemic, more and more groups have met via Zoom or other online meeting
options. At GTC, we are glad to set up a Zoom Meeting so that you can invite as many parents, family and students to learn about the trip. Not only does this allow the group leader to discuss the trip and rules from
their point of view, but it allows us to answer in great detail questions about the trip and what to expect during travel.
These trips typically take place during evening hours and your GTC Representative is glad to set up and attend these meetings at any time during the trip planning process.
CONTRACT
The trip contract is something we prepare and send to you (and any administrator you require) before the actual trip deposit is due. The contract or ‘trip agreement’ looks very similar to the proposal we sent you earlier.
In addition to the trip inclusions, it also reiterates the cancellation policies, details the deposit date, payment due dates and amounts along with the room list and other important due dates. All of these dates would have
been discussed with the group leader in advance and agreed to according to the group’s fundraisers and collection plans.
PAYMENTS
Our payment structure is based on what works best for you and your group. Following the initial deposit, we typically set-up monthly payments based on the total trip cost divided by the number of payments until the final payment
date. This normally gives ample time to message to the group when they are required to you with enough time to send to GTC.
If your trip has certain elements that require vendor payments (like airfare and theater tickets) in full to secure them, we will advise you of those unique requirements and apply those non-refundable payments accordingly.
TRAVEL PROTECTION
A Travel Protection has always been a ‘Nice-To-Have’ if you could afford it, but since the pandemic, most travelers have learned the value of this type of protection. Purchasing a protection plan is an individual choice and
should be considered carefully. We do not require that any traveler purchase a plan nor do we require that a plan be purchased from any particular provider.
At GTC we do have a preferred travel protection company by the name of Travel Insured. At the point that we send you a contract, we also set-up a group-specific portal on the Travel Insured website so that any travelers that
want to purchase protection can do so and pay for it at that time. We simply monitor those that opt for this protection and are able to share with you (the group leader) a roster of those that have purchase protection.
Ask your GTC representative about this optional coverage.