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how to book group travel

how to book group travel插图

When organizing group bookings for flights,you need tocontact the airlines and give them the number of travelers and your dates,and then wait for them to send back a custom quote. Unlike a direct booking online,this process is manual and can be a little slow,as you’ll want to contact multiple airlines to get different quotes.

How do you plan a group trip?

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.

What is group travel booking and how does it work?

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.

How to book airfare for everyone on Delta?

Group Travel. It’s better when you travel together, which is why our Delta Group Specialists can help show you how easy it is to book airfare for everyone. You can book a single itinerary for travel within the U.S. on delta.com in parties of nine or fewer giving you access to Delta Comfort+ and Delta Premium Select fares, where available.

How do you handle group bookings?

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:

Why is the cost paid per flight on a group booking deal higher than if you login to TravelPerk or?

That’s because the airline knows how much they make on average for a ticket on that particular day. They can calculate what they expect to make.

What is the easiest thing to negotiate for?

While it’s hard to negotiate special discounts for example, absolutely the easiest thing to negotiate for is extra benefits. For hotels, this would be room upgrades or free meals. And for flights, free luggage or priority check-ins are usually included or are easy to negotiate for.

What to do when an office manager is handling group bookings?

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:

Is it better to book a group or individual flight?

Getting a group deal from an airline is not always the best price. The airfare per flight on a group booking deal is often higher than if you log in to TravelPerk or the Expedia Group and see the individual flight cost. That’s because the airline knows how much they make on average for a ticket on that particular day. They can calculate what they expect to make for a round-trip. Just watch out for those blackout dates and do your best to avoid them!

Who is Giacomo Guarnieri?

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 ??

Can you book a flight manually?

If you take the route of booking the flight manually, you have no guarantee that everyone in the group will get that flight. You might get to the last group of 5 or 8 flyers, and there could be no availability. If you’ve planned enough in advance, this is very rare, but it is still a risk. So you have to be willing to risk that some travelers will need to take a different route or carrier if you want to get the best, lowest travel deals that day.

Do airlines have special pricing?

The airlines don’t necessarily offer special pricing. What they do offer is assurance that everyone in your group will get on the same flight (unless your group is hundreds of people of course). Let’s say you’re flying from Houston to Hawaii for your corporate retreat. They’ll do their best to guarantee that everyone going is on the same flight, but that still might not be possible based on ticketing availability.

What happens if you don’t meet the minimum of 10?

If your group does not meet the minimum of 10 or individual members do not travel with the group, (a) the deposit will be forfeited and (b) passengers will be considered individual travelers and must be ticketed at the applicable fare. If the Utilization is listed as 100%, the deposit will be refunded for ticketed passengers only.

What is Delta deviation policy?

Delta reserves the right to change equipment or schedules without notice. Deviation Policies: A deviation is defined as a change to the date, time or routing. Any deviations may be at a different fare from the main group. Notwithstanding the foregoing, the main group must maintain group minimum requirements . …

What is the only acceptable form of payment for deviations?

A credit card is the only acceptable form of payment for deviations and is required at the time the deviation is booked. Passengers may make changes after ticketing at the applicable fare upon payment of the applicable ticket change or reissue fee plus any difference in fare.

What happens if you use less than utilization percentage?

If you use some, but less than utilization requirement percentage, of the seats held, you will be charged the cancellation fee specified in your Group Contract for each seat below the utilization requirement percentage minimum.

How long does it take to get a refund for a reservation?

60 days or less before departure: Deposits will be refunded for ticketed passengers only within 60 days of the commencement of travel.

How long does it take to cancel a flight without penalty?

Except to the extent otherwise expressly specified in your contract, from the last day to cancel/reduce without penalty until 60 days before departure: must maintain the minimum main group utilization requirement percentage of seats held for a full deposit refund.

Can you deviate from a group itinerary on an outbound flight?

Prior to the group’s utilization date an unlimited number of passengers may deviate from the group itinerary on either the outbound or the return at the applicable fare with no deviation fee.

1 About Group Travel

Group Travel is defined as pre-approved travel arranged by the University for ten (10) or more travelers and may include:

2 Book Group Travel

Group Travel may be booked by identified Columbia Travel Arrangers through World Travel, Inc.’s (WTI) World Meetings and Events (WME) team, responsible for providing professional meetings and events services for the University.

4 Payment Options for University Group Travel

Only identified Columbia Travel Arrangers may book and pay for Group Travel through World Travel Inc.’s (WTI) World Meetings and Events (WME) team. Payment methods include:

5 Reconciling Group Travel Expenses

Expenses related to Group Travel must be reconciled by Columbia Travel Arrangers via Concur Expense. Each air/rail ticket issued will show as an individual charge in Concur to be reconciled by the Columbia Travel Arranger.