Group travel deals are important because the savings (or extra cost) can add up so quickly. If you're bringing 20 players to a youth baseball tournament, you want the most affordable price possible. If you are organizing a family reunion for 50, affordability could make the difference between getting everyone to attend and seeing many potential attendees stay at home.
Here are some suggestions for arranging group travel deals. Use these thoughts to start your planning for a budget trip that everyone will remember -- for all the right reasons.
Air Travel
Many major airlines will offer group travel deals. The Southwest Group Travel Program, for example, offers groups of at least 10 some perks you would not receive booking individually. With teams traveling to competitions, it is sometimes necessary to replace one player's name with another. The Southwest program lets you make unlimited free name changes to reservations. Among the other benefits: minimum stay requirements are waived and blackout dates are lifted.
Bus Travel
The first step you'll want to take is to ensure the bus charter company you choose is safe. In the U.S., there is a Department of Transportation database providing company snapshots. No offer that comes from a company with a questionable safety record is a good deal.
Be sure you know the costs per hour (for short trips) or per mile (for long distance). Some bus companies will give you a set amount of miles that they determine reasonable for a given trip. Extra miles outside that total could add up quickly.
Finding a bus charter is not like doing an airfare search on Kayak or Travelocity. You'll need to locate charter companies in your part of the world and contact them individually. Check with people who have made similar trips from your area and put some weight on their recommendations.
Hotel Reservations
Although the other hotel guests might not always agree, you are doing the place a favor by bringing in a large group. You have reserved multiple rooms for a number of days. They won't have to discount those rooms on Priceline or Hotwire. There's no danger the rooms will sit empty, generating zero revenue. In short, you deserve some consideration for making it to youth baseball tournaments or the family reunion.
The key here is to start shopping as early as possible. Let's say you're among the thousands each year who arrange travel for youth baseball tournaments. If you start looking early, you can emphasize in your initial contact with the hotel manager that you are shopping several properties for the best deal. The longer you wait, the less likely this strategy will pay off in a discounted room rate.
Group Specialists
It should come as no surprise that there are companies specializing in group travel, and that they have a readily accessible online presence. Fittingly, one is called Groople. Enter the number of rooms, your destination and travel dates and you'll receive a listing of hotels making group rate offers. You can further filter those results according to such variables as available meeting facilities, dining needs and transportation requirements for your group.
There are plenty of similar companies providing these services. Sometimes it is best to start with the recommendation of a trusted travel agent. They have the experience with these arrangements you need to access--many can tell you success stories and horror stories in great detail. They'll steer you clear of companies that make lackluster arrangements.
Overall Strategies
Here are a few things to consider as you plan your group travel:
- Find a hotel that serves a free buffet breakfast, and eat up! This will save time and money. A hearty breakfast can mean a smaller, less costly lunch.
- Book a hotel that is close to where you'll spend most of your time. It isn't always possible to get the closest hotel to your competition venue or the park where you'll hold your family reunion. But keep in mind that as distance increases, so do logistical headaches. Don't be too eager to book a low-cost hotel that is 20 miles from where you really want to be located. You'll eat up the savings in gasoline costs and inconvenience.
- Consider hiring a private guide. At first, this might seem like a luxury. But consider the amount of time you'll waste looking for places of interest to fill your leisure hours. Having someone on retainer who can give you tips about the best local attractions for your particular group could be a money-saver in the long run. If you don't want a formal guide to show you around the major attractions, at least find someone local who can lead you away from tourist traps and guide your itinerary.
- Take time for fun. This should go without saying, but many times we are so intent on the task at hand that we forget we are also building lasting memories. Competitive events come with a lot of stress. Find a theme park such as Six Flags or some other diversion in your area, and ask them about group discounts, too.
