Extended Group Travel Toolkit
From the first idea to departure, we help keep your group organized and moving forward.
Extended group travel may begin as much as 18 months before departure. Our job is to help your group leader understand what needs to happen, when it needs to happen, and who is taking care of it.
You bring the people. We help manage the travel.
There Are a Lot of Details. You Don't Have to Manage Them Alone.
Cruises, international vacations, escorted tours and other extended trips involve contracts, deadlines, payments, documents, excursions, transportation and individual traveler needs.
We create a plan for your group and help keep the process organized from beginning to end.
Your Group Coordinator
A Gomes Travel Planners Group Coordinator will be assigned to work directly with your group leader.
Your coordinator will help manage the planning calendar, supplier deadlines, presentations, traveler communications, upcoming decisions and the many details that happen behind the scenes.
You will know who to call and who is helping keep your group on track.
Planning May Begin Up to 18 Months Before Departure
Every trip has its own supplier deadlines, but this gives your group leader an idea of how an extended group trip typically moves from an idea to departure.
Explore the Possibilities
Discuss the type of trip, possible destinations, travel dates, approximate budget, group interests, special needs and what your organization wants from the experience.
Select & Secure the Trip
Once a destination and travel program are selected, supplier agreements are reviewed, contracts are signed, important dates are established and group space is secured.
Launch the Group
Presentations, postcards, flyers, social posts and other materials can help introduce the trip. Travelers begin registering and making deposits.
Build Participation
Continue communicating with members, monitor reservations, review group size, answer traveler questions and begin discussing activities and excursions.
Review the Details
Dining, meetings, excursions, transportation, special events, accessibility requests and other group needs begin moving toward final arrangements.
Traveler Review
Traveler information, passports, visas, special needs, past-passenger information, military eligibility and other applicable benefits are reviewed again.
Typical Final Payment Period
Many extended group programs require final payment approximately 100–120 days before departure. Your group's exact date will be based on the supplier agreement.
Pre-Documents
Travel documents are typically becoming available and final departure details can be reviewed with the group.
Pre-Departure Gathering
Travelers can receive documents, review the departure schedule, ask questions and make sure they understand what to expect on travel day.
We Move From Ideas to an Official Group
Once your group selects the destination and travel program, Gomes Travel Planners works with the appropriate supplier to secure the arrangements.
The required supplier agreement or contract is reviewed and signed, establishing important details for the group.
- Travel dates
- Destination and itinerary
- Group space being held
- Room or cabin categories
- Deposit requirements
- Payment schedule
- Final payment deadline
- Minimum group requirements when applicable
- Cancellation terms
- Supplier terms and conditions
- Available group benefits or amenities
Important Details Are Reviewed at the Time of Deposit
We begin looking at the individual traveler—not simply adding another name to the group.
Travel Documents
We begin reviewing passport and visa requirements when applicable and make sure travelers understand that reservation names need to match their required travel identification.
Travel Protection
Travelers are encouraged to review travel protection when making their initial deposit because some benefits may be time-sensitive under the specific plan selected.
Special Needs
Travelers can tell us about mobility, accessibility, dietary or other travel-related needs so available supplier options can be explored early.
Past-Passenger Benefits
When applicable, we review past-passenger or loyalty information that may qualify the traveler for supplier benefits or credits.
Military Benefits
When available, we can review whether an eligible traveler may qualify for military-related credits, discounts or supplier benefits.
Personal Preferences
Rooming, cabin, occupancy and other reservation preferences can be discussed directly with the traveler.
We Help Keep Your Travelers Informed
Your group leader does not have to become the group's communication department. We communicate throughout the process as information and decisions become available.
Travel Updates
Important trip information, supplier updates and reminders can be communicated directly to travelers.
Excursions
Travelers can receive information about excursion opportunities, choices and applicable deadlines.
Dining & Meetings
Group dining, meetings, worship services, gatherings and other arrangements can be communicated as details are confirmed.
Facebook & Group Information
We can create social posts and informational content to help keep members excited and aware of their pending travel.
Group Benefits Can Begin With Fewer Travelers Than You May Think
Group requirements vary by supplier. With some travel suppliers, a group program may begin with as few as five qualifying rooms or accommodations.
As participation grows, additional supplier credits, amenities or other group benefits may become available. Our Group Coordinator monitors the group's participation and reviews the opportunities associated with the specific supplier program.
Group Credits
Certain supplier programs may provide credits or other benefits based on qualifying group size and program rules.
Supplier Perks
Our relationships with major suppliers allow us to ask about additional amenities, special considerations or added-value opportunities.
We Ask
When we believe an additional benefit could improve the group experience, we are willing to ask our supplier partners what may be available.
Group requirements, credits, amenities and supplier perks vary by supplier, trip, group size, availability and program terms and cannot be guaranteed.
Would You Like a Gomes Travel Planners Host to Travel With Your Group?
During the planning process, your group can decide whether it would benefit from having a Gomes Travel Planners representative travel with the group.
Hosted Group Travel
A Gomes Travel Planners representative travels with the group and provides an additional level of support during the journey.
- Group coordination while traveling
- Help with group schedules
- Assistance with questions
- Supplier communication when needed
- Support with group activities
There is an additional cost for having a Gomes Travel Planners host accompany the group. Available qualifying group credits may be considered as part of the overall planning discussion.
Supported Group Travel
If your group chooses to travel without a Gomes Travel Planners host, we will still help prepare the group leader before departure.
- Final itinerary
- Departure information
- Supplier contacts
- Group schedules
- Excursion and dining details
- Meeting information
- Important travel instructions
- Support from our office when questions arise
Your group leader will have information and support, and Gomes Travel Planners is only a phone call away should assistance be needed.
We Review the Travelers Again
Before the group reaches the final-payment stage, we review important traveler details again so there is still time to address outstanding information.
- Passport information reviewed
- Visa requirements reviewed when applicable
- Reservation names checked
- Special needs reviewed
- Accessibility requests reviewed
- Past-passenger information reviewed
- Military eligibility reviewed when applicable
- Outstanding traveler information addressed
- Remaining balance and final payment date reviewed
Final Payment
For many extended group trips, final payment is typically due approximately 100–120 days before departure.
The exact final-payment date is determined by the supplier and the group's specific agreement.
Your Group Coordinator will place the correct date on the group's planning calendar and communicate with travelers before that deadline approaches.
Getting Everyone Ready to Go
Pre-documents are typically becoming available around this stage. We encourage the group to come together before departure so travelers can receive information, review the schedule and ask final questions.
Receive Travel Documents
Travelers can receive available documents and review what needs to be carried with them on the trip.
Review Departure
We go over the departure time, meeting location, transportation arrangements and important schedule information.
Ask Questions
Travelers have an opportunity to ask questions and clarify anything they are unsure about before travel day.
Review Identification
We remind travelers about required passports, identification and other applicable travel documents.
Review the Trip
Excursions, dining, meetings, group activities and other confirmed arrangements can be reviewed.
Prepare for Travel Day
Our goal is for everyone to leave the gathering understanding where to go, what to bring and what to expect.
Your Customized Group Travel Calendar
Once your group's supplier agreement is in place, your Group Coordinator will use the important supplier dates and group decisions to help create a planning calendar.
The calendar helps the group leader see what is coming next without having to remember every deadline.
Something the group leader or travelers need to complete or decide.
Something our team is coordinating or preparing behind the scenes.
A date, deadline or upcoming event the group needs to keep in mind.
Start Planning Your Extended Group Trip
You do not need to know every detail before contacting us. Tell Gomes Travel Planners – Dream Vacations about your group, when you would like to travel and the experiences your members may enjoy. We'll help you explore the next step.
