Booking a group trip is never as simple as you think. It can multiple experiences before you can put your hand up and confidently put yourself forward to the challenge. Whether you’re booking a trip for your company or just your friends, we have put together some amazing advice to help keep your organised, allowing the trip to run smoothly from start to finish.
Understand Your Groups Travel Requirments
The first step to planning any trip is getting an understanding of what you are required to book. It may sound overly easy but this is one of the most important steps out there, if skipped you may end up getting it all wrong. To achieve this, speak to your colleges or friends about the plans. Turning an idea into a reality takes one person, be that person and ask your group these three questions:
- Where is the exact postcode of the place we are travelling to?
– What is the date and time of arrival and departure?
– How many of will be travelling and how much luggage is required?
Whilst you may already know the answers to a few of these questions its worth asking. Be clear and concise before you start the conversation with a coach hire company. This ensures no mistakes are made from your end.
Take Your Time To Find The Best Price
The key advantage of travelling as a group is the money you end up saving. This being said, it’s crucial that you shop around until you find the best price possible for your group. We all want to save as much as possible when it comes to travel, whether it’s you and your friends paying or the organisation you work for, savings are crucial. Take the time to request quotes from multiple coaches hire companies and find the best price possible. Its this level of attention to detail that everyone appreciates from the organiser.
Pro Tip: To ensure the best price possible please chose a local coach hire company. For example, if you are looking for Coach Hire in Bath we recommend you chose a company based in Bath. Coach hire companies will always take into consideration how far they have to travel to pick you up!
Send An Email Explaining Cost Breakdown
Once you have found the best price possible for your group its time to communicate the costs with everyone involved. For business trips, it can be a simple case of emailing accounts. In other cases, it can be a lot more complicated. To best do this we advise you tally up the total costs, hidden costs such as booking frees included and then send an email or message out to everyone involved with a clear breakdown of cost per person. Within this email please state the best payment method and a deadline for all payments being received. A deadline is crucial for payments as you don’t want to be left out of pocket for arranging the trip.
Make The Booking And Send Around A Confirmation
After all, the payments have been received its time to give the group a confirmation that the trip has been booked. This should be the first of many touchpoints that act as reminders and updates leading up to the trip. Within this message, we recommend that you include the date and time of pick up and departure along with any extra information that is provided when the booking has been completed. Please look out for any specific COVID-19 procedures as it is likely that your friends and colleagues will like to know more information on them before the trip.
Sending Round Regular Updates and Reminders
We are nearly there! All the booking and payments have been sorted and the suspense builds to the big trip. At this point, you have done all the hard work and its now just a case of keeping everyone in the loop with any updates coach hire company has for you. Additionally, you will want to send everyone a reminder about a week before the booking. This gives the team a friendly update and reminder about the booking ahead.