- 1). Prepare the itinerary. Before anyone will wish to participate in the travel group, it is important that they know details about the point of departure, stops along the way, how long the trip will last, and when the party will return. Without these basic details, no travel group has a chance of getting off the ground.
- 2). Set up a reservation process. Persons need to register for participation well before the planned date of departure. This will make it much easier to organize transportation and hotel accommodations for the trip. It also makes it possible to receive payment in advance so that travel and lodging costs can be handled with ease.
- 3). Use the number of participants in the party to secure the best travel rates. Many hotels, tour bus companies, or airlines will offer discounts if the party includes a certain number of participants. Larger groups may also be offered amenities at no extra charge that are not made available to smaller groups. As part of the organization effort, make sure to secure as many perks for your party members as possible.
- 4). Collect information on special needs. This would include dietary concerns, equipment to assist with physical disabilities, or general health information that may be needed in the event of an emergency. Having this data on hand can help with everything from meal planning to visits to an emergency room.
- 5). Provide concise rules and regulations to all participants. Keeping a larger group together and focused for a trip is much easier if everyone knows what is expected of them in terms of general conduct and interaction with one another. This will mean letting people know when the group will depart from a hotel in the morning, what time arranged tours will take place, and even how long the bus will stop at a given location for a meal or short break. Provide the rules in writing and make sure each participant signs off on the rules before allowing the party to join the travel group.
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