Assign clear responsibilities
Name leads for flights, accommodation, transport, activities and payment records. Keep final information in one shared itinerary.
Use transparent payment records
Record deposits, refund terms and supplier details. Avoid collecting money without written confirmation of what is included.
Choose group-suitable tours
Check capacity, walking requirements, dietary needs, pickup location and accessibility before collecting payment from the group.
Planning checklist
- Confirm group size
- Create a rooming list
- Set payment dates
- Record refund terms
- Collect accessibility needs
- Reconfirm every supplier
Verify current travel information
Entry rules, health guidance, airline arrangements and event schedules can change. Check current official information before travel.