Carlson Wagonlit Travel

Group Travel

A Guide To oRGANiZiNG youR oWN

TRAvel GRoup

GuideliNe FoR oRGANiZiNG

& HoSTiNG youR oWN GRoup

Our Group Travel program offers you the opportunity to combine

your love of travel with your networking and organizational skills.

As a group leader you will have the opportunity to lead your group

to any of our full range of exotic destinations around the world in

conjunction with CWT preferred suppliers. We provide you with the

tools to help you plan and organize your group tour or cruise, every

step of the way.

Why let just any travel agent handle your group! Arranging group

travel is a complex process involving many components from

international flights, luggage handling, ground transportation, group

meal arrangements, travel insurance and special group visas. Instead,

allow your group members the privilege of working with one of the

leading global travel brands.

Carlson Wagonlit Travel has over 160 locations across Canada and

is present in 150 countries. You can rest assured that the travel

arrangements for your group are in good hands and all details will

be taken care of in a meticulous fashion.

In the following pages you will find all you need to know about

organizing a group and the benefits of being a group leader.

GRoup oRGANiZeR TRAvel oppoRTuNiTieSAll you have to do is organize a group as few as 16 people including yourself and you may be able to travel on a complimentary basis as the tour host. Your group members receive great value and benefit from attractive group pricing. Al-ternatively you can earn a finder’s fee or a generous saving for everyone in your group. (Note that taxes, airfare and personal on board costs for shore excur-sions, drinks, etc. are at your own expense). If you are working with a charity, a portion of the earned credit can be donated to a predetermined recipient.

GRoup AFFiliATioNS & TouR THemeSGroups generally fall into three categories. The tour theme will be decided based on the type of group you have assembled. Here are a few examples:

Familiar people Associations Common interest

Family Alumni Groups Literary Bridge

Friends Volunteer Groups Culinary Charity

Co-workers Sports Groups Adventure Dance

Reunions Church Groups Wildlife Arts

Type oF TRAvellANd TouRSWe offer a unique selection of tours to exotic destinations around the world covering Europe, Central and South America, Asia, India, Africa and the South Pacific. Our carefully crafted itineraries can be further enhanced to suit the particulars of your group. A selection of our existing hosted tours can be found on our website www.cwtgroups.ca. Land tours can be customized to a particular theme or special interest such as culinary, history, nature, dancing, bridge, art, music, etc.

RiveR & oCeAN CRuiSeSOur excellent relationships with our preferred supplier partners such as Cunard Line, Celebrity Cruises, Princess Cruises, Holland America, Royal Caribbean, Oceania Cruises, Azamara Club Cruises, Silversea, Seabourn and other specialty lines will allow you to select from a wide variety of cruise itineraries from around the world. Your group will share the benefits of significant savings with our special group pricing, generous onboard amenities as well as exclusive welcome cocktail parties.

destination: Your selection of a destination will be made in consultation with our expert group consultants. Your ideas and suggestions will be very valuable as you know the needs of your group best. Together we will ensure all the participants needs are met. Some of our very successful group destinations which cater to a broad range of group needs are: Eastern and Western Europe, Southeast Asia, China, Africa, and beyond. For cruises the most popular destinations are; Caribbean, Panama Canal, Alaska and the Mediterranean, but there are many other interesting itineraries available such as South America and the South Pacific. In recent years River Cruises have become extremely popular. Viking River Cruises, Uniworld Boutique River Cruises and other lines offer interesting itineraries in Europe, China, Vietnam, Egypt and Russia.

10 STepS To A SuCCeSSFul GRoup

1 Typically the planning of a group starts a year or more in advance of the travel date. If you have a group of potential travellers and possible destinations in mind, contact your Carlson Wagonlit Travel group sales specialist.

2 A meeting is set up to meet with our group specialist to determine the critical elements of the group. By the end of this meeting, travel dates, destination, group size, level of accommodation, and budget have all been set.

3 We then arrange flights, confirm hotels, plan group transportation, inquire about visa and health requirements and book sightseeing tours. We ensure all details are looked after on your behalf.

4 We create and send you a package with all the information you will need to promote the group. We can set up our group website for your prospective group members to access.

5 You contact your group members and provide them with all the relevant information about your group. If you need assistance we can help prepare a direct mail piece with details of your trip to mail to your target audience.

6 We consult with you to set up a booking process that would suit your group (phone, email, etc.) Our CWT group coordinator will accept payments and make bookings for group members. We will keep you updated on bookings made within your group.

7 We finalize and prepare all travel documents including airline tickets, pre-departure information, detailed itineraries, and hotel contact list for every member of your group.

8 We assist you to arrange where possible, a pre-departure “get to know each other” meeting and answer any questions group members may have. Carlson Wagonlit Travel group staff will be available to assist you.

9 Bon Voyage! You leave with the group. Keep in mind a group member may look to you for assistance if they have difficulties. To help you resolve any issues, Carlson Wagonlit Travel will prepare a detailed outline on all aspects pertaining to the group’s travel. As well we can provide detailed hosting tips, compiled from previous hosts’ experiences and group surveys.

10 While on tour you may find people asking about future trips. Once you return, Carlson Wagonlit Travel can assist you to prepare a survey for the group to evaluate the past trip, and give suggestions for destinations that may be of interest in the future.

pRomoTiNG youR GRoup TouRWHeN you ARe ReAdy We CAN Help.

Carlson Wagonlit Travel will provide you with promotional tools designed to get your group excited about travelling on the trip. After consultation with you, we will tailor the tools to what best suits your group. You should consider the following possible promotional opportunities:

• Customized brochure/flyer created specifically for your group for you to distribute.

• Professional email template to electronically send to your mailing list.

• Customized web page on our website for your group which will allow a one stop resource for all the important information about the tour. This is a convenient tool for participants and less work for you.

• Press releases to your local community paper, notices on bulletin boards around your community, personal letters of invitation from you, a casual get together with a presentation on the destination and word-of-mouth.

FRequeNTly ASked queSTioNSHoW do i beCome A GRoup leAdeR? If you enjoy travel and have the ability to organize a group of family, friends, or others to travel together, then contact us. It is all very simple and we will guide you every step of the way.

Will i HAve Help oRGANiZiNG THe TouR?

We will help you pick a destination; plan the itineraries, select the accommodation and activities to suit your particular group. We will manage all reservations, payments and documentation.

do i Need To HAve TRAvelled pReviouSly To THe CHoSeN deSTiNATioN To be A GRoup leAdeR?

Previous travel experience to the destination is not a requirement but is a valuable asset. Pre-reading or study on the destination is highly recommended, as your group will appreciate it if you have some knowledge of the tour or cruise areas visited. Knowledge or familiarity of the local language is also an asset.

HoW Will my GRoup membeRS book THe TouR? Your group will be assigned a group tour reference name/date. When your members contact us to book by phone (toll free), email, or on-line, their booking will be directed to the assigned group co-ordinator at Carlson Wagonlit Travel.

Will THeRe be oTHeR TRAvelleRS FRom ouTSide my GRoup oN THe TouR? You have a choice of having your group as an “open” group or as a “closed” group. As an “open” group, we may also promote and market your group departure. As a “closed” group only you and your select members will be traveling together.

iS my TRip ReAlly FRee? ARe THeRe ANy HiddeN CHARGeS? If you organize a group of as few as 16 people including yourself, you may be able to travel on a complimentary basis as the tour host. Any additional charges that apply, will be fully disclosed and reviewed during consultation with our group specialists. CWT will provide you with a written outline of all applicable terms & conditions.

Will my GRoup Fly ToGeTHeR? We will make every effort to schedule your group to travel on the same flights from your home city. However, air routing is subject to availability and subject to change by the airlines and based on the gateway the participant wishes to travel from.

CAN i leAd moRe THAN oNe GRoup? There are no restrictions on how many groups you can lead. Based on your time commitment and your desire and passion to see the world, you can lead as many as you wish. In fact some group leaders travel to different regions of the world each year. The more you travel and know about the destinations, the easier it is to promote your group departures.

For further information contact your nearest Carlson Wagonlit Travel location: