3) Learn the product
A good tour can’t be sold on price alone; you also have to understand the itinerary, accommodations, meals and other inclusions. The cheapest quote you get may not necessarily be the best fit for your group, so study the sample itineraries you get.
If there are key attractions that your people will want to see in a certain city, make sure that the itinerary includes sufficient time to visit. If your people want an all-inclusive experience, make sure that all meals are provided. And be sure to ask questions: Will we have time to shop? Can we get all of our hotel rooms together on one floor? Does this hotel rate include breakfast?
If you’re putting the trip together yourself (instead of using a tour operator), getting a detailed knowledge of the product becomes even more important. Talk to your transportation provider to check on their certifications and safety record. Make sure that luggage handling is included in hotel rate quotes, and see to it that restaurants you plan to use have sufficient seating to handle groups of your size in one room.
It may seem like a lot of work, but learning your product can really pay. The cheapest option is not always the best one, especially if it means compromising on something that is important to your travelers.
4) Be creative
If you’ve ever had to stretch a household budget, you know the importance of creativity. The same applies on a group trip: The tighter your budget, the more creative thinking can help maximize the experience.
Think about low-cost or no-cost activities your group can do on the trip. Many great museums and other institutions around the country have free admission; others offer special programs and activities to groups that come with a paid visit. And plan for some group Bible studies, prayer times, service projects and other spiritually enriching activities that you won’t have to pay for.
From a business perspective, you can always negotiate with a travel provider for better rates. And don’t forget the comps; many tour operators, hotels and attractions offer one free traveler for every 15 or 20 paid passengers. You can have them apply that savings to the overall account, and then net down the cost to each individual passenger.
If, on the other hand, you’re trying to meet big travel expectations, then the sky is the limit. Use your creative muscles to put together one-of-a-kind experiences about which your travelers will be talking for months after their return.
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