Group Travel Request Form Template
Plan and quote group travel efficiently with a comprehensive form that captures group composition, logistics, and requirements.
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What is a Group Travel Request Form?
A group travel request form captures requirements for large party travel planning. It collects group size, logistics needs, accommodation requirements, and budget parameters.
Group travel has unique complexity: coordinating multiple travelers, room blocks, transportation, and group activities. Detailed requirements enable accurate planning.
Understanding the group type (corporate, school, reunion) helps tailor proposals to specific needs and dynamics.
Key Features
Group Profile
Size, type, and composition
Destination & Dates
Where and when
Accommodation
Room types and requirements
Transportation
Flights, transfers, ground transport
Activities
Group activities and experiences
Budget & Timeline
Per-person budget and decision date
Why Use This Template?
Accurate Quotes
Complete info enables precise pricing
Efficient Planning
All requirements captured upfront
Client Satisfaction
Tailored proposals meet needs
Logistics Coordination
Transportation and accommodation aligned
What's Included in This Template
Organization Name
textCompany or group identity
Group Size
numberNumber of travelers
Group Type
selectCorporate, school, wedding, reunion
Destination
textWhere the group is traveling
Travel Dates
textDeparture and return dates
Room Requirements
textareaSingles, doubles, suites
Transportation Needs
checkboxFlights, buses, transfers
Budget Per Person
selectSpending range for planning
Perfect For
Corporate Travel
Company retreats, incentive trips, conferences
School Groups
Educational tours and field trips
Family Reunions
Multi-generational family gatherings
Wedding Groups
Destination weddings and group bookings
Frequently Asked Questions
What minimum group size qualifies for group rates?
Typically 10+ travelers for hotels, 15+ for tour operators. Some suppliers start at 8. Larger groups get better rates.
How far in advance should groups book?
6-12 months for large groups or peak season. 3-6 months for smaller groups or off-peak. Room blocks require advance commitment.
How do I handle individual dietary/access needs within a group?
Collect needs in follow-up roster. Aggregate for supplier communication. Assign rooms/seats based on requirements. Communicate clearly.
What deposit and payment terms for groups?
Typically 25-50% deposit to secure. Final payment 30-60 days before. Individual payments or master account options. Clear cancellation policy.
How do I manage name changes and cancellations?
Set policies upfront: name change fees, cancellation deadlines, penalties. Build flexibility for some changes. Document everything.
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