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The Advantages of Booking Group Travel

 

When booking flights or accommodation for large groups, juggling guests, rooming lists, seat allocations, luggage and check-in, things can quickly become a headache!

Group travel and accommodation is defined by 10 or more individuals travelling to the same destination or staying in the same hotel – but not necessarily travelling from the same location.

By booking as a group, you will be able to create a tailored itinerary, completely bespoke to you, that encompasses everything you need, all through one point of contact!

Utilising a dedicated team of experts like Gray Dawes Events can relieve the stress of complex travel and make life a whole lot easier. In this article, we take a look at what group travel is, the advantages it offers, and offer advice on how you can get started. 

The Top 4 Benefits of Booking Group Travel

Rewards and recognition

#1 – Cost Savings

Creating a rewards and recognition programme for a  group often allows for significant cost savings. By splitting expenses like accommodation and transportation among multiple people, you can stretch your budget further and potentially afford upgrades or additional activities that might be out of reach on an individual trip.

#2 – Variety & Flexibility

Travelling with a diverse group opens up opportunities for varied interests and preferences when planning activities and excursions. Everyone likes to do different things which means you can allowing for a more well-rounded itinerary that caters to different tastes and desires – and also pushes some individuals out of their comfort zone.

Rewards and recognition

#3 – Shared Experiences

One of the greatest joys of group travel is sharing experiences with others. From exploring new destinations and trying local cuisines to visiting iconic places and taking part in activities you only ever dreamed of, these moments are more meaningful when you have someone to share them with. Whether it’s laughter-inducing mishaps or breathtaking sights, these shared memories will create a bond that lasts long after the trip.

#4 – Camaraderie

Group travel fosters camaraderie and support among participants as they navigate new cultures together. From helping each other overcome language barriers to offering emotional support during challenging moments, having travel companions strengthens bonds while simultaneously enhancing the overall experience.

Types of Group Booking

What is Group Accommodation?

Group accommodation is when the booking requirement involves more than 10 bedrooms. Once your booking reaches these numbers, hotels will insist that it be made and contracted via their Groups department.

Group rates will generally be contracted on Run of House rooms which gives the hotel flexibility, but also usually means complimentary upgrades will be included.

The hotel will guarantee the total number of rooms required and guest names can be provided later, once again giving clients flexibility.

What Are Group Airfares?

When 10 or more are travelling to and from the same destination on the same flight Group Airfares can come into play.

Group airfares will ensure guaranteed rates for all those travelling and provide greater flexibility than a standard ticket.

They come with their own unique rules, can be held for a longer period of time, and also don’t need names allocating to the seats until much closer to the departure date.

Why Book Group Airfares?

There are some great advantages to booking a group airfare…

Price Transparency

All fares are priced the same, meaning guests won’t pay different amounts. They can often be booked with just a deposit, so there’s no need to find a large amount upfront while you’re still finalising your plans.

Better Flexibility

They usually include a longer hold on seats without the need to provide passenger details, giving you extra time to confirm who will be travelling without having to pay cancellation or change fees (fees do apply after tickets have been issued). Better still, if you do need to make any last minute changes or cancellations, the fees tend to be much cheaper than a regular ticket.

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More Options

It’s usually possible to include seat selection and dedicated check-in for your group, to make co-ordinating your passengers easier – you can sit certain guests together – great if you want to network with a specific passenger!

Why can I see a cheaper rate at the

hotel online?

This is a question we get asked often. In it’s simplest form, online rates are based on individual bookings and room types and therefore can’t be compared.  

Group bookings need to be looked at as just that, a group of people staying at the hotel.  As mentioned above a group booking gives the client greater flexibility but also has different cancellation terms and a variety of extras depending on the hotel.

Whilst the group rate may in some cases be more than an individual rate online, the overall total for the group will very likely be less, particularly in the case of larger groups.

It’s like anything, demand will change the price. An increase in demand for a hotel will see a price increase. Think of it this way – if you were to book 20 rooms individually the first room will almost certainly be cheaper than the last… and the difference could be substantial.

Why Use Gray Dawes Events for Your Group Bookings?

Gray Dawes can source the most cost-effective rate for your group travel needs by working directly with suppliers – whether that be airlines or hotels – on your behalf.  We cut through the jargon to provide clear, “plain English” rules and deadlines, then liaise with the supplier to input all the data required at the right times, streamlining the booking process for you. This could be as simple as gathering a rooming list!

Our experience in negotiating group hotel rates means you’re guaranteed the best price based on your requirements. We don’t require guest names immediately – they can be submitted up to 7 days prior to arrival. Cancellation policies can also be negotiated to ensure you’re not restricted by tight contractual deadlines.

Get the Ball Rolling

To start the ball rolling with  your group booking, just get in touch today 

Gray Dawes Events will acknowledge your email, reach out for any information we need and start the search, aiming to have proposals to you within 2 business days. Then you choose whether or not to book with us. It really is that simple.

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Get in Touch

If you’re looking to make your next event the next big thing, no matter how big or small, we’d love to hear from you.

Start a conversation with us by using the contact form on the right, or give us a call.

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