EmailMe Form - Group Trip Planning Guide

Group Planner Contact Information:

Name: *

First Middle Last

Phone Number *

### - ### - ####

Is this number a personal or work number?

We will generally email you first and arrange a convenient time to speak.

Title: *

What is the name of your organization/school/parish? *

Email: *

Confirm Email:

Address

Street Address Address Line 2 City State / Province / Region Postal / Zip Code Country / Region

This is optional.

Destination and Dates:

Destination/s: *

Where do you intend to travel. Example: London and Paris.

Total number of nights: *

How long do you intend to travel to your location/s. Example: 4 nights in London and 3 nights in Paris.

Total number of days: *

Trips to Europe usually include two additional travel days. For instance, 8 nights in England would be a 10-day trip.

Start Date: *

MM / DD / YYYY

End Date: *

MM / DD / YYYY

Is there flexibility with these dates? Could you leave a day earlier or later? *

Sometimes there is a significant difference in the cost of airfare one day earlier or later. It is helpful to know if the dates are fixed or flexible.

Group Information:

Estimated Number of Participants:

This is important for calculating group costs. Some costs are fixed such as coaching; meaning the cost of coaching drops according to the number of people.

Anticipated age Range of Participants:

It is important to know the age range of the participants.

Special Needs or Accessibility Requirements:

It is important to know if anyone in the group requires special accommodation. We will make every effort if possible.

Purpose of the Trip (e.g., pilgrimage, cultural exploration, combination of pilgrimage and traditional travel, etc.):

It is important to know if anyone in the group requires special accommodation. We will make every effort if possible.

Accommodation Preferences:

Preferred Accommodation Type: *

If you chose hotel, what is your star preference?

Hotel star ratings are a globally recognized way to indicate a hotel's quality, cleanliness, and standards. The rating system is based on a scale of one to five stars, with one being the most basic and five being the most luxurious. What is your preference?

One-star: A basic, no-frills hotel with minimal amenities and services

Two-star: A budget-friendly hotel with a few more amenities and services than a one-star hotel

Three-star: About now, the lobby should be pretty nice. Fitness centers and pools make appearances. Think: Holiday Inn, Best Western.

Four-star: The goodies you’re pleasantly surprised by at three stars have become commonplace, such as spas, concierges and car valet services. Think: Hyatt Regency, Marriott.

Five-Star: The service is pretty personal. The property will likely be quite large. The rooms will offer “stylish furnishing and quality linens;” your lobby may be described as “sumptuous.” Expect a concierge. Think: Ritz Carlton, Four Seasons.

Preferred Room Configuration:

Single

Double

Triple

Suites

Other

Group travel pricing is based on double occupancy of a room and an option for single rooms.

Do you want a combination of double and single rooms? Check all that apply to your preference.

Preferred Room Amenities:

WiFi

Climate Control (Heating/Air Conditioning)

Entertainment: Flat-screen TV, streaming services, etc.

Bathroom Features: Jacuzzi tubs, rain showers, bidets, or luxury toiletries

Safety Features: In-room safe, deadbolt on door

Other

Is there any additional information about accommodation preferences for your group?

Dining Preferences:

Cuisine and Menu Preferences

Menus that caters to various dietary preferences of your group (e.g., vegetarian, vegan, gluten-free)

Prix fixe menus with options whenever possible

Family-style meals

I prefer food that is local and authentic

I prefer food that caters to American tastes verus local flavors

Other

Please check all that apply.

Food is such an important part of the travel experience and culture. In order to arrange the best option for your group it is important to understand your preferences.

Group Dinners

I want group dinners planned daily.

I want most, but not all dinners included to give people opportunities for personal exploration.

Other

Please check all that apply.

Food is such an important part of the travel experience and culture. In order to arrange the best option for your group it is important to understand your preferences.

Location and Logistics regarding Dinners:

I prefer venues conveniently located at or near the group’s accommodations or other activities.

I prefer dinner at a remote but scenic location as long as transportation is prearranged.

I prefer a mix of local and distant dinner locations depending on the days activities.

I have no preference.

Other

Whatever your preference it will be calculated into the group cost.

Be advised that, at times, the cost of the transportation can be more than the meal, but it can be worth it for a "Going Away Dinner." At times, using public transport, such as the Metro, can eliminate the high cost of transportation to dinner.

Usually, drinks are not included with group meals but can be included for an additional fee. Check this box if you want to include some drinks (a bottle of wine per 2 people, etc).

Yes, please include with all group meals.

Please include drinks on special nights (Going Away Dinner)

No, do not include any drinks beside water, coffee, teas

Other

Whatever your preference it will be calculated into the group cost.

Is there any additional information you want to communicate about your dining preferences?

Activities and Sightseeing

Please indicate your preferences to the following questions

Local Guides Needed for Specific Activities:

Yes

No

Other:

Let us know if there is a particular site you would like a local guide/expert to join the group

Key Attractions or Activities to Include:

Any Unique Experiences Requested:

These are special inclusions such as lunch at the Eiffel Tower or Tickets to Wicked in London. The cost of these experiences will be embedded in the told group cost or can be made an "optional experience" for an additional fee.

Costing:

Estimated Budget Per Person:

What price range are you aiming to reach?

Free Spots: Would you like your cost or other additional free spots built into the participant cost?

Yes

No

Other:

The group leader's cost and/or chaperone's cost can be added to the participant's cost. It is usually tied to a formula such as 7:1 or 8:1. This ratio can be adjusted according to your preference.

This does raise the participant cost.

Additional Budget Notes (e.g., any budget constraints, extra costs):

Some group leaders request additional inclusions, such as a daily per diem (e.g., 30 Euro or 20 GBP) to cover meals and incidental expenses. Others ask for a stipend to compensate their time and leadership. Many companies promote a “free weekend trip” for leaders—though in practice, these costs are built into participant pricing. If you'd like us to include any of these options in your program budget, just let us know.

Airfare:

Is cost the primary consideration for the group flight or is having the "best flight" more imporant (better times, preferred airline, least connections, etc.).

Yes

No

Other:

Would you like us to arrange your group's flight?

Yes

No

Other:

We can arrange a group flight for ten or more passengers flying from the same location.

We typically do not include airfare in the initial group cost but instead provide a reliable estimate based on historical data and trends. At the 11-month mark before departure, airlines release fares and we can offer actual quotes for your review and selection. While some companies advertise low base prices and later add “fuel surcharges,” we believe in full transparency and will not use this practice.

Yes

No

Closing

Anything else you would like to share?

Based on your preferences, we will generate a group quote.