What Is Your Group Travel Contingency Plan?
So you have planned the perfect group travel experience. The itinerary is jam-packed with life-changing opportunities. As long as everything goes as planned, the group is going to have a great time.
So what will you do if everything doesn’t go as planned? Will a delayed flight, flat tire, lost passport, or air carrier strike be a bump in the road or will it ruin the trip?
Very seldom does a group trip run exactly as planned – there are simply too many variables! Amazingly, most challenges can be kept behind the scenes by taking a few simple precautions:
- Work with a professional travel planner experienced in working with groups like yours
- Travel with an experienced Tour Director
- Educate travelers
- Purchase travel insurance
- Make copies of important documents
WORK WITH A PROFESSIONAL TRAVEL PLANNER EXPERIENCED IN WORKING WITH GROUPS LIKE YOURS
I am always amazed when I hear about groups – large groups – that utilize the services of a friend or relative that “used to be in the travel business.” As a professional student travel planner, I participate in ongoing professional development sessions, attend numerous industry conferences, maintain a $2 million insurance policy, and travel with dozens of groups each year. My active participation in the student travel industry helps me select the best vendors, negotiate the best prices/terms with suppliers, and maintain a support system that allows me to deal with unforeseen complications. When something goes wrong, it is very likely that I have the cell phone number for the person/people that can help make things right. If the person/company responsible for planning your trip can’t say the same – find someone else.
TRAVEL WITH AN EXPERIENCED TOUR DIRECTOR
Insist that your travel planner contract an experienced Tour Director for your trip. Then, let him do his job! Experienced Tour Directors are not (necessarily) guides. Their job is to coordinate the logistics of your trip to ensure that every traveler – even you – can stay relaxed and enjoy the travel experience.
EDUCATE TRAVELERS
When I am traveling as a Tour Director, I start each tour by telling the group “Something is going to go wrong on this trip – A flight is going to be delayed, a bus will break down, it’s gonna rain or snow unexpectedly – something. You can either enjoy the extra time with your friends or let it ruin your trip. Remember – happiness is a choice!” Most of the time, this sets the tone for travelers to be understanding of the everyday challenges involved in group travel. On the few occasions that I haven’t been able to give my pre-trip pep talk, people get immediately sour the second that something complicates or delays our travel. Since most of the people that travel with my groups are not experienced travelers, I believe that knowing the issues we will face are not unique to their group sets them at ease.
PURCHASE TRAVEL INSURANCE
Travel insurance – the good stuff – that covers cancellation, delay, illness, accidents, etc. – is not cheap but can be a lifesaver (literally). I am not going to list all of the reasons that one may need to utilize such a policy, as I am sure that if you think for a second you can dream up 100 or more. Groups that purchase travel insurance have a tool that empowers them to deal with such challenges. Simply put, if the security and safety of your group is a priority, then travel insurance is a must!
MAKE COPIES OF IMPORTANT DOCUMENTS
Not much explanation is needed here. Have multiple copies of ID cards, Passports, Medical Releases, etc. Including a copy with someone that is not on the trip, but available to email/fax documents as needed. Sometimes having a copy of a lost Passport can mean the difference between getting home and getting stuck.
While this list is far from inclusive, I hope that it gets you thinking about your contingency plan.
Safe Travels!!!!