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9 Helpful Tips for Fabulous Corporate Group Trips

Staff writer – 21 May, 2019

A group trip can be a great opportunity for networking, teambuilding, and boosting morale. As long as the trip is stress-free, enjoyable, and well organized, that is. Assuming you’ve already picked the destination and the main activities, read on for nine tips on managing large or small groups.


1. Remember the Goal

Set the tone from the beginning by knowing the goal of the trip. Is your company looking to seal a business deal? Is this a teambuilding trip? Does the boss want to reward the top earners? The goal of the trip determines the schedule and whether you want to focus on the pool or the conference hall when booking hotels.

2. The Early Bird Gets the Deals

You need to book flights and accommodations early, and the bigger the group, the earlier you should do it. Not only will the prices go up as the travel date gets closer, but flights and hotels will fill up. Be sure to book tickets early for any large event you will be attending. If you need to rent vans or a bus, do so in advance.


3. Ask for a Group Rate

Many hotels and services offer discounts for large groups, so look for those. Even if a company doesn’t appear to offer a group discount, ask for one. They want your business, and they may readily accommodate your request. Also, look for companies with loyalty programs. This can help you stay within the company’s budget.


4. Have a Backup Plan

Do you have a plan in case the flight gets moved? What if a storm threatens to cancel the fantastic outdoor event you booked? Make sure you have a plan for alternate travel arrangements, hotel accommodations, and entertainment.


5. Keep Everyone Connected

Make sure everyone has a list of the essential phone numbers and addresses, especially of the hotel. But phones can be stolen or run out of battery, and chargers can be forgotten or damaged, so don’t forget that old-fashioned methods still work too. Designate meeting places and times (such as events, meal times, and transportation hubs) to reunite your group in case you get separated or lose communication. Make sure everyone has a copy of the schedule, both digitally and on paper.


6. When in Rome

Are you visiting a country whose local language is unknown to many in your group? Consider whether the group will need a translator or a local guide for any activities you have planned. Make sure you are aware of any cultural taboos your group may be likely to innocently commit, and educate the group.


7. Know Everyone’s Needs

Does anyone in your group have dietary restrictions? Are the activities and accommodations you have chosen accessible to your colleague who uses a wheelchair? Make sure you find out any special needs your group has before finalizing your plans.


8. In Case of Emergency

Of all the attractions in your destination, the hospital is probably the one you least want to visit. But accidents happen and people get sick. Especially if you are traveling to a different country, be sure you know how to navigate the health care system and which hospitals are best for travelers. Give the group all of the emergency numbers and make sure they know how to catch a cab or report a pickpocket in the country you are visiting.

9. Outsource the Tedious Stuff

Corporate group managers have a lot riding on their shoulders. As good as they are at their jobs, some details can get lost in the mix. With so much at stake, bringing in an outside agent can be a wise move. A travel agent can help you with the hotels, travel, and entertainment, freeing you to focus on the big picture.