If you need assistance with staying organized and managing your Group Travel clients, this package is for you! Before becoming a Lucia CoPilot, I owned an Event Planning business and simultaneously was a travel agent for Expedia CruiseShipCenters giving my clients a 1 stop shop for all aspects of their events & group travel. My events included Weddings (local & destination / domestic & international), milestone birthdays & anniversaries, religious events, family reunions and corporate travel.

I can simplify & organize your Group Travel activities by assisting you and the Group Leader with some or all stages of the Group Travel Life Cycle to create & finalize the deliverables that should be completed within each stage. The entire Life Cycle can take from 2 months to 2+ years depending on the purpose of the Group Travel & timeline. Using your systems & apps and/or my various Excel & Word templates, sample deliverables within each stage of the Life Cycle include:

1. Concept - A couple just got engaged or a corporation is doing their next year Budget planning, but there is no date, group size, location, venue or budget yet. Based on my list of many questions that need to be answered by the Group Leader, I can develop a near term timeline to focus on these critical items, as well as drafting an overall group travel timeline.

2. Initiation - Based on the above timelines, many factors go into the decisions where I can assist in finalizing: travel and key event dates (wedding, milestone birthday, corporate meeting & awards ceremony); estimated group size; preferred location (city/state/country); provide suggestions on your fees; initial budget.

3. Planning - Research venue options (hotel, resort, cruise) and finalize contract; finalize budget; finalize overall group travel timeline; determine how travel bookings will be performed.

4. Execution - I can be your point of contact for the Group Leader & traveling guests; develop a detailed timeline for the group travel; research & book activities/tour options; create traveler communications with a decision timeline; book & track any aspect of travel (air, hotel, cruise, transportation, travel insurance, tours, etc.); provide detailed budget vs actual data updates.

5. Monitoring - Report on status of guest travel plans with summary metrics; budget updates; routine communication with Group Leader; keep Group Leader organized especially if it’s a bride!

6. Week Prior to Group Travel Departures - Daily communication with Group Leader and react to last-minute changes & requests; final budget vs actual updates & remaining payments; final report on status of guest travel plans with summary metrics.

Group Travel can be complex and administratively intense with many moving parts. I’m happy to offer you a complimentary 30 minute conversation to determine where I can assist you and/or the Group Leader to help organize all your Group Travel activities!