How it works
Simple for your team. Seamless for your travelers.
A group trip has roughly two hundred decisions in it. Our process makes sure you only make the ones that actually require you.
The process
What happens, in order
Each phase ends with something concrete you can review and approve before anything moves forward.
- 01
Discovery and trip goals
We start with what the trip needs to accomplish, who is traveling, when it needs to happen, and what the budget conversation looks like internally. No destination talk until we understand the program.
- 02
Destination and resort sourcing
We build a shortlist of destinations and properties that fit your group size, meeting requirements, flight access, and budget, then gather live availability and group pricing.
- 03
Proposal and budget review
You receive a clear side-by-side proposal: destinations, properties, room and event costs, travel considerations, and a realistic per-attendee figure you can bring to leadership.
- 04
Contracting and group setup
We negotiate and review the hotel group contract, including attrition, cutoff dates, deposit schedule, and concessions, then set up your room block and program structure.
- 05
Rooming lists and attendee coordination
We collect attendee details in a structured way, manage the rooming list against hotel deadlines, and handle changes, additions, and special requests as they come in.
- 06
Travel communications
Your travelers get clear, branded pre-trip communications: what to book, what's included, arrival instructions, and who to contact. Your team stops answering the same question twenty times.
- 07
On-site logistics
Airport transfers, arrival management, meeting space, vendor coordination, group activities, and excursions — coordinated so the program runs the way it was planned.
- 08
Post-trip follow-up
Final reconciliation on one consolidated invoice, a wrap-up review of what worked, and a head start on next year's program if you run one.
Clear division of work
What your team handles vs. what we handle
Your team handles
- Trip goals
- Budget approval
- Final attendee list
- Internal company decisions
We handle
- Resort research and recommendations
- Group options and planning support
- Room blocks and attendee logistics
- Supplier coordination
- Travel details and group communications
- One organized plan from start to finish
One team, one plan, one invoice
Start with a short conversation about your goals. There is no cost to explore options and no obligation to move forward.