Group Travel Planning
Coordinated itineraries, negotiated rates, and a single point of contact for families, companies, schools, and clubs. We scale our service to your headcount so every traveler gets clear information, timely support, and a calm experience from the first deposit through the return flight home.
Travel Better Together
Organizing travel for more than a handful of people quickly multiplies complexity. Flights must align across cities, hotels need room blocks that match twin and single needs, and activities must respect varied mobility levels and interests. BookVelis group specialists handle those moving parts so your leadership team can focus on the purpose of the trip, whether that is a multigenerational reunion, a sales incentive, or an educational exchange.
We begin with a discovery call to understand your goals, budget guardrails, and any firm dates such as conference windows or school breaks. From there we propose routing options, sample hotels, and ground transport that fit your group size. Our contracts with suppliers often unlock group airfare and room rates that are not published to the public, and we document every assumption in writing before you invite participants to register. For payment timing, deposits, and change rules, see our booking guide so your finance lead knows what to expect.
Smaller groups appreciate flexibility and fast decisions. Larger groups need structured communication: we can provide branded PDF summaries, participant FAQs, and optional payment plans. If your organization also runs cultural tours or needs bundled flight inventory, we connect those products under one project file so nothing falls through the cracks. Repeat clients often book annual retreats with us because we archive preferences and reuse rooming insights year over year.
Choose Your Coordination Level
Per person planning fees shown below cover coordination only and are billed separately from airfare, hotels, tours, and insurance. Final trip cost depends on destination and season.
Ideal for 4 to 10 travelers such as extended families or executive teams.
- Dedicated coordinator
- Group rate hotels
- Shared transfers
- Activity planning
- 24/7 support
Designed for 11 to 25 participants with richer customization.
- All small group features
- Custom itinerary
- Group dining
- Welcome kit
- Priority rebooking
Built for 26 or more travelers with on site leadership support.
- All medium group features
- Dedicated on site liaison
- Private transport
- Event planning
- Multi destination routing
Tier Comparison at a Glance
Use this table to match your organization size to the service bundle that fits. We can mix tiers when a corporate sponsor covers upgrades for select travelers; note that in your quote request.
| Capability | Small Group | Medium Group | Large Group |
|---|---|---|---|
| Typical headcount | 4 to 10 | 11 to 25 | 26 and up |
| Planning fee per person | $249 | $199 | $149 |
| Custom itinerary depth | Standard | Enhanced | Full program design |
| On site staff | Remote support | Remote plus priority desk | Dedicated liaison |
| Transport model | Shared shuttles | Shared plus group dining | Private coaches where viable |
| Best for | Family trips and boards | Retreats and alumni tours | Conventions and bands |
Airline and hotel inventory changes frequently for groups. We hold tentative space when possible and confirm payment deadlines that align with supplier rules. International programs may require additional lead time for visas and insurance documentation.
Many clients ask how we keep participants aligned once the itinerary is set. For medium and large tiers we schedule optional pre trip webinars, distribute packing lists tuned to your destination, and share a single itinerary link that updates if a flight time shifts. We also coordinate dietary requests with hotels and restaurants in bulk so no traveler has to repeat the same information at every meal.
If your trip includes a charitable component, awards ceremony, or classroom credit, we build those milestones into the day by day plan and communicate load in times to venues. Corporate groups often pair this page with vacation package ideas for companion leisure nights after the business portion ends. Alumni groups and performance ensembles may combine group travel with tickets sourced through our trusted partners when availability allows.
Request a Group Quote
Complete the form and a group desk agent will respond with questions if needed, then a written estimate. You may also call +1 (307) 243-8961 during business hours for urgent planning windows. Include any vendor or venue contracts you already hold so we can integrate them into the master schedule without duplicate bookings.
Let Us Orchestrate Your Next Group Trip
Share your headcount and goals today. We will map a realistic timeline, outline supplier deposits, and show how our tiers keep every traveler informed from signup through departure day.
Talk to the Group Desk