Group Bookings | Qualifying Clients Checklist

Group Booking Client Qualification Checklist for Travel Agents

When qualifying clients for a group booking, it’s essential to gather comprehensive details to ensure you meet their expectations and make the planning process smoother. Use this checklist to guide your conversation with clients:

1. Group Details

• Group Size: How many travelers are expected?
• Occasion/Purpose: Is this for a family reunion, wedding, corporate event, friends’ getaway, etc.?
• Preferred Dates: What are the specific dates, or is there flexibility?
• Destination: What is the preferred destination? Any alternatives if the primary choice is unavailable?

2. Travel Preferences

• Type of Travel: Air, cruise, hotel/resort stay, or a combination?
• Accommodation Type: Standard rooms, suites, villas, cabins, etc.?
• Rooming Arrangements: Single, double, or multiple-occupancy preferences?
• Budget per Person: What’s the price range per person (including or excluding airfare)?

3. Special Requirements

• Accessibility Needs: Any specific accessibility requirements for any member of the group?
• Dietary Restrictions: Any dietary preferences or restrictions for meals?
• Special Amenities: Requests such as pools, fitness centers, meeting rooms, kids’ clubs, etc.?

4. Booking & Payment Preferences

• Group Payment: We suggest the group leader collects all the payments and you pay a single payment. Who will be the group leader? Have an issue, call Archer Travel so we can explain how the process works.
• Deposit Requirements: Are clients aware of the deposit and payment schedules?
• Cancellations & Refunds: Confirm the group understands cancellation policies and penalties.
• Service Fee Approval: Inform about any additional fees or service charges that may occur.

5. Activities & Experiences

• Excursions/Activities: Any specific activities or tours the group is interested in (e.g., sightseeing, team-building activities, excursions)?
• Special Events or Group Dinners: Are there any special events, group dinners, or gatherings planned?
• Age Range of Travelers: Include age groups to ensure appropriate accommodations and activities (e.g., children, seniors, young adults).

6. Documentation & Legal Requirements

• Passports/Visas: Are all travelers aware of passport and visa requirements, if applicable?
• Travel Insurance: Will the group need travel insurance? (Highly recommended for larger groups.)
• COVID-19 or Health Requirements: Any vaccine or testing requirements relevant to the destination?

7. Contact Information & Communication

• Primary Contact: Name, phone, and email of the group leader/contact person.
• Communication Preference: Email, phone, or text? Regular updates or only as needed?
• Group Contract Requirements: Ensure the group leader understands contract obligations and signs the contract. Travel Agents do not sign the contract. Please send the contract to Archer Travel for verification of a commissionable contract and correct terms and conditions for you and your group to groupcontracts@archertravel.com

Additional Notes:

• Documentation: Record all client preferences, requirements, and agreed details to reference throughout the booking process.
• Follow-up: Set a follow-up schedule with the group leader to address any questions or provide updates.

By using this checklist, you’ll be equipped to ask the right questions and ensure a successful and seamless group booking experience!