• General Booking Request
• Honeymoon Booking Request
• Destination Wedding Request

Our group travel planning services:

1. Resort research and selection
2. Option for a flexible group or room block contract with set group rates and opportunities for concessions (group perks)
3. Travel information web page for you and your guests
4. Booking and guest list management

Flexible Groups (5+ rooms)

1. All guests in the group will book individual reservations subject to current pricing and availability at the time they book.
2. We will secure a custom promotional code for your group that will be applied to all bookings in the group. The group promo code will take a certain amount off of each reservation cost based on the total amount of the reservation (see example chart below). Exact discount amounts vary by resort.
3. Guests can choose to bundle in airfare or book the land only portion of their trip (hotel and airport transfers).
4. Guests will have the option to add travel insurance to their reservations (strongly advised).
5. The group may be eligible for concessions (perks) depending on the resort. 
   
   1. For example: a complimentary cocktail event for up to 30 guests, complimentary room upgrade for the group leader, 20% discount on spa services for the entire group, etc.
   2. Note: Concessions vary by resort, may not be offered by some resorts, and may not be applicable when traveling during certain peak seasons.

1. Since this is not a contracted group where inventory is being held, it is critical that guests secure their bookings early for more availability and better pricing!
2. If the group falls below 5 rooms, the discount will no longer apply to the reservations.
3. Only guests who book through Fly Getaways using the group promo code will count towards any minimum guest counts required to get concessions. Therefore, it is important to emphasize the importance of only booking through Fly Getaways to your guests.

Contracted Groups (10+ rooms)

1. A contract indicating all terms and conditions of the room block
2. Set room rates that are specified in the contract
3. Room inventory being held specifically for your group (rooms in your block cannot be booked by other guests)
4. Concessions (perks for booking as a group)
   1. For example: a complimentary cocktail event for up to 30 guests, one complimentary room upgrade for every 8 paid rooms, 20% discount on spa services for the entire group, etc.
   2. Note: Concessions vary by resort, may not be offered by some resorts, and may not be applicable when traveling during certain peak seasons. Concession terms are indicated in the room block contract.

1. A per room deposit will be due at contract signing (usually $100 per room for most resorts).
   1. For example: if you want to hold 20 rooms in your room block and the deposit is $100 per room, you will pay $2,000 at contract signing
   2. Most group leaders front the deposit themselves and it is applied to their room (easiest option). Alternatively, you can collect deposits from guests you already know are planning to attend and inform us of how to split the total deposit among guest reservations once they come in.
2. Contracted group air is only possible if all guests are traveling together on the same flight; otherwise, guests book their own flights.
3. You need a minimum of 10 rooms for a contracted group.
4. All rooms will have a 3-night minimum stay (some resorts may be moving to a 4-night minimum stay).
5. Once the group leader signs the room block contract and the initial room block deposit is submitted, guests will have a payment schedule of 3 payment due dates:
   1. Deposit of one room night per reservation
   2. Second payment of 50% of the reservation total
   3. Final payment (usually due between 80 to 100 days prior to earliest departure date)
6. Room block contracts have specific attrition terms indicating when you can drop rooms to less than your originally contracted amount of rooms without a penalty. After specific dates outlined in the contract, there will be a penalty for dropping rooms. In the majority of contracts, there is a 100% penalty after the final payment due date, meaning all rooms are completely non-refundable after the final payment due date. It is extremely important to be aware of these terms and dates. We will send you reminders prior to these dates. 
7. It is important that all guests attending the trip purchase travel insurance, which they will have the option of adding to their reservations.
8. While all guests will have their own reservations and electronic invoices to submit their payments, as the contract signatory, the group leader is ultimately responsible for all room block payments. 
9. Guests who book outside of your room block do not count towards any minimum numbers required to get concessions (group perks) and are not added to your guest list for any group events with the resort. Therefore, it is critical that you emphasize the importance of only booking through the room block to all of your guests.

Booking process:

1. Select your group travel planning package (Please select 1 traveler on the dropdown when choosing your package, as planning packages are per group/request, not per person. You will enter the real number of guests  on the form under “Add traveler info”).
2. Submit the group travel request form under "Add traveler info." This is where you enter all details for your request, including your desired travel dates and the number of guests you plan to invite.
3. Pay travel planning fee. See below for your options.
4. We will reach out with the link to schedule your consultation call.
   1. If you are already set on the resort you want for your group, we will discuss that resort and your vision in more detail.
   2. Destination Discovery Consultation: If you are not sure where you will be hosting your group, we will discuss your vision and criteria for accommodations to narrow down the options.
5. Receive your group travel proposal (up to 3 options) and make your selection. This step is skipped if you already decided on a resort/destination.
6. For contracted groups: We will request a group quote for room rates, then confirm the number of rooms you want in each room category. You will review and sign the room block contract and return it along with your room block deposit. 
7. For flexible groups: we will request your group promo code.
8. We will send your travel information web page to share with your guests. You will send us a list of your invited guests and their email addresses (we provide the template). We will also send an introductory email to your guests with the link to the page. 
9. Guests will start booking their rooms by submitting their reservation forms to us. We will manage all bookings and keep you informed of the guest list and changes throughout the process.