Group Travel Planning Timeline

The planning timeline for a corporate group travel event is crucial. Booking a program element too late - or too early! - can create challenges later. Obviously the hotel has to be secured first, ideally at least a year in advance. Next steps are booking group air blocks, offsite venues (if needed), and a DMC.

Depending on the group, we like to start attendee registration and airline ticketing about 6 months prior. Then about 3-4 months in advance we start to get into the event details, including entertainment, menus, photographers, decor, audio visual, room gifts, shuttle schedules, and host dinners, as well as a master itinerary with times and details for each function.

It's not until about 30 days prior - when the program details have been finalized - that we are ready to work on printed items, signage, welcome packets, maps, agenda cards, and name badges. In the last week prior to travel we double check and cross reference everything to make sure nothing was overlooked so that everything operates smoothly onsite.

Who is managing YOUR event timeline?