How to plan a group trip?

[calwolf]

Hi all,

I'm the president of a university-based scuba club, and a number of our members (faculty and staff, not just students) have been asking for us to plan a big trip. I've led the club on week-long road trips to California for shore diving in Monterey, but haven't really dealt with travel arrangements or commercial dive travel people or operations. It was more of a "do it yourself" kind of trip to a place I was familiar with.

Anyway, I'm wondering where I would even start if I were to try to plan a club trip to Cozumel, Bonaire, or anywhere else for that matter (that I'm not yet familiar with). How do shops make their connections and figure out what plans, places, and packages to go with? Do they assemble everything themselves, work with travel agents that specialize in dive packages, or do something else entirely?

I'm looking for information on trips for about a dozen people that would be at least a week long (5+ days of diving), be tropical (warm water is a must), and cost under $2000 per person for EVERYTHING (closer to $1000 would be better for our students). While I could send our members to a shop to tag along on someone else's trip, I'd like to know how the planning process works so I could lead trips like this in the future. Thanks for any suggestions on how to think through this process.

 

[BDSC]

I've done several trips like you have mentioned and while it's not all that difficult to plan a trip, I've learned over the years to let the folks in that business do it for you. Many times they can get you a better deal than you can get yourself because of their relationships to the various resorts.

I have been to Bonaire several times and I'm headed that way again in February and I use a group called Bonairepros to book my trips. They can arrange for just a few folks or a large group. Their website is: Bonaire Pros -- Dive travel & windsurfing vacations to Bonaire

They guy who runs it is named Andy and he is really great to deal with and can usually get you a little better deal than the published rates. Check out his website because it's one of the best in the business and has lots of info on where to stay etc.

Bonaire is a great destination and you could easily do that trip for less than $2000. Probably not for $1000 if you include air but certainly less than $2000. Another option would be Cozumel. They have some great deals there and Scuba Club Cozumel is a great place for divers and also could be done for much less than $2000.

One thing about airfare. You'll get the best deals booking on-line as individuals. I recently called one airline to ask about "group rates" and it was $80 more than booking on-line. They said they could guarantee that we could all sit close on the plane if we booked as a group. For $80 more...........no way!

 

[herman]

I have put together a bunch of trips to Bonaire (#12 in process) and have used travel agents and done it myself. With the internet, email and 800's I prefer to do it myself. I set up room/diving/on island transportation and leave the air to the indivigual although I will help finding prices and flights. Bonaire is esp easy because most all the resorts offer a room/dive/drive package - pretty much a one stop deal. Decide when and where you want to go, decide on a price point and then shop around with the various resorts. Depending on air, Bonaire can be done for around $1500 or less fairly easily, esp if you get a condo and do some cooking yourself. Most of the resorts are happy to work with you.

 

[robint]

I would suggest for your first time that you deal with a company like Caradonna or BayAdventures. They can arrange the airfare, hotel, and diving all in a neat little package price for you. Our LDS uses them all the time as our "trip expert" is not much of one and lazy.
After that, it may be something you would want to do yourself the next time, or it may be something that you like having the agent do for you! Seriously, check with one of the companies mentioned and see what kind of package they can throw together for you.
Caradonna Dive Adventures - Dive Travel and Vacations
Bay Adventures :: Dive Adventures and Island Vacations :: 888.599.3483
Island Dreams Travel scuba diving vacations, cozumel scuba diving, dive travel, dive resorts, diving trips
Ultimate Dive Travel - Scuba Diving Tours - Scuba Dive Vacation
these are all very reputable dive travel agents.

robin

 

[Doc]

I think the advice you've gotten so far is dead on.

Your low price point is going to be hard to achieve in these times. From Utah, Cozumel might be your only playground.

I'd like to know how the planning process works so I could lead trips like this in the future. Thanks for any suggestions on how to think through this process.

Leading trips is fun and a great way to meet new divers. Participants who go on them have even more fun and are more liable to like the participants. In fact, the exercise of leading one is a real PITA.

Many participants look to "the leader" to solve any problem that crops up. Many problems that occur should well just be shrugged off as third world travel, but in your role as "leader", man~ are you going to hear some unusual stuff!

Complaints about the DM, the boats, the airport transfers, the rooms, the food, the newly dumped boyfriend, the wait in the airport... it's a whiner's delight- and you'll be the blinking star. You have come along to teach me to dive, right?

A few years ago I booked through a friend who was getting a comp trip. When the air got all hosed up, he told me that I would have to fix it and deal with it myself. I told him in no uncertain terms- I don't think so. The lesson? If you promise, you deliver.

The benefits? Well, there used to be a pretty good comp (complimentary) deal, your airfare might be 1 in 10 free, the land was 1/7. Those days are over.

Roatan Charter has a very cool deal on that. You don't have to send all participants at the same moment. Essentially, they bank the "comps" for you over however long it takes for you to get the necessary total scraped together.

 

[dvrliz1]

If you don't mind leading the trip, you can probably find some really good deals through booking resorts on your own. I would highly recommend that your group get their own airfare and that you book directly with a resort. Here at GRI and I know some other small resorts, they will actually work with you to design the perfect trip and price, and then if you don't want to deal with collecting the $, etc, they will do that for you. Contact whatever place and resort you decide on and see if they will work with you. It can take "leader" responsibility off of you abit. Good luck!

Liz

 

[oly5050user]

Hi all,

I'm the president of a university-based scuba club, and a number of our members (faculty and staff, not just students) have been asking for us to plan a big trip. I've led the club on week-long road trips to California for shore diving in Monterey, but haven't really dealt with travel arrangements or commercial dive travel people or operations. It was more of a "do it yourself" kind of trip to a place I was familiar with.

Anyway, I'm wondering where I would even start if I were to try to plan a club trip to Cozumel, Bonaire, or anywhere else for that matter (that I'm not yet familiar with). How do shops make their connections and figure out what plans, places, and packages to go with? Do they assemble everything themselves, work with travel agents that specialize in dive packages, or do something else entirely?

I'm looking for information on trips for about a dozen people that would be at least a week long (5+ days of diving), be tropical (warm water is a must), and cost under $2000 per person for EVERYTHING (closer to $1000 would be better for our students). While I could send our members to a shop to tag along on someone else's trip, I'd like to know how the planning process works so I could lead trips like this in the future. Thanks for any suggestions on how to think through this process.

One thing no one has mentioned is liability..If there is an incident with a diver in the group the "leader" may be held responsible.Not that it is his fault or any action onhis part caused incident,but by sponsoring the groupand representing themselves as a "leader" you may be sued.I highly suggest that any leader be at a minimum divemaster certifiied and carry liability insurance.If not don't even consider doing it.

 

[Jeff Toorish]

I have to agree with those who suggest working with a travel agent, especially one well versed in the type of travel you do. Over the years, I've traveled as much as anyone and I've learned that, while you can do it yourself, if something goes wrong having someone in the business to deal with the problem is helpful.

One of the things I always work out in advance is to have the agent available, especially on travel days, to handle any difficulties. It's great when other people are waiting in line to re-book a cancelled flight to have your agent already on the phone with the airline.

You might want to try these guys, Above And Beyond Adventures They are relatively new, but I belive they are aggresively promoting exactly the kind of travel you are looking to do.

Jeff

 

[calwolf]

Thanks for all of the great replies so far, this is exactly the kind of advice I was looking for. It definitely gives me places to look to start thinking about packages, pricing different options, and thinking about everything involved with trips like these. I appreciate your help!

 

[Scott]

All good advice. I'll add just a few tid bits.
We've done numerous to CZM and booked ourselves (wife used to be an agent) and used travel agents. I'm more inclined now days to let someone else do the work for me.
Depending on the resort you may have to come up with a deposit for x number of rooms. It may be $200 or more. You will want to figure out how your going handle this unless you have unlimited funds and can upfront the cost.

oly5050user mentioned liability. That would be for instruction while diving. A DM, AI or Instructors insurance wouldn't cover an accident should you fall off the bar stool and crack your noggin.

You would want to have some type of liability release which I'm sure you already have since you have trips to Cali.

Know that travel insurance and dive accident insurance is an optional cost.

Make sure the price you give your guests is all inclusive. ie: taxes, airport transfers.

If the resort is not All Inclusive (room, diving and food) give an idea of what they can expect to spend per day on food or per 2-3 tank dive.

Get a good feel for your group as to drinkers and non drinkers. You can some times negotiate an extra dive if you opt out of the alcohol and those who want to drink can buy their own. Being from USU I know how that will play out

We don't include airfare anymore since most people want to use their frequent flier mileage.

Just hop on with us, we're going to Scuba Club Cozumel in July.