Run group trips for clients, members or staff, from first quote to final accounts
A complete kit for the organiser's job, from the first 'how much per person?' to the final accounts: costing, suppliers, bookings, payments, documents, duty of care, the tour leader and the trip itself.
- Group Travel Workbook (16 sheets): price at every group size, supplier deadlines, travellers, payments, rooming, risks, incidents and a traffic-light dashboard
- 4 fillable PDF forms, including a booking pack with a separate confidential needs page, a trip risk assessment and an incident report
- 48 traveller and client messages plus 12 supplier request and confirmation templates, brand-ready
- A 6-page tour leader print pack: daily checklist, wallet cards, head-count and incident cards, seating and rooming sheet
The Group Travel Organiser Kit · Bodhih Pro Kits · 272 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do you organise a group trip for other people?
Write a trip brief, design a paced itinerary, cost it at several group sizes and set minimum numbers above break-even, contract suppliers with every deadline recorded, take bookings and payments on clear terms, check documents early, assess risk, brief a tour leader, then close the accounts and collect feedback. The Group Travel Organiser Kit from Bodhih Training gives you a tool for each step.
Want the full free guide first? Read How to Organise a Group Trip for Others: A 10-Step Method.
You already feel the problem. Here is what it is costing you.
'How much per person?' with no idea how many people
One price quoted for 30 becomes a loss when 22 sign up, because the coach, guide and leader still cost the same. You need the price at every group size and a minimum you can defend.
Deadlines buried in supplier emails
Room blocks release, name deadlines pass and attrition charges arrive. Each contract has a clock, and none of them remind you.
Money from many payers
Client instalments, traveller deposits, balances and extras, all due on different dates. Without one ledger, overdue money hides until it is urgent.
Sensitive information in the wrong place
Passport details and health needs end up in shared spreadsheets and group chats. Travellers deserve better, and the law usually expects it.
The 2 a.m. question
Who does the tour leader call, and who tells the family? If the answer lives only in your head, it is not a plan.
Picture the next few weeks with the kit open beside you.
Imagine the Friday email that asks 'how much per person?' and, as you open the calculator, you reply with four prices, a break-even point and a minimum, before the weekend starts.
Picture the Monday you check the Suppliers sheet and see one amber flag, a rooming list due in ten days, and you send it that morning with a single template, while the rest of the week stays calm.
Think of the night the head count comes up one short. Your leader takes the incident card from their pocket, follows six steps in order, and thirty-five minutes later the whole group walks back to the hotel together.
And picture the Friday after the trip, when the dashboard shows the final accounts, the feedback scores and three changes for next year, and the client's next question is simply 'when can we book?'. Whether you start with the workbook tonight or the forms tomorrow, the first hour is mapped for you.
21 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
The Group Travel Organiser Kit (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: group travel map
The job in ten stages with the file to open at each, your first hour, your first week, the 30/60/90 day plan and the 'Brand it in five minutes' box.
Group Travel Workbook
16 sheets that run one group trip: settings, costing, price at every group size, suppliers and deadlines, travellers and documents, payments due and overdue, rooming list builder, itinerary, manifest, risk register, incident log, feedback, accounts reconciliation, weekly sign-ups and a dashboard with traffic lights and three charts.
Group trip price and break-even calculator
Six sheets: inputs in two currencies, price per person at every group size from 10 to 44, break-even group size, an exchange-rate stress test, three options side by side and a dashboard with three charts.
Traveller booking, information and needs forms
Four-page fillable pack: booking and contact details, documents and insurance, consents, and a separate confidential page for medical, dietary and access needs that the traveller chooses to share.
Trip risk assessment
Four-page fillable risk assessment: trip profile and advisory check, hazards by stage with likelihood and impact, emergency arrangements, and sign-off with review dates.
Tour leader briefing sheet and incident report
Five pages: the leader's briefing sheet (trip at a glance, contacts, daily plan, travellers to look after, money) and a three-page incident report with a confidential health section.
Post-trip feedback form
Two-page fillable feedback form: scores for each part of the trip, likelihood to recommend (0-10) for a net promoter score, and three open questions.
Trip proposal and brochure template
Brand-ready proposal for a client or group: purpose, at a glance, day by day, inclusions, price at three group sizes, pace and access, responsible travel, booking steps.
Booking terms discussion sheet
16 plain-words clauses (role, inclusions, deposits, payments, minimum numbers, cancellations both ways, price changes, documents, insurance, needs, conduct, complaints, financial protection, data, liability) to agree your policy before a lawyer formalises it.
Traveller and supplier message library
48 ready-to-edit messages to travellers, clients and group leads (announcements, confirmations, payment reminders, document chasers, pre-departure, delays and changes, emergency updates, welcome home and feedback) plus 12 supplier request and confirmation templates.
Pre-departure pack template
Brand-ready traveller pack: at a glance, day by day, documents, packing, money, keeping in touch, code of conduct, what to do if something goes wrong, responsible travel and the briefing agenda.
Tour leader handbook template
Brand-ready handbook for your tour leaders: role and limits, before departure, the daily routine, head counts and buddies, managing the group, and step-by-step plans for a missing traveller, illness, missed connections, lost passports and theft.
Worked example pack: a 32-person five-day incentive trip
The kit's main files completed for one composite case, Summit Club 2027 (32 travellers, five days, optional extension): brief, costing, price by size, go/no-go note, suppliers, documents, risks, leader briefing, an incident report and the final accounts and feedback.
AI prompt pack for group travel organisers
28 tool-agnostic prompts in 6 groups (brief and itinerary, costing and suppliers, bookings and documents, duty of care, communications, after the trip), each with what to paste in and what to check.
Go/no-go and mistakes decision cards
Six 'if this, do this' rows for the go/no-go decision at minimum numbers, the legal notice periods to check, and twenty mistakes organisers make with what to do instead.
Numbers that matter
The 13 numbers a group trip runs on, each with plain words, the exact formula, where it lives in the workbook and what to do if it moves.
Group travel rules and advisories (November 2026)
Dated orientation on package travel and consumer protection (EU, UK and ATOL, US, India), official travel advice sources, group air practice and data protection.
Tour leader print pack
Six printer-friendly A4 pages: a laminate-ready leader daily checklist, eight traveller wallet cards, a head-count card, an incident card, a coach seating and rooming sheet, and six meeting point cards.
20-week trip countdown calendar
31 dated tasks from the trip brief 20 weeks out to the debrief after return, set to a sample departure of 24 May 2027. Import it, then move the events to your own trip dates.
Group trip task board (CSV)
45 tasks with stage, weeks before departure, owner and the file to use, ready to import into Trello, Asana, Notion, Planner or Jira.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + printable PDF + ICS + CSV
- Files
- 21 files plus a one-click ZIP
- E-book
- 66 pages
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Acrobat Reader, Outlook, Google Calendar, Apple Calendar, Trello, Asana, Notion
- Best for
- Organisers of incentive, corporate, association, club, educational and cultural group trips
The Trip Brief and Who Is Travelling
Seven questions on one page that stop expensive misunderstandings before you cost anything.
Itinerary Design: Pace, Free Time and Access
Anchor, add, mark pace and access, test each day and plan the weather, with free time built in.
Costing the Trip and Pricing per Person
Per-person and per-group costs, exchange-rate buffers, contingency, margin, the price at every group size and the break-even point.
Suppliers and Contracts
Room blocks, cut-offs, attrition, group air and the dates that cost money if missed, all on one sheet.
Bookings, Payments and the Booking Terms
Plain-words booking terms, one payment ledger, weekly sign-ups and a go/no-go decision on the date you set.
Documents, Traveller Data and Rooming
Passports, visas, insurance, confidential health information, rooming lists and the final name check.
Duty of Care and the Risk Assessment
Official travel advice, a risk assessment by stage and the duty-of-care loop you run before and during the trip.
The Tour Leader and the Pre-departure Pack
The tour leader's handbook, briefing sheet and print pack, and the traveller pack and briefing.
Running the Trip: Managing the Group and Handling Incidents
A daily rhythm on the road and six steps, in order, for every incident.
Closing the Trip: Accounts, Feedback and the Next One
Reconciliation, feedback, the dashboard, the client summary and three changes for next time.
Not just reading. Tools you will actually open again.
Start here
- 00-Start-Here-Group-Travel-Map.pdf: the job in ten stages, your first hour, first week, 30/60/90 day plan and the Brand it in five minutes box
Workbooks
- Group-Travel-Workbook.xlsx: 16 sheets including Settings, Costing, Price by Size, Suppliers, Travellers, Payments, Rooming, Itinerary, Manifest, Risks, Incidents, Feedback, Reconciliation, Sign-ups and a dashboard with traffic lights and three charts
- Group-Trip-Price-and-Break-Even-Calculator.xlsx: 6 sheets with price at every group size, break-even, an exchange-rate stress test and three options side by side
Fillable forms
- Traveller-Booking-Information-and-Needs-Forms.pdf: booking, documents, consents and a separate confidential needs page
- Trip-Risk-Assessment.pdf: official advice check, hazards by stage, emergency arrangements and sign-off
- Tour-Leader-Briefing-and-Incident-Report-Forms.pdf: the leader's briefing sheet and a three-page incident report
- Post-Trip-Feedback-Form.pdf: scores for each part of the trip and a 0 to 10 recommend question
Word templates
- Trip-Proposal-and-Brochure-Template.docx
- Booking-Terms-Discussion-Sheet.docx: 16 plain-words clauses for your lawyer
- Traveller-and-Supplier-Message-Library.docx: 48 traveller and client messages and 12 supplier templates
- Pre-Departure-Pack-Template.docx
- Tour-Leader-Handbook-Template.docx
- Worked-Example-Pack-32-Person-Incentive-Trip.docx: every main file completed for one composite trip
- AI-Prompt-Pack-for-Group-Travel.docx: 28 prompts with what to paste in and what to check
Cheat sheets
- Go-No-Go-and-Mistakes-Decision-Cards.pdf: the go/no-go decision at minimum numbers and 20 mistakes to avoid
- Numbers-That-Matter-KPI-Card.pdf: 13 numbers with exact formulas
- Group-Travel-Rules-and-Advisories-Nov-2026.pdf: dated orientation on package travel, ATOL, US seller-of-travel laws, India, official advice sources and data protection
Print pack
- Tour-Leader-Print-Pack.pdf: 6 printer-friendly pages with a daily checklist, 8 wallet cards, a head-count card, an incident card, a coach seating and rooming sheet and 6 meeting point cards
Calendar and import
- 20-Week-Trip-Countdown.ics: 31 dated tasks from brief to debrief
- Group-Trip-Task-Board.csv: 45 tasks for Trello, Asana, Notion, Planner or Jira
E-book
- The Group Travel Organiser Kit e-book: 10 chapters, a running worked example and 24 illustrations, charts and story strips
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- You will be able to turn a vague request into a one-page trip brief with one decision maker
- You will be able to price a trip at every group size and set minimum numbers above break-even
- You will be able to keep every supplier deadline, payment and document on one workbook
- You will be able to collect traveller information with consent and keep health details confidential
- You will be able to complete a trip risk assessment by stage and run the duty-of-care loop
- You will be able to brief a tour leader and travellers with a handbook, a pack and a print pack
- You will be able to handle common incidents with the same six steps, in order
- You will be able to close a trip within two weeks with reconciled accounts, feedback and three changes
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
Travel & Hospitality Account Readiness — Contact Centre
Take the assessment →AssessAll assessmentIncident Response & On-Call Judgment
Take the assessment →AssessAll assessmentBusiness Arithmetic — %, Profit & Loss, Interest
Take the assessment →JobularyIf-then plans that make habits stick (Jobulary)
Make it a growth plan →A taste of Chapter 3
Per-group costs are the same whether 20 or 36 people come: the coach, the guide, the tour leader's own costs, a venue hire, the site inspection. Divide the group costs by fewer people and the price per person rises. That one sentence explains most group travel losses. Every booking passes through the same arithmetic. Add the group costs, divide by the number of travellers, add the per-person costs, add a small contingency for the things that always happen, then set your margin as a share of the selling price. Supplier costs in another currency need a buffer for exchange-rate moves before you pay. The result is not one price but a curve: what you must charge at each group size. Your quoted price then tells you the smallest group at which the trip covers its costs, the break-even size, and that number tells you where to set your minimum.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Pricing | One price per person for an assumed group size | Price at every group size, break-even and an exchange-rate stress test |
| Suppliers | Deadlines scattered across emails | One register with cut-off, balance and free-cancellation dates and alerts |
| Travellers' data | Medical notes in a shared spreadsheet | A separate confidential page and only a flag in the workbook |
| Duty of care | A generic checklist | A risk assessment by stage, official advice checks and a leader's incident plan |
| On the trip | Whatever the leader remembers | Handbook, briefing sheet and a printed card for every routine |
| After the trip | Accounts from memory | Reconciliation, feedback with net promoter score and a dashboard |
Made for you if…
- Event agencies and producers who add travel programmes for corporate clients
- Corporate travel desks, executive assistants and internal communications teams running offsites and incentive trips
- Association, alumni and club trip organisers, paid or volunteer
- Independent group tour organisers and tour leaders
- Organisers of educational, cultural and pilgrimage tours for adults
- Conference organisers who run the travel programme around an event
Probably not for you if…
- Families planning their own reunion or holiday (see the Family Reunion and Group Trip Kit)
- Anyone wanting legal terms ready to publish without a lawyer's review
- School trips with minors, unless used inside the school's own safeguarding policy
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Every promise your trip makes, written down and tracked
Open the Start-here map, do the first hour, and type your next trip's go/no-go date into the workbook. Whether you begin with the calculator tonight or the supplier sheet tomorrow, the next step is always written down.
Personal licence for the buyer's own use (and use with your own team or clients where the kit says so). Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
What buyers say
No ratings yet. Only people who have bought this kit can rate it - every buyer gets a one-click rating link a couple of days after their purchase.
The Bodhih family, when you are ready for more
The Webinar and Virtual Summit Kit
Produce webinars, online summits and the online leg of hybrid events.
The Conference and Corporate Event Kit
Plan and deliver conferences, offsites and corporate events.
The Event Planner Business Kit
Run an independent event or wedding planning business.
AssessAll
250+ AI-graded assessments to measure skills and earn verified credentials.
Jobulary
Individual development plans that start from evidence and stay yours.
Bodhih Training
Run this topic as a live workshop for your team, in person or online.
Pewple
Book a vetted coach for career, leadership or communication. Pay per session.
Bodhih.org pathways
Certification pathways in Applied AI, Workplace English and management.
The Group Travel Organiser Kit: FAQs
Read the free guideAlready bought? Resend my linkHow do I work out the price per person for a group trip?
Split costs into per-person costs (air, beds, meals, tickets) and per-group costs (coach, guide, the leader's costs, venue hire). Divide the group costs by the number of travellers, add the per-person costs, a small contingency and your margin. Do it at several group sizes: the Price by Size sheet and the calculator do this for you.
What minimum number of travellers should I set?
Find your break-even group size at the price you plan to quote, then set the minimum comfortably above it and decide on a go/no-go date before your first large non-refundable payment. Check the latest date your local law allows you to cancel for low numbers; the dated rules sheet summarises the UK and EU position.
Can I use this with my staff, tour leaders or volunteers?
Yes, within your own organisation under the personal licence: share the templates, forms and print pack with the people who run your trips. Company, multi-office and agency-wide licences are available from solutions@bodhih.com.
Does it work in my country?
The method works anywhere and every workbook takes any currency. The dated rules sheet covers the EU, the UK and ATOL, US seller-of-travel laws and India in general terms, and lists what to check elsewhere. Package travel, consumer, tax and data rules differ and change, so check your regulator and lawyer locally.
Are the booking terms ready to publish?
No. The Booking Terms Discussion Sheet helps you decide your position on each point in plain words. A lawyer in your country then turns it into binding terms that fit your package travel and consumer law.
How should I handle travellers' medical and dietary information?
Ask for it on a separate, optional, confidential page returned to a named person, share only what each person needs (a meal list without names for restaurants), and keep only a flag in the workbook. Delete it on schedule and check your data protection law. The kit is educational and not medical or legal advice.
What should a tour leader do if a traveller goes missing?
Follow the same steps every time: call and message the traveller and their buddy, send someone to the last known place, keep the group at a safe meeting point, call the office after a set time, and write it up. The handbook and the incident card in the print pack set this out.
Does the kit include AI prompts?
Yes: 28 tool-agnostic prompts for briefs, itinerary drafts, quote comparisons, traveller FAQs, risk brainstorming and feedback themes, each with what to paste in and what to check. A person checks every fact, price and rule before anything reaches a traveller.
How can I measure my starting point?
AssessAll offers separate assessments that fit this job, such as Travel & Hospitality Account Readiness, Incident Response & On-Call Judgment, and Business Arithmetic (percentages, profit and loss) for costing confidence. They are sold separately at assessall.com.
How do I turn what I learn into a development plan?
Write if-then plans for the habits that matter most (for example, 'if a supplier quote arrives, then I enter its deadlines on the Suppliers sheet the same day'). Jobulary explains how if-then plans help habits stick at work, and can help you build a plan around them.
How much does The Group Travel Organiser Kit cost?
₹999 including 18% GST for buyers in India, or $29 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
