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Private Groups Qualifying Questionnaire Guide
The key to building an unforgettable itinerary starts with a well-prepared Request for Itinerary!
Private Groups’s travel requires more coordination, more detail—and the right partner to bring it all together. A well-prepared Request for Itinerary ensures a smoother planning process, clearer expectations, and a cohesive experience for every traveler in the group.
Key Takeaways: Why a Strong Private Groups RFI Matters
- Streamlined logistics and coordination
- More accurate group pricing
- Fewer revisions and last-minute changes
- A smoother experience for both Travel Advisor and travelers
Have questions before submitting? Your Europe Specialist or BDM can help guide the process.
Private Groups Overview (Who’s Traveling?)
Start with the essentials:
- Group name (if applicable)
- Total number of travelers
- Adults vs. children (adults are 12+ of age)
- Group type (family, incentive, special interest, etc.)
- Group leader or primary contact
Trip Framework (When and Where)
Lay the groundwork for the journey:
- Travel dates (and flexibility)
- Departure city
- Destinations and number of cities
- Trip length
- Estimated per person budget range
- Preferred hotel category or style
Transportation & Logistics
Group movement requires thoughtful planning:
- Will airfare be included
- Preferred class of service
- Transportation between cities (private coach, rail, flights)
- Group transfers required
Private Groups Experience Design
Create a balanced and engaging itinerary:
- Must-see destinations and experiences
- Balance of guided activities vs. free time
- Dining needs (group dinners, dietary restrictions)
- Planned events or celebrations
Private Groups-Specific Details That Matter
These details ensure a seamless experience:
- Accessibility or mobility considerations
- Luggage handling needs
- Tour manager or guide requirements
- Rooming structure (single, double, triple)
- VIP or leader accommodations
Travel Advisor Insights
Help us anticipate and plan effectively:
- Have you worked with this group before?
- What are their expectations?
- What matters most—price, experience, or ease?
- Any known challenges or sensitivities?
Explore Other Travel Styles
Not sure if this is the right fit?
- Custom FIT (flexible, personalized travel)
- Elevated Journeys (luxury, concierge-level experiences)
Europe Express is Here to Help You Impress
Private Groups’s travel requires precision—and that’s where we come in.
The more detail you provide upfront, the more seamless the experience will be—for you and your clients. Submit your quote today or call to speak to one of our Europe Specialists to get started!
Frequently Asked Questions
What’s the difference between Custom FIT, Private Groups, and Elevated Journeys?
Each travel style is designed for a different type of client experience:
- Custom FIT is best for individual travelers or small parties looking for flexible, personalized itineraries.
- Private Groups are ideal for 15+ travelers requiring coordinated logistics and shared experiences.
- Elevated Journeys offers concierge-level, luxury travel with highly customized, high-touch service.
Not sure which is the right fit? Explore each option:
→ Custom FIT Request for Itinerary
→ Private Groups Request for Itinerary
→ Elevated Journeys Request for Itinerary
How much detail should I include in my Request for Itinerary?
The more detail, the better. Budget range, travel style, and must-see experiences help us deliver a more accurate and tailored quote from the start.
What if my client doesn’t know all the details yet?
That’s completely fine. Share what you do know, and our Europe Specialists can help guide the rest of the planning process.
Can I speak with someone before submitting an RFI?
Absolutely. Your Europe Specialist or BDM is available to help refine your request and ensure you’re set up for success before submitting.
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