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Group Travel Support

Our group experts can help you succeed.

Group travel is an advanced market segment and our dedicated team is here to assist you with this specialized niche. Booking groups comes with many new questions and additional considerations for you as the travel agent. Planning group travel can be rewarding, but it takes a lot of time, planning, and organization.

What makes a group booking?

A group booking can vary depending on the group type. Land Groups contract group space with a minimum of 10 rooms (20 people) and cruise groups contract with a minimum of 8 cabins (16 people). A group is based on the number of accommodations needed and not a specific amount of passengers traveling.

KHM Travel Agents can:

• Rely on the dedicated, detail-oriented support of experienced travel agents
• Take advantage of the established relationships and commission levels with top group suppliers like Carnival, Royal Caribbean, Apple Leisure Group, and Delta Vacations
• Promote and book into group space already held by KHM Travel Group and/or our consortia, Travel Leaders Network
• Manage their group bookings, clients, and commissions in our client management system, myTravelCRM
• Immerse themselves in learning groups with focused emails and webinars
• Schedule one-on-one support sessions to educate and empower them to confidently begin booking groups.

Planning group trips can be intimidating, but with our experienced team to support you, it doesn’t have to be. We know what it takes to navigate booking group cruise space, and what it takes to wow a destination wedding party.

What many agents don’t expect is the investment of time, energy, and money that booking groups requires. With KHM Travel Group, our goal is to lay the foundation for you to provide first-rate service to your groups and build your group business.

Hear from Donna , one of our top-producing agents, who decided to specialize in groups. See what she loves about planning cruises and how KHM Travel Group makes it easy for her to grow her business.

If you have more questions about KHM Travel Group, give us a call at 1-888-611-1220. If you are ready to get started, head over here to fill out our membership request form.

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10 Insider Group Booking Tips from Travel Advisors [+Infographic]

This is the 1st of 3 articles in in our "Booking Group Travel Series. You can read the rest here:

• "5 Steps to Finding Groups (It's Not As Hard As You Think)"
• Here’s What Suppliers Want You to Know About Booking Groups

"Groups are one of the most profitable ways to earn commission in our industry . . . If you aren’t booking groups, you are leaving $40k on the table"

These are the wise words of Valerie Gossett, group travel advisor extraordinaire. While few reasonable people (who are not filthy rich) would walk away from a $40k bonus doing what they love, booking group travel can seem daunting if you don't know where to begin.  (If you haven't read our first article primer on finding groups, that's a good start.)  

But I'm here to tell you that it's not as hard as you think. Why do I know this? Because I chatted with six amazing travel advisors who've mastered the craft of booking group travel and they're here to share their wisdom with you.

With a little research (hey, that's why you're here right?!) and determination, you most certainly can do it too. And if you're on the path to becoming a pro already this is a good spot to brush up on your skills.

Without further ado . . . Meet the agents who weighed in on group booking tips! Truth be told, 10 tips is a really shy estimate . . . and you have these shining stars to thank. 

1. Do Your Research

Research is key to developing a memorable group. You'll need to research suppliers to make sure you understand their basic groups booking policy. If you want to book an affinity group , you'll need to find someone influential to help promote your group. Doing your homework will ensure that you know what you're getting into and starting your group off on the right foot.

Here's how these agents do it:  

"Each cruise line and each resort/tour operator . . . for land vacations will be different. So you have to know this ahead of time, before booking the group space. The differences [between suppliers] come into play for any of the above as to how many rooms/cabins constitute a tour conductor, when payments are due, what is non refundable and when final payments are due.

Cruise lines have it where you have the group put together and you book the cabins within the group. You don’t have to call anyone for this.

Tour operators for land vacations have a group code or a group contract. So you would start with talking to the groups dept. so you can get the code to apply or sign a contract. The steps are very specific especially with a group for a land vacation."

"I check the group leader’s (or potential group leader) Facebook page to see how many followers they have. I go on their website and research them to figure out if it’s a good fit for a group.

When I’m out and about I’ll go into a store, yoga studio or wine place, brewery or whatever I’m thinking of doing and always hand out my card and ask if they would be interested in creating a group with their followers.

When I’m traveling for fun I will always do the same thing out of town as well. I’m always marketing and always thinking of new ways to get business."

2. Qualify Your Group

Is it possible to make everyone happy? Yes. As a travel advisor, you are a miracle worker. So even if you have a group with diverse needs or interests, you'll need to be sure to accommodate those varying tastes.

But how do discover what those interests are when you're wrangling 20-200 travelers? These agents have some ideas: 

"I have a 'Client Conversation' form that I use when meeting new clients about what they are looking for. I’m sure the questions are similar to what other’s ask, but I like to make sure the questions are more open-ended so that they feel like we are having a conversation and not an interview.

Examples of questions I ask are: 'What is your dream?' 'Which of your past trips have you loved or not loved?' 'Why did you feel that way, do you think?' 'What type of experience are you looking for, a Chevrolet pickup experience, or a Mercedes sedan experience?'

Budget is super important, of course, but I try to listen more to what they are actually saying they want. You can show them what they get for the budget they give you, but often they decide it’s worth paying a little more for that 5-star experience instead. Listen to their hearts as well as their words."

"Ask them if they are making the decision on the itinerary/date or is there a group that will be making that decision. Make sure you are talking with all the people involved.

Also find out if you are the only TA they are speaking with — sometimes if there is a group of people involved in the decision then each one will be talking to a different TA."

"Find out the real purpose of the group. Asking open ended questions about why they want to travel and what they want to experience is important to finding the right itinerary or type of group, be it a cruise or land based.

Cruise groups will tend to book their excursions in advance, whereas my Mexico & Caribbean land-based groups seem to take a 'wait and see' approach based on weather, or if they want to 'shop' for a deal once they are there.

Dining is another difference — large groups on cruises may choose to dine together a few nights in the main dining room, but then opt for a smaller group at some of the specialty restaurants the other nights. Land based groups will break into smaller groups for dinner as often many restaurants don't hold larger groups."

3. Start With Your Niche & Book What You Know

It might be tempting to try to throw yourself into a group that's trending. But if your niche is culinary river cruise travel experiences, booking a destination wedding may not make sense (even if it is popular) especially if you don't have the passion for (or knowledge of) destination wedding clientele and travel. If you focus mainly on cruises, then starting out with an all-inclusive land trip may be setting yourself up for failure. These agents say more: 

"All-inclusive groups are a little more detailed and have complicated contracts and more stringent deposit deadlines, and as I know cruises through and through, it’s going to be a learning curve for me"

"Don’t go to something you don’t know about. If you’re at the Y[MCA] all the time, oh my gosh that’s perfect, put together a fitness cruise. Talk to the teacher, to the people, and that’s how it starts. And it’s actually so easy."

4. Plan Ahead (waaaaaaay ahead)

Even solo travelers may plan a trip over a year out. But with groups, you want to reserve space a early as you possibly can—and this becomes even more important if you're booking a special group (i.e. a new cruise ship or cruise destination that may sell out immediately).

The earlier you reserve space, the longer you have for marketing your group (which is especially important for affinity groups). Plus, the rates are more likely to be lower when space first opens. When it comes to booking groups, the early bird truly does get all the worms. But don't take my word for it. 

"I try to book that group as soon as it becomes available. I’ve booked groups that were over two years out already. After all, the longer you have it on the books, the longer you have to sell it."

"When getting any type of group space the sooner you get the space the better the price. When I started booking groups it was roughly 8 months out. Now when I put together groups it’s roughly a year and half out for best pricing and availability."

5. Find an Effective Pied Piper

A pied piper is someone who leads your groups and serves as the go-between for you (the agent) and the travelers. An organized and effective pied piper will ensure that you can focus on doing what you do best—plan and book travel—rather than answer the same question 100's of times. 

"It really is best, if possible, to limit the decision-makers in the group. The more people’s opinions you have, the longer it takes to come to a consensus. Once the group is established with the itinerary and pricing, people are more apt to sign on. If it’s open-ended, people tend to want to put limits on."

"This year I had my largest and most successful group ever. I reached out to the owner of a large fitness company with 90,000+ Facebook followers. I asked her if we could chat and we arranged a call and I explained how cost effective having an annual conference at sea is compared to the one she had at a local hotel for the past 10 years.

I led a 75 Cabin group on Royal Caribbean and she thanked me on stage for finding her and talking her into doing a cruise. It was the first annual and it will grow each year going forward."

"If a client tends to travel with a particular group once or twice a year, frequents a destination often, or give signals like I should become a travel agent, that's my cue to offer them the option of earning their travel or becoming an IC."

6. Choose Your Suppliers Carefully

Booking a group is probably not the time to take a new supplier (new to you) out for a test drive. When you first start, you'll probably want to pick from your own personal preferred supplier list. ( Want to know more about preferred supplier? We have more info on that ). Finding a supplier with a supportive BDM can elevate your group trip from average to amazing. How do these expert agents choose?  

"Generally I pick the suppliers that I have the most knowledge and information on and the ones whose business development managers are easily accessible to assist me with my group and are as excited about my group as I am . . . [To book] I like the old fashioned telephone. I call the groups department and get started booking.

I keep a printed confirmation on each couple or individual in the group that I book. I jot down lots of information on that confirmation when I call to book it, I write down the name of the individual I used to make the deposit, make a payment, add insurance etc. Then I keep those confirmations in a folder in alphabetical order, they are easily transportable wherever I go."

"I go to my favorites as I have built amazing supplier relationships through the years. Though I have my #1 favorites, I like to spread my own business around. It also depends on the group itself: My top 4 are Celebrity, Royal Caribbean, NCL and Carnival for large groups. I’m working on more luxury-focused groups . . . working with Azamara and Crystal for future exciting, interesting groups as well."

7. Stay Organized

With group travel, small mistakes have bigger consequences, so staying organized is key no matter how you do it. Here's how these agents keep tabs on deadlines.

"I use Excel and that works best for me to stay organized.

I also use the old fashion way and have a Group Notebook on all my groups where I store a lot of information that is very portable to keep with me when traveling or out of an area where I don’t have internet or phone availability.

Keep all important dates and deadlines in your calendar. Start a group email and keep your clients tuned in to all important deadlines as well."  

"I wish I had known that booking groups requires a ton of organization. I have developed my own spreadsheets and reminder system so that nothing falls through the cracks.

Yes, the rewards are great, but so is the amount of work required to make it work well, so that you’re not touching all of the pieces more than you need to . . .

I do not use a specific program or software, except for iCal, the calendar on my computer, and Excel, of course. I put all important deadlines, payments, etc in my calendar to keep track. In addition, I’ll put in reminders a week prior that it’s coming, so that these deadlines don’t sneak up on me.

It seems super archaic but it works for me. Every group also has several excel spreadsheets that will include big details such as payments amounts and passport info, but also small details such as seating preferences and dietary restrictions."

"Once the group is in place, usually the group leader will have their own team put together a google form that I receive. I ask for Legal names as it appears on travel docs, dates of birth, address, phone and email – then I enter the client into Freedom (The Oasis booking engine).

I don’t use a CRM or any software (I know that’s the norm) but I’m a bit technically challenged and my own system of keeping a file for each group with all of the client's info in each file works for me. I send a credit card authorization to each client with the date of deposit and final payment so that I can automatically charge them when each deadline approaches. 

Oasis has great marketing tools available to their agents (who I know consider it a Godsend). I just use the payment reminders in Freedom. I print out a list and it has all of my clients' trips with the final payment date (and they give a few days ahead reminder) so I keep that on my desk and check it daily. Then I book the cabin directly with the cruise line, and pull the individual reservation into Freedom as well.

I keep all of the credit card info on one spreadsheet as the group leaders charge their own markup directly with the client . . . it makes more sense than running it through the cruise line as they use it for expenses (gift bags, T-shirts, etc to bring to the event).

If I have name changes, questions, etc, I call the groups department directly." 

"I would suggest starting your spreadsheet or whatever you are using with the first cabin/room booked. Don’t book a few and then play catch up. Input the information as you go along. If you have a group leader then always keep them updated as to who has booked as you go along."

"Personally, I was very accustomed to ClientBase when I was actively selling. Today I have 16 ICs that use their own program—everything from Tess to Excel.

I asked some of my DWHSA members and there was the consensus: VCRM and TravelJoy seemed to be the top 2 for handling groups. They each had their own reasons for liking the program they use:

• TravelJoy :  Being able to contact each group member or collectively as a group; see when those emails have been viewed or a file opened. Clients can access their itinerary via an App, training staff is thorough and prompt, video help files. It's easy, efficient, intuitive. [Advisors] can import and store files, such as copies of a client's passport. 
• VCRM :  Commission reporting is very easy, prompt support, open to ideas. It's designed by travel agents for travel agents, it's a workhorse, robust, so many features to use.

8. Find Creative Uses for Tour Conductor Credits and Amenity Points

Tour conductor credits (TC) and amenity points are one of the huge benefits of booking groups! Tour Conductor credits are the free spaces an agent earns for selling a certain volume of travel. For example, on a cruise, an agent may earn a free berth for every 16 cabins they book.

Amenity points is a term for other perks you can offer your clients—such as in-room champagne, a cocktail hour (for a group), or some swag. Different suppliers will call this different things and have different guidelines. 

How you use your TC credits will depend on your group and can go a long way to making your clients feel like they're getting VIP treatment. Do you want a TC credit for yourself? Do you give to it to a pied piper or spread the discount evenly among guests? Do you use amenity points for a cocktail hour or in-room gifts? Hear how these agents juggle their TC credits: 

"I use the tour conductors credits by giving them back to my clients for their cruises if they bring me a designated number of cabins. I generally try to pick more than one pied piper so to speak and let them sell in to the group as well because there is a benefit to them, they are significant in building the group. I also give referral bonuses to anyone who refers someone in to my group in the way of on board credit."

"I always offer the group leader the first TC to build loyalty. When it’s a large group and people are bringing their staff (at least 45 cabins . . . and definitely 100) I will offer more than one.

I've used the GAP points for a welcome cocktail party and if there's any extra, I add it as onboard credit for the guest cabins. I will always lead anything over 25 cabins and I pay for my own room unless there are extra TC’s for me . . . as (again) loyalty is important and it goes a long way with my generosity."

"When deciding what to do with the TC credit(s) or amenity points I ask the group leader what they might want and get them involved in the decision. What if no one drinks and you have a one hour cocktail party arranged? I give them some options.

Depending on the group make up I have put together scavenger hunts on cruise ships, getting a group excursion for zip-lining or an adventure park . . . I find out what this group may be interested in and then go from there."

"When a couple earns free rooms based on their group total, I give what they receive back to them minus my commission I've lost on the total. Cruises, I tend to apply the TC to the group's total in order reduce the cost for the guest." 

9. Make Sure Your Customer Service is A++++++

It probably goes without saying that you need to have great customer service skills. But with groups, the stakes are even higher and it becomes even more important to go above and beyond. These travel advisors have great tips to make sure their clients are getting VIP treatment: 

"[My] first group came from our golf club, when a few of the guys discovered they all had 'big' anniversaries the next year, and discussed that it would be a good idea to take a trip together to celebrate. My husband came home and reported this, so I scheduled a meeting at the club shortly thereafter so we could discuss.

I served appetizers and drinks and took a big risk doing that as I hadn’t really done a ton of business up until that point. I was only about 5 months into the business and investing several hundred dollars just to feed people felt “risky” but you have to take risks to be successful.

I do spoil my groups. We meet a couple of times so that everyone can get comfortable. At the meetings we discuss the itinerary, what to pack, how to handle money, anything they want to talk about. I also keep communication lines open at all times, with newsy group emails to build excitement.

I’ve found that the best time to start talking about your own group is after you’ve already done the trip. Your experiences are what give you incredible credibility. People get excited about signing onto their favorite social media site to see what you’ve posted about your trip. Then when you are back from your trip, ask who might be interested in going back with you! Get them dreaming, and they are much more likely to follow through, especially if they can read the excitement and confidence you have about a destination and about traveling, in general."

10. Organic Marketing Is Your Friend

"Be as vocal and present as possible. Be ENTHUSIASTIC about what you are promoting and believe in what you are selling. Always have information at your fingertips, no matter where you go and talk, talk, talk."

"Social media is my best marketing tool. I do not advertise or create flyers. Along with social media, going and traveling myself is the best way I’ve found to generate excitement. Go travel and enjoy, share it with your friends, family, and followers, and then invite them along for the next time.

Once you have a list of people who have expressed interest either directly or on social media, maybe host an informational meeting. Many of my meetings are held in my home, where clients feel a part of my life and can catch the passion. Also, informational emails are sent to past clients I think might be interested, or to people who have expressed interest on social media. These will include the basics of the trip you are planning: Dates, cost, number of people you are taking, etc.

And finally, for those spring break or family groups, my best advice is to do a great job for that first one (maybe it’s your own family?) and your reputation for taking special care of clients will precede you."

"My first group was from the owner of a local pizza parlor that had a group of friends that cruised every year and wasn’t happy with his agent (I later found out he was booking direct with the cruise line) – when I met him I told him I would love to be his travel agent and I went in every week for 3 months to buy a pizza from him – one day he called me and said “I’m ready” I booked 16 cabins (in 2008) and that started a domino effect of repeat and referral clients."

"You can’t be a secret agent. So when you go to the Y, wear a shirt (not with your company logo) with a cruise ship on it. Wear a shirt with the destination where the cruise ship goes. I’ve been in sales for 30 years. No one wants to be sold. But they do want to talk about travel."

Bonus track . . . our travel agent infographic

We like to pick travel advisors' brains about  what they know now they wish they'd known then.  So we asked our esteemed advisors what they wish they'd known starting out and arranged it into a nifty infographic:  

Don't miss out & THANK YOU to our über agents!!!!!!

Thank you soooooooooo much to our advisors who took time out their busy busy schedules to chat and email with me (seriously, booking groups is no joke and these advisors are busy as all get out). So thank you so very much to Janet Tracy of The Travel Dreamer (an IC with Oasis Travel Network ), Lisa Sheldon of I Do Island Wedding s and the Destination Weddings and Honeymoons Association (independent with Travel Leaders Network Consortia ), Kathryn Burns (an IC with Andavo Travel ), Patty Baumer of Cruise Fun+ (an IC with Travel Planners International ), Valerie Gossett of Premier Resources Travel Group (an IC with Travel Planners International ) and Deb Fogarty of Be Well Travel (an IC with Oasis Travel Network ).

It's no small favor for these agents to (gladly) sharing their wisdom derived from many many years of experience and trial and error. You can thank them for the all the secret shortcuts! 

Psst . . . Does Deb's name sound familiar to you?! That's probably because you heard her on our Travel Agent Chatter Vol. 3 ! If you didn't catch her, you gotta go tune in to our podcast series stat! 

There is more where this came from! Don't miss our first blog in the series, 5 Steps to Finding Groups (It's Not as Hard as You Think.)  And because magic tricks happen in 3s, we're going to round out our group booking series with a supplier perspective too! So stay tuned!

About the Author

Mary Stein has been working as a writer and editor for Host Agency Reviews since 2016. She loves supporting travel advisors on their entrepreneurial journey and is inspired by their passion, tenacity, and creativity. Mary is also a mom, dog lover, fiction writer, hiker, and a Great British Bake Off superfan.

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Fly My Group

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With access to all the products on the market when you book your group air contracts with Fly My Group you will never miss out on the best option for your group. Fly My Group has over 40 carriers around the world under contract. This gives our clients access to the lowest prices globally. Do you have a group on a cruise? We can check our Cruise Fares. Do you have an international group traveling to Europe or South Africa? Let us check private contracted fares to get your group the best rate and right itinerary. No more missing out.

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Every day Fly My Group is buying airline seats for groups to destinations around the globe. Flying groups is our business and we do a lot of it; therefore we have buying power when searching fares and itineraries for your group. When we talk to the major airlines group departments, we speak with the Platinum Desks (top account status), giving us the ability to get what you need fast.

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Top Tips for Planning Group Vacations

Groups that book together will still allow the travel agent to make an impressive commission, but it takes the agent significantly less work to book 20 people for a single vacation package than to research varying packages for each of the 20 people. Find out some of the best tips for planning group vacations, how to market your services and how a host agency may be able to help you expand your independent travel business .

Market Yourself as a Group Travel Expert to the Right Demographic

Independent travel agents are often most successful when they have a niche area of travel to focus on . This could be Disney cruises, family vacation packages or international luxury travel, but it should be something that truly does interest the travel agent. Once your niche is established, think about what groups could benefit most from your services.

If you are well-versed in affordable train travel through Europe, then advertising to college tour groups on social media might be ideal. If you prefer to deal with domestic business travel, then consider calling a few large corporations in your area to find out if they require the help of a travel agent for employee flights and accommodations. Finding your niche, and targeting the right groups, can help you improve your presence and your profits.

Let Travelers Know the Perks of Traveling in a Group

Be sure to inform current and potential travelers that groups can opt to stay together in a hotel, sit next to one another on flights, combine ground transport for lower rates and even get together for activities like private tours of new destinations. Inform businesses that using a single booking agent for employees can also keep costs down, which is a big concern for most corporations.

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Liaise With a Single Traveler Whenever Possible

Trying to understand the vacation requests of a dozen different people can feel overwhelming, and you may end up not meeting their needs properly. Instead, try to liaise with a single representative of the group when it comes to the right destination types, flight times and budget requirements. This ensures that you please the group as a whole and are able to serve them again in the future.

How a Host Agency Can Help With Group Travel

If problems arise mid-trip, the best agents will be able to communicate directly with the right contacts at airlines, hotels and vacation businesses. While it might seem impossible to have these resources at your disposal as an independent travel agent, working with a host agency like Travel Planners International puts the information you need right at your fingertips.

• One-on-one Training
• Step by step assistance for first time group booking agent
• Holding group space under TPI Group Advantage
• Assist with creating an invoice for Submit a Sale
• Creating flyers and other promotional material
• Assist with completing Group Finalization Form
• Manage Interactive Group Space List

Group travel can be a smart way to become a more successful travel agent. Click here for more on the perks of becoming an independent travel agent.

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The 10 Best Group Travel Tour Companies for 2023

Caroline Morse Teel

Caroline Morse Teel is the Managing Editor for SmarterTravel Media. Follow her adventures around the world on Instagram @TravelWithCaroline.

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For those truly epic, once-in-a-lifetime destinations, you want to leave your itinerary to the experts. Whether your dream is to see the Big Five on an African Safari, trek tall mountains, explore European cities, or something even wilder, a group tour is the easiest way to do it.

However, picking the wrong group tour company is the quickest way to ruin your trip. Make sure you choose a tour company that aligns with your goals and travel styles. Do you want an intimate group tour or do you prefer to make lots of new friends in a big group? Does the price line up with what you like (luxury vs. budget)? Is the itinerary going to all the places you want to see? 

We’ve done the research and found the very best group travel tour companies for 2023 for every type of traveler.

Best Overall Group Travel: Exodus Travels

With trips on every continent, Exodus Travels covers anywhere on this planet that you could possibly want to go, from popular destinations like the Amalfi Coast to well off-the-beaten path adventures like Tajikistan. This award-winning group travel company boasts thousands of repeat customers who sign up for trips year after year (97% of past participants would recommend Exodus Travels to a friend). 

These small group tours operate with only around 12-16 people, and always feature experienced local leaders who can give you a unique insight into your destination. Exodus Travels caters to any type of travel style, including trips broken down by type of activity (think walking, cycling, multi-adventure, winter, or cultural) as well as type of traveler (family, age group, etc.). There are curated collections (coastal, “away from it all”, European wilderness, and trips of a lifetime) to inspire you, as well as self-guided options for when you want all the benefits of a group tour planner without the actual group. Looking for that special safari? Exodus Travels just partners with the African Wildlife Foundation to create carefully curated luxury adventures that go above and beyond the standard safari. 

Exodus Travels tours work for almost any budget, with options that range from affordable to premium. 

Top Trip: Explore under-the-radar Europe by foot on Exodus Travels’ Lakes & Mountains of Slovenia walking tour .

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Best Adventure Group Travel: World Expeditions

World Expeditions has been taking adventurous travelers to remote locations all over the world ever since its first group trek through Nepal in 1975. Today, World Expeditions offers active itineraries on every continent. Intrepid travelers can opt for trips themed around mountaineering, rafting, cycling, hiking, and more. 

World Expeditions aims to leave communities and places where they operate tours better than they found them. Trips are created using the company’s Thoughtful Travel Charter as a guideline, which emphasizes respect for the environment, sustainability, having a positive impact on local communities, protecting wildlife, and more. 

World Expeditions’ trips are capped at just 16 people to provide a good experience for participants, and there are no single supplements for solo travelers willing to share a room with someone of the same gender. 

Top Trip: Summit Africa’s tallest mountain on a fully-supported trek up Kilimanjaro on World Expeditions’ eight day trip up the beautiful Lemosho Route . 

Best Budget Group Travel: G Adventures 

For travelers on a budget, G Adventures offers cheap group tours that make dream destinations accessible to nearly anyone. (Think: sailing the Galapagos for just $1,124 , criss-crossing India’s Golden Triangle for $559 , or spending 8 days in Bali for less than $800.)

G Adventures is one of the best tour companies for solo travelers as well, as most trips don’t have a single-supplement. You can choose to share a room with another G Adventures solo traveler, or pay extra to have your own space.

G Adventures keeps costs down by opting for cheaper hotels and local meals, and making certain activities optional (for an additional cost). Pick your travel style—options range from “basic” to more luxe tours run in partnership with National Geographic. Family tours, local living tours (featuring homestays), and wellness-focused tours are also available. 

Top Trip: G Adventures’ China Express trip is a great way to see the highlights of China if you’re short on both time and budget. 

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Best Educational Group Tours: EF Go Ahead Tours

When you really want to learn about a destination, consider a group trip with EF Go Ahead Tours . EF is the world’s largest private education company, and the Go Ahead Tours arm capitalizes on the company’s relationships with local educators, historians, and tour guides to create group trips that take you deep into a destination. 

These small group tours generally cap at 38 travelers, and feature unique educational experiences. For a bucket list trip, EF Go Ahead Tour’s special event tours are particularly enticing, as they offer behind-the-scenes access to tough-to-plan trips like Oktoberfest in Munich or Cherry Blossom season in Japan. 

Intimidated by solo travel? EF Go Ahead Tours is a great option for solo travelers, since it offers designated trips for solo travelers , where everyone is traveling alone, making it less intimidating.  

Top Trip: Bring the tastes of Italy home with you on EF Go Ahead Tours’ Food & Wine: Piedmont & Tuscany tour (operated in partnership with America’s Test Kitchen), where you’ll learn how to make local dishes. 

Best Responsible Group Travel: Intrepid Travel

Looking for a responsible group travel operator that focuses on bettering the communities and destinations they visit? Intrepid Travel is the world’s largest travel B Corporation, a certification for companies doing good. 

Intrepid Travel’s tours focus on sustainability, diversity, inclusion, and sustaining communities. The company has its own charity, The Intrepid Foundation , which has donated over 7 million dollars to over 130 community organizations. 

Intrepid Travel’s small group tours attract a wide range of travelers, but they are especially great for younger travelers, as they have a large number of trips designed for people aged 18-29 . (Other trips, including family-focused trips, are geared toward any age.)

Top Trip: Experience unforgettable wildlife encounters on Intrepid Travel’s Premium Uganda & Rwanda trip which includes time with the mountain gorillas of Uganda’s Bwindi Impenetrable Forest. 

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Best Private Group Travel: Kensington Tours

Whether your group consists of just two people or involves taking the entire extended family, Kensington Tours will take all the hassle of planning out of the equation. This private group operator creates personalized trips and itineraries tailored to your preferences, while their experts handle all the logistics and bookings. 

Plans are entirely flexible, and can even be changed while on the trip on a whim. Need some inspiration? Browse Kensington Tours’ travel ideas , to get some ideas for your next adventure. 

Top Trip: Sail around the stunning shores of Croatia and the Dalmation Islands on a private luxury catamaran on Kensington Tours’ fully customizable tour . 

Best Polar Group Travel: Chimu Adventures

Whether you’re headed north to the Artic or south to Antarctica, Chimu Adventures has the perfect polar group trip for you. Chimu Adventures has some of the most variety for polar trips, with options to fly, cruise, or a combination of both to get to your destination.

For an ultra-unique Antarctica trip, Chimu Adventures offers cruises departing from Australia or New Zealand (most Antarctica trips depart from Argentina). Can’t stay long? Book one of Chimu Adventures’ scenic flights to Antarctica , which fly as far as the south pole in one spectacular 16-hour day.

Chimu Adventures is one of the cheapest group trips to Antarctica, with rates starting under $5,000.

Top Trip: If you’re pressed for time (or simply don’t have the stomach for the Drake Passage), Chimu Adventures’ Antarctica Fly Cruise will get you to the ends of the earth quickly and smoothly.

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Best Group Tours for Solo Travelers: For the Love of Travel

Group tours can be a great way to meet new people, but they can sometimes skew on the older age range. If you’re between 25-39 and a solo traveler looking to meet new people, you’ll love For the Love of Travel . All participants on the trips are between 25-39, and according to the company, 80 percent are solo travelers—so you’ll make friends fast. Hoping to meet someone who will be more than just a friend on your next trip? Trips include a balanced number of “gal and guy spots” to ensure an even balance of genders within groups (and of course, non-binary genders are always welcome). 

For the Love of Travel offers weeklong (or longer) international trips as well as shorter weekender trips to nearby destinations like Mexico or Denver—perfect for people without a lot of vacation time.

Top Trip: Sleep in a glass igloo under the Northern Lights, go sledding with huskies, and warm up in traditional saunas on For the Love of Travel’s Lapland tour , already booking dates for 2024.

Best Biking Tours Group Travel: DuVine Cycling

Biking through the rolling hills of Italy or across the mountain roads of Chile sounds like a dream, but the logistics seem daunting (especially if you don’t want to haul all your own stuff from point-to-point). Enter: DuVine Cycling , a luxury small group tour company that specializes in bike trips. 

With trips across Europe, Latin America, Africa, Asia, and the United States, DuVine Cycling is a cyclist’s dream. Choose from all-biking trips or mix things up with a cycle and sail bike tour or a multi-sport adventure —no matter what, everything is included, from luxury boutique accommodations to top-quality name brand bikes. 

Top Trip: DuVine’s Holland Bike Tour promises “tulips, windmills, beer, and cheese”—what more could you need?

Best Luxury Group Travel: Abercrombie & Kent

Abercrombie & Kent has been delighting discerning travelers since 1962. Today, they take travelers on unforgettable adventures across over 100 different countries and all seven continents. Although Abercrombie & Kent’s trips are pricey, they encompass once-in-a-lifetime experiences like private jet tours around the world or luxury chartered cruises .

There are trips designed for solo travelers and families , and the small group journeys max out at around 14-18 guests.

Top Trip: Swim with whale sharks in the Philippines, feed proboscis monkeys in Malaysia, and photograph wild tigers in India on Abercrombie & Kent’s Wildlife Safari: Around the World by Private Jet trip , already booking dates into 2024.

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For independent explorers who don’t want to miss out on these amazing destinations, book your hotel stay for a great rate with SmarterTravel Hotels .

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These details supplement, and are hereby incorporated into, your Group Contract with Delta Air Lines.  Delta reserves the right to change these terms at any time without notice; however, the terms in effect on the date you execute your Group Contract will apply.

• These Group Contract Terms and Conditions detail standard policies for group reservations; however, terms are subject to additional restrictions during peak travel periods as designated by Delta Air Lines, Inc.
• A group consists of 10 or more passengers traveling together on at least one common flight segment. In the event your group does not meet the minimum of 10 passengers, this booking will be cancelled, any deposit will be forfeited, and passengers may contact Delta about creating a new booking as individual travelers, which will be for the fare available at that time.
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A deviation is defined as a change to the date, time or routing.  Any deviations may be at a different fare from the main group. Notwithstanding the foregoing, the main group must maintain group minimum requirements .  Your group may book deviations from the original group as follows:

• Prior to the group's utilization date an unlimited number of passengers may deviate from the group itinerary on either the outbound or the return at the applicable fare with no deviation fee.
• After the utilization date a maximum of 30% of the group may deviate on the outbound or return for a US$25.00 per person domestically and US$50.00 per person internationally nonrefundable deviation fee plus the applicable fare difference.
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In consideration for Delta's agreement to hold this seat inventory for your group, you agree to pay Delta a cancellation fee listed on your contract per seat, assessed from the deposit, if you fail to comply with the ticketing deadlines and/or if you fail to use at least the utilization percentage of the seats that we have reserved for you, as specified in your contract.

If there is no Deposit Due date, no deposit funds are due. The following policy applies only if a deposit is collected:

• If your group does not meet the minimum of 10 or individual members do not travel with the group, (a) the deposit will be forfeited and (b) passengers will be considered individual travelers and must be ticketed at the applicable fare.

If the Utilization is listed as 100%, the deposit will be refunded for ticketed passengers only.

If you fail to use at least the utilization requirement percentage of the seats that we have reserved for you, the amount of the cancellation fee will be calculated as follows:

• It is your responsibility to obtain a cancellation reference number from Delta for complete cancellations. Delta's business records will conclusively determine the time and date of any cancellation.
• Partial cancellations do not require a cancellation reference number.
• A new confirmation letter will be distributed at the time of any reductions, deviations, feeder additions or other itinerary changes.
• Until the last day to cancel/reduce without penalty:  100% of the seats may be cancelled without a cancellation fee.
• Except to the extent otherwise expressly specified in your contract, from the last day to cancel/reduce without penalty until 60 days before departure:  must maintain the minimum main group utilization requirement percentage of seats held for a full deposit refund.
• If you use some, but less than utilization requirement percentage, of the seats held, you will be charged the cancellation fee specified in your Group Contract for each seat below the utilization requirement percentage minimum.
• If  all  the seats on your reservation are cancelled after the utilization date specified in your contract, the entire deposit will be forfeited.
• 60 days or less before departure: Deposits will be refunded for ticketed passengers only within 60 days of the commencement of travel.
• Any applicable cancellation fee will be collected from the deposit on file.

Any and all matters arising out of or relating to the Group Contract and/or the subject matter hereof shall be governed by and enforced in accordance with the laws of the United States of America and, to the extent not preempted by Federal law, the laws of the State of Georgia without regard to conflict of law principles, regardless of the legal theory upon which such matter is asserted. The Group Contract, including the Ticket, Fare Rules, and Contract of Carriage as applicable, represents the entire agreement between the parties relating to transportation pursuant to this Agreement, and shall supersede all prior representations, understandings or agreements pertaining thereto, either oral or written. No other covenants, warranties, undertakings or understandings may be implied, in law or in equity. 

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• Moscow Tours

Our 20 Best Moscow Tours of 2022

Join us on an unforgettable tour to Moscow, the capital of Russia. Imagine visiting Red Square, St. Basil’s the Kremlin and more. Moscow is one of Europe’s most vibrant cities and one of Russia’s most historical. All of our tours to Moscow are fully customizable and can be adjusted to fit any budget. Our most popular tours are listed below. Please click on the tour details to learn more or contact us for more information about our Moscow tours using the form at the side of the page. You can also schedule a call with one of our Russian travel specialists to learn more.

Classic Moscow

This is our most popular Moscow tour that includes all the most prominent sights. You will become acquainted with ancient Russia in the Kremlin, admire Russian art in the Tretyakov Gallery, listen to street musicians as you stroll along the Old Arbat street, and learn about Soviet times on the Moscow Metro tour.

Accommodation

PRIVATE TOUR

A Week in Moscow

This tour is a perfect choice for those who wish to get to know Moscow in depth. One of the highlights of this package is the KGB history tour which gives an interesting perspective on the Cold War. You will also have time for exploring the city on your own or doing extra sightseeing.

Weekend in Moscow

This tour is a great way to get acquainted with the capital of Russia if you are short of time. You will see all the main attractions of the city, the most important of which is the Kremlin - the heart of Russia. The tour starts on Friday and can be combined with a business trip.

Group Tour Moscow Break by Intourist

Russia's capital has so much to offer, from the Kremlin and the Metro to the Old Arbat street and the Tretyakov Gallery. Besides these sites, you will also visit a fascinating country estate which today is quite off the beaten path, Gorky Estate, where the Soviet leader Lenin spent the last months of his life.

Kolomenskoye Tour with transport

The history of Kolomenskoye stretches back for centuries. In 1380, Dmitri Donskoi’s army passed through Kolomenskoye on their way to the Kulikovo battlefield, and it was...

Tours by car

Kremlin, Red Sq., Cathedrals & Armory Tour

The Kremlin is truly a fascinating structure, at the same time it is an ancient tower, the city’s former military fortification, a palace, an armory, the sovereign treasury...

Walking tours

Kremlin, Red Sq., Cathedrals, Armory, Diamond Fund Tour

Old Arbat walking tour

You will be told of the street’s interesting history and view the street’s artisan culture. You will also have the opportunity to view and purchase souvenirs from the...

Tour to Sergiev Posad with transport

Considered by some to be the Russian Vatican, Sergiev Posad is the temporary residence of the Patriarch of the Russian Orthodox Church. The Trinity St. Sergius Monastery (Lavra)...

Tour to Kuskovo with transport

The Kuskovo Estate often called the Moscow Versailles due to its perfectly preserved French park, is an example of an 18th century, luxurious Moscow summer residence. Its history...

Tour to Tsaritsyno with transport

The Tsaritsyno Estate is located in the southern part of Moscow. The estate was constructed for Catherine the Great by the Russian architects Bazhenov and Kazakov in a romantic...

Moscow Metro and Old Arbat Tour

The Moscow Metro is one of the largest and most grandly built metro systems in the world. It was meant to be a showcase of the Soviet Union’s achievements for both the Russians...

Vodka Museum Tour with transport (excursion and vodka tasting)

Vodka is an important component of Russian life, an element of national identity and everyday culture. We invite you to visit the Vodka Museum and feel the atmosphere of long-gone...

Mikhail Bulgakov Apartment Museum

This apartment museum located close to Patriarch Ponds became the prototype of the "bad apartment" described in the novel "The Master and Margarita." Currently the museum's...

Kremlin, Red Sq., Cathedrals & Diamond Fund Tour

The State Museum of Lev Tolstoy Tour

Take this opportunity to learn more about the Russian writer Lev Tolstoy. During the visit to the museum you will see part of a vast collection of exhibits connected to Tolstoy...

Novodevichy Convent Tour with transport

Tour of the Novodevichy Monastery. Founded in 1524 by Grand Prince VasiliIoanovich, the original convent was enclosed by fortified walls and contained 12 towers. The structure...

City Tour with Visit to St. Basils & Red Sq. with transport

Panoramic City Tour. This Moscow tour is a great start to your trip and the best way to get acquainted with many of the city’s major highlights. Our professional guide will...

City Tour of Moscow

Head to the heart of Moscow with a professional guide on a 4-hour private walk through the city center. See Tverskaya and Old Arbat streets, Theatre Square with the world-famous...

Moscow Metro walking tour

Kremlin, Red Square and Cathedrals Tour

KGB Tour with transport

This is a very interesting and insightful tour. You will visit places connected with Stalin’s terror - a time of great repression and fear. You will be shown monuments to...

Soviet and Post-Soviet Moscow Tour

The tour begins with a drive or walk down Tverskaya Street – a Soviet masterpiece. In the years of Soviet power, Tverskaya began to undergo a transformation: it was widened...

Tretyakov State Gallery Tour

This world-famous gallery contains masterpieces of Russian art beginning in the 10th century up until today. You will view exquisite Russian icons and paintings from the 18th and...

Jewish Heritage of Moscow Tour

This tour offers a detailed look into the history and present-day life of the Jewish community of Moscow. On the tour, you will visit sites connected with the cultural and religious...

Vodka Museum Tour with transport (excursion only)

Lena, our guide in Moscow was excellent. She was very knowledgable and could answer any question we had for her. We liked that she could pick up on our interests and take us places we might not have thought of to go. When we realized that one of the places we had chosen to see would probably not be that interesting to us, she was able to arrange entry to the Diamond Fund and the Armoury for us. Riding the Metro with Lena was a real adventure and a lot of fun. In Saint Petersburg we found Anna well versed in the history of the Tsars and in the Hermitage collection. Arkady in Veliky Novgorod was a very good guide and answered all of our questions with ease. Novgorod was perhaps a long way to go for a day trip, but we did enjoy it. Vasily was a great driver to have and kept us safe with good humour and skill. We enjoyed ourselves so much, my daughter says she is already planning to return. We would both have no hesistation to recommend ExpresstoRussia to anyone we know.

Just wanted to let you know that My grandson Bruno and I couldn´t have been more pleased with our week in Moscow (6/15 - 6/21). We were absolutely enchanted with the whole experience, including getting lost a couple of times in the Metro during our free time. Although both our guides (both Eleanas) were excellent, I would particularly commend the first one (she took us to the Tatiakov, the KGB tour, and to that beautiful cemetery where so many great Russian artists, authors, composers, musicians, militarists, and politicians are buried). Her knowledge is encyclopedic; and her understanding of today´s Russia as a product of its past was, for us, truly enlightening. I will be taking another tour in Russia, with my wife, within the next two or three years. I will be in touch with you when the time comes. Meanwhile, I will refer you to other potential visitors to Russia as I meet them.

Tours to Moscow

Our Moscow tours are land only meaning that you arrange your own air travel to Russia and our expert staff meets you at the airport and handles everything else from there. Our online Airline Ticket booking system offers some of the most competitive rates to Russia available on the web so if you need tickets, please visit our Russian air ticket center . Rest assured that you will be taken great care of on one of our Moscow tours. Express to Russia has a fully staffed office in Moscow that will help to make your visit fun, informative and unforgettable. Please remember that of all these tours are private and can be adjusted to your taste. You can add, replace or skip some sights; you can add more days to the package or cut the tour short. Our specialists will be glad to help you create the tour of your dreams!

Moscow, a City Like No Other

Moscow is Russia’s largest city with a population of between 12 and 13 million. It is also Europe’s largest city and when you visit Moscow, you can feel it. The layout and architecture of the city is eclectic, ranging from crooked, ancient streets and alleyways to wide, bustling boulevards, from medieval churches to Stalin skyscrapers and to modern, glass buildings towering over everything and of course in the center of it all is the Kremlin and the magnificent Red Square. Moscow is also home to a fantastic, efficient and very beautiful metro system – each station having its own special design. In fact, Express to Russia’s Moscow metro tours and excursions are some of our most popular attractions that we offer. On our Moscow tours, you will see this and more.

Moscow Tours centering on Russian History

Moscow has a long and interesting history and has been the capital of Russia in many of its different iterations – capital of the Grand Duchy of Moscow , the Russian Empire and of course the Soviet Union (who could ever forget the Soviet Union?). Moscow, was founded in the 12th century by Prince Yuri Dolgaruki (Yuri of the long arms – he really did have long arms!). From that time on, it was home to the Russian Tsars until Peter the Great moved the capital to St. Petersburg in 1703. The city has survived invasions and sieges from the Mongols, the Tartars, the Poles, Lithuanians and Napoleon but has always persevered. Our Moscow tours will enlighten you on this great history and give you insights into Muscovites and their unique culture. Our Moscow tours show you what the city is like today but also brings to life the past. Moscow never seems to sleep and is bursting with energy. A Moscow tour with Express to Russia is truly the best way of getting to know Russia’s largest and most vibrant city.

Frequently Asked Questions From Our Travelers

What is the best time to visit moscow.

Any time of year is fine depending on what you plan to do. Summertime is pleasantly warm, ideal for exploring the city and its vibrant atmosphere, but Moscow will be much busier and accommodation is more expensive. Winter can be quite cold but beautiful nonetheless, and this is unproblematic if you intend to spend most of your trip in museums and galleries. There are also various festivals and events organised throughout the year. For more information about the best time to visit, read our guide

How many days are enough in Moscow?

If you plan your itinerary strategically and aren’t averse to a packed schedule, you can cover Moscow’s main sights over a long weekend. Most popular attractions are in the city centre, and the Moscow Metro allows you to cover much ground in a small amount of time. Ensure that your accommodation is fairly central and book tickets in advance, so that you can make the most of your days. For an informative and well-organised day out, check out our Moscow day tours with options to suit all interests.

Do they speak English in Moscow?

As Russia’s capital city, tourists are well accommodated in Moscow. There should be English-speaking staff in restaurants, bars, hotels, shops and attractions in tourist hotspots, and there are also English-speaking tourist police. Transport services have English translations on their maps and English announcements via intercom; alternatively, order taxis from the Yandex Taxi app (Russian Uber), though it’s unlikely that your taxi driver will speak English. If you get stuck and cannot communicate, it’s fine to use Google Translate.

Is it safe to travel to Moscow?

It is no less safe to travel to Moscow than to any European city if you exercise common sense and look after your belongings. As with every city some regions can be more unsavoury than others, but no tourist attractions are located there. The traffic in Moscow is notorious, so exercise caution when crossing roads. Do not take unlicensed taxis; book in advance or take public transport, which is widespread and perfectly safe. If you encounter any problems, look for the special tourist police who can help you. For more information, read our guide about staying safe in Russia .

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Moscow, Russia

You are here, about moscow.

Moscow is unlike any other city on Earth. It is the wealthy economic center for one-sixth of the world's land mass and has over 120 ethnic groups and nationalities. A diverse and vibrant city with a strange combination of traditional Russian architecture and newer Soviet tastelessness, Moscow is an adventure waiting to happen!

Reasons to travel to Moscow

But what makes it so popular among tourists is the concentration of Moscow attractions. When you travel to Moscow you definitely want to see the red-bricked walls of the Kremlin , to take a picture in front of St. Basil's Cathedral , and probably visit the world-famous Bolshoi Theater . All of these places are located within a very small area around Red Square , so seeing them on a walking sightseeing tour of Moscow is convenient and allows you to avoid traffic jams.

The concentration of Moscow's main sights is one of the facts that make this city a world-class tourist destination. The majority of its attractions is centered in one small area, and the Kremlin is the hub of this concentration.

These sights extend into the realm of fantasy and are a must to put on your Moscow itinerary: the colorful domes of the Cathedral of St. Vasily the Blessed, the neo-gothic consumer wonderland that is the GUM , or state department store, and the timepiece of Russia's New Year's celebrations, the Spassky clock tower, all tower over the beautiful Red Square.

The neighboring Kitay-Gorod, or "Basket-Town" (likely a reference to the construction method of the city walls surround it), remains a significant concentration of traditional Russian structures serving as a commercial center. The Bolshoi Theater, the Lubyanka, and the hotels that tower above the Manege Square all are situated within the Boulevard Ring, an urban open-space doubling as a heavily-trafficked roadway created after the Great Fire of 1812, the one that left Napoleon's Army starving deep within wintry Russia.

Moscow transport system

As Europe's largest metropolis, and the 5th largest city in the world, Moscow comes with its share of traffic blunders. It seems that all of the world's most expensive black cars are here, and that most of the city's car owners do not understand the difference between sidewalks and parking lots. Still, while the traffic situation leaves much to be desired, the Moscow subway is superb.

The advanced Metro system carries up to 3 million passengers a day and its trains run every few minutes. With stations that could rival art museums, the Metro is one of Moscow's great must-see sights. Travel in Moscow Metro at least once to see that there is nothing like it in the world.

Best time to visit Moscow

The peak of the Moscow travel season is May through September. However, you may prefer to savor Moscow tourism delicacies during the low travel season. The snowy winter months offer just as many entertainment options as one can find during summer.

You can celebrate New Year's Eve or see Russia's biggest ice rink on Red Square, taste blinis or visit one of the numerous winter markets. Any popular St. Petersburg - Moscow tour hides a handful of memorable experiences the whole year round!  

Although the best time to visit Moscow is from May to September, the city in winter still enchants with its towers and lights. Its great celebrations on the day of the October Revolution (held on November 7, a discrepancy resulting from the difference between the traditional Russian Julian calendar and the Gregorian calendar in use around the world today), and New Years Day make it the place to be. Of course, the best way to plan your trip is through one of our package tours to Moscow. If you are planning a trip to Russia , don't hesitate to contact our experienced travel experts who'll be glad to help.

Best Things to Do in Moscow

• Explore the Kremlin and the gorgeous Red Square
• Get acquainted with Russian art at the Tretyakov Gallery
• See the "underground palaces" down in Moscow metro

Top Attractions in Moscow

The famous GUM is a large department store in the Kitai-gorod part of Moscow facing Red Square.

The symbol of Moscow and entire Russia, the Kremlin is often described as the 8th Wonder of the World.

Moscow Metro is like a whole underground city that holds the world's largest collection of Stalinist Art.

Moscow's most well-known cloister with golden domes, untouched since the 17th century.

St. Basil’s Cathedral is Moscow’s most famous artistic work of architecture set in the romantic Red Square.

History and luxury is revealed inside the Kremlin as the Armoury Chamber displays treasures like Faberge Eggs.

Over 1000 years of Russia's finest art from Rublev to Shishkin, over 150 000 exhibits of religious and modern art.

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Group Block Travel – Fox World Travel

Type of Travel

Fox is the contracted agency for all group block airfare. Group Blocks are 10 or more travelers traveling on one flight to and from the same origin and destination, on the same dates. Typical uses include study abroad trips.

Reservation Process

To begin the process of booking a group block, please fill out the group block form. A dedicated Fox World Travel group agent will be in contact with you shortly to begin the group block sourcing and contract process.

Group Block Form

Dedicated Team Business Hours: 8 am CST-5 pm CST Monday-Friday, excluding Holiday After Hours Emergency Support : 5:30 pm-7 am CST Monday – Friday & 24/7 – including Weekend and Holiday Coverage Direct phone: (920) 933-4180 Consultant Team Email: [email protected]

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Group Block Procedures and Terms

Prior to making travel arrangements.

Prior to purchasing airfare or making other travel arrangements, travelers must obtain approval for business travel from the traveler’s designated approving authority. Pre-trip approval requirements vary by institution and often by division/department. It is traveler’s responsibility to follow all internal travel approval procedures prior to making trip reservations.

Out of state trips will most often include airfare as the mode of transportation. If the traveler is unsure of the most economical transportation choice, please review  Determining the Appropriate Mode of Transportation prior to making arrangements. Only the most economical option will be paid or reimbursed by the University.

IMPORTANT FACTS FOR GROUP TRAVEL

• Travel disruption, particularly with airlines is more prevalent than ever before. Therefore, UW System highly recommends a faculty member or other administrative staff person serve as a group leader accompanying student groups when possible for enhanced duty of care and to serve as the group's financial officer in cases of travel disruption or other types of situations that can occur.
• Fox World Travel is the contract travel management company partner of the University of Wisconsin System and as such, the University is exempt from Department of Administration (DOA) procurement policy, which requires multiple bids/quotes for group travel arrangements when using Fox World Travel. Do not send Fox any requests for proposals or bid/quote documents as they will be returned.
• Each airline carrier will only provide one price quote for group air and will not allow multiple quotes for the same group.
• Individual ticket prices found in Concur or through any other web source apply to the purchase of a single ticket. This price cannot be used as a comparative for group block or group air ticket purchasing.
• Airlines control fares and availability and these will change multiple times per day.
• To obtain optimal pricing and availability it is best to book group airfare as far in advance as possible - last minutes fare savings and reductions are rarely available due to airline restructuring and consolidations. Groups should reserve airfare as soon as they have dates.
• Be mindful of airline supply and demand - peak travel times will significantly impact fare pricing and availability.
• It is strongly encouraged to use Fox World Travel for other group arrangements, such as out-of-state or international group lodging and/or ground transportation to have the necessary support for University sponsored reservations and access to UW System and Partnership Program discounts.

GROUP BLOCK PURCHASING PROCESS

Group arrangements require the use of the UW Group Reservation Request Form .

With potentially thousands of flight options with differing price points and availability, it is important for UW group travel coordinators to be clear and concise about their group's needs, including the flexibility threshold of what the group will do to get the lowest fare and/or best schedule (i.e. alternative dates, airports, etc.).

The UW group travel coordinator is responsible for providing the following information on the UW Group Reservation Request :

• Dates of travel
• If group requires departmental approval for ticket dates, pricing, etc. explain parameters and any flexibility for deviations from stated parameters.
• Departure and destination airports
• Number of travelers
• Indicate whether price or schedule is the deciding factor in choosing flights (Fox is committed to obtaining the lowest possible price for University air arrangements, your group's schedule preferences may limit the ability to obtain the lowest available fare for your group).
• Other services required, such as air charter, hotel or ground transportation
• Method of payment

After submitting the University Group Reservation Request form you'll receive a confirmation email with the submission of your request and an assigned confirmation number. 

Note: Depending on the number of options that are required to be quoted, the complexity of the request and the air carrier's response time, it may take  48-72 hours to obtain quotes.

SERVICE LEVEL EXPECTATIONS AND PROCESSING TIME

Below is an outline of the steps which will take place after the UW Group Travel Coordinator submits the  UW Group Reservation Request  to Fox World Travel:

• After submitting the University Group Reservation Request form, you will receive a confirmation email with the submission of your request and an assigned confirmation number
• Upon receipt of the University Group Reservation Request Form, the UW agent team  will respond within one business day to confirm the request and to discuss any open questions.
• The UW agent team will then reach out to the appropriate air carrier(s) to receive the quotes. Air carrier response times vary depending on the carrier and typically range between 48-72 hours. Longer response times are more typical with smaller international carriers; however, Fox will provide a status update to the group travel coordinator to confirm space and pricing.
• Upon receipt of options from the carrier, the UW agent team will review for accuracy (dates, times, number of seats, etc.) and then expeditiously send the appropriate quotes to the group contact.

Please be assured Fox's main goal is to return the quotes as soon as possible with an appropriate balance for accuracy combined with the need to rely on the carriers for prompt response.

Note: Any deviations from the initial request will require a new request form .

UW GROUP TRAVEL COORDINATOR ROLE AND RESPONSIBILITIES

Each group must have a primary travel coordinator (and backup). The group travel coordinator and backup will be the sole group contacts with the UW agent team at Fox World Travel regarding their group arrangements.

In order to expeditiously and effectively procure and pay for group travel the UW group travel coordinators are responsible for the following on behalf of their group:

• Providing all details of the group’s intended trip, including specific or preferred travel dates; budget and preferred routing, where applicable.
• Providing payment information on behalf of travelers, except when individual credit cards are being used.
• When a services confirmation is provided by Fox, reviewing and understanding the requirements, noting and adhering to any applicable deadlines.
• Ensuring that a UW authorized purchasing agent signs all letters of agreement or contracts when necessary, and the approved documents are sent to Fox World Travel in accordance with deadlines provided.
• Meeting all provided deadlines for check payment and ensuring that checks are processed, mailed and received for suppliers well in advance of due dates.
• Coordinating with their institution’s Purchasing Card Administrator to raise purchasing card transaction limits to cover anticipated group costs well in advance of ticketing deadlines and until transactions are posted.
• full legal name as it appears on their photo ID (passport for international travel)
• date of birth
• group emergency contact name/phone number
• individual traveler emergency contact name/phone number
• In the case of international travel, passport number, expiration date and country of issue

All information must be provided in the formatted Excel spreadsheet as required by the University to serve as official documentation of the request and to insure accuracy.

Fox Group Block Name List Template xlsx

Note:  In cases where Fox World Travel has not been provided the required information or received payment in accordance with the supplier required dates and deadlines, Fox will be unable to hold your group’s pricing and available space which will result in loss of held space and/or will increase the cost of the fare and impact available capacity.

GROUP HOTEL, GROUND TRANSPORTATION AND CHARTER AIR SOURCING

The UW group travel coordinator is encouraged to share as much information as possible regarding their group's needs in order for the UW agent team at Fox World Travel to obtain the most customized and accurate quotes possible. A charge card must be provided to Fox World Travel for reservation guarantee purposes.

For hotel, ground transportation and charter air needs, Fox World Travel commits to the following service level expectations. Exceptions may apply due to service provider availability limitations.

Cancellation Penalties, Sourcing and Minimum Commitment Fees 

Hotel blocks, ground transportation and charter air contracts cancelled after the execution of the contract will be charged for any cancellation penalty in the contract, as well as the minimum.  Group travel coordinators are responsible for the payment of any penalties associated with contract cancellation penalties.   NOTE: Service, Sourcing and Minimum Commitment (groups sourced but not utilized) Fees paid to Fox World Travel are billed to the group leader. 

REQUIRED CONTRACTS AND AGREEMENTS

When sourcing of hotel, ground transportation or charter air, contracts must be reviewed and signed by staff within your institution's purchasing office prior to quotes being provided by Fox World Travel. In addition, most hotel, ground transportation and charter air suppliers will require the UW institution's purchasing office to sign a contract outlining the services to be provided and their terms. University group travel coordinators should plan for additional time for contract or agreement review and signing. Additionally, group travel coordinators as well as other administrative staff are reminded that they do not have the authority to sign these contracts and agreements.

PAYMENT REQUIREMENTS

All payments must be made by University Purchasing or Corporate travel cards. It is the responsibility of the card holder to ensure credit limits have been raised well in advance of ticketing dates and to ensure the higher limit is in place until transactions have posted to the card. Failure to meet these requirements will result in the loss of held space and/or increase in fare. These additional fees will be the responsibility of the University's arranging department.

The UW group travel coordinator must provide all necessary charge card information to the UW team agent at the time of arrangements. Required payment information includes: card holder name and billing address, charge card number, expiration date, and security code. This information must be shared by phone and will be securely encrypted for transmission to the airline and/or depending on UW department preference, securely stored in a group travel profile for future use by the UW group travel coordinator. For UW group travel coordinators that have charge card information stored in Concur, Fox World Travel is unable to utilize Concur payment information so the group travel coordinator will have to provide the information listed above to UW team agent.

Note: Do not pass charge card information through email or fax. The most secure way is to CALL in the information and provide verbally. Once received by Fox, it will be securely stored.

In cases where airline reservations must be paid with two or more forms of payment (i.e. split between University and personal card, etc.), the  minimum amount to be charged is $25.00 .

• In the case of group block space, split payment is not an option, as all travelers have to be booked using the same form of payment.
• Due to carrier limitations, split form of payments are not available when purchasing tickets on instant purchase or ticket-less carriers (i.e. Southwest, Frontier) or on some international carriers (i.e. British Air).
• Many International carriers will not allow split payment

By setting up a default charge card payment method, Fox World Travel is  authorized by the University to charge any additional costs beyond the original airline ticket to the default card unless the group travel coordinator makes alternative payment arrangements at the time of original ticket issuance.

I n the cases where an air carrier requires payment by check , the group travel coordinator will be advised by Fox World Travel. The group travel coordinator will have the option of sending a university issued check, paying by ACH fund transfer or using a charge card. All check payments must be received by Fox World Travel by the given due date to guarantee your space.

Note: A 3% convenience fee will apply for all payments requiring a check, but made via charge card. The convenience fee covers the costs that Fox incurs to issue a check on the University's behalf.

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Visit Moscow Tours

Saint Petersburg - Karelia 9 days - 8 nights

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Welcome to visit moscow tours.

We provide authentic, informative and memorable tour packages and city tours, at very competitive prices. Visit Moscow Tours are available not only in Moscow, but also in other cities: Saint Petersburg, Kazan, Suzdal and Sergiev Posad.  We also organise customised individual programs tailored just for you.

Our guests come in large groups, small private groups, as couples or as single travellers. We take care of and treat our guests with respect in a friendly and warm family environment. We show people our beautiful cities with passion and deep knowledge of their history, culture and traditions.

Our guides are extremely hospitable, helpful and well-informed. They are simply the best because only by providing the best services can we make the world fall in love with Russia. And we are very happy when our guests say that they will definitely come back to Russia and that they will tell all their friends how great Russia is! That is what inspires us to put even more dedication and hard work into our tours, knowing that what we do is positive and meaningful.

Our classic tours include tours of Moscow and Saint Petersburg, two main Russian cities.

Moscow is a big and busy  megalopolis and Russia’s capital city, where more than 12 million people live and work. Our capital city is happening place; it is mysterious, elegant, luxurious, fashionable, clean and bright, with its unique legends, traditions and events. It is with great pride that we show the Red Square and the Kremlin, our Underground and Tretyakovskaya Gallery, among other stunning attractions.

Saint Petersburg is our second capital,  the second largest city in the Russian Federation. This wonderful city has a strong and lively aristocratic spirit, uniquely Russian royal architecture, magnificent museums and theatres. Saint Petersburg bears the royal heritage of Russia, which can be felt in its air, its streets, parks, monuments, museums and citizens.  In Saint Petersburg tours, we will take you to the Hermitage, Peter and Paul Fortress, Faberge Museum and Orthodox Cathedrals. We’re sure you will love it!

If you have a few more days to spare, venture into the dreamy Russian countryside in Suzdal or Sergiev Posad. Suzdal is a small town with a population of about ten thousand people, situated on less than 15 square kilometres. This tiny area is home to 53 historic cathedrals, five monasteries and a kremlin. Church domes are visible like mushrooms from anywhere and everywhere in the town like in a fairy tale. No wonder Suzdal is called the ‘Town Museum”.  It is definitely worth visiting!

Just try any of Visit Moscow Tours’ tour packages or any individual city tour, and we promise that you will want to come back to Russia again.  Russia is huge with countless amazing places to visit. There are so many unique experiences to be had and energies to be felt that one tour is definitely not enough to explore this vast land. It is also a very safe destination to travel, and we have a tradition of warm hospitality. Our people adore and take care of visitors as our own guests, and even if they do not know your language very well, they still try to be helpful and hospitable.

Our guides will show you the most interesting attractions and historical places, taking you on a journey to the past to enjoy stories of medieval times, the Romanov monarchy, the Soviet Era. And of course, we will show you the contemporary life of our country through authentic local experiences.

We look forward to meeting you soon!

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• Booking Travel

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Christopherson Business Travel (CBT) is the university’s travel management company.

CBT is a certified woman-owned company with nearly 500 team members located in 30 states across the country. They provide dedicated travel agents to assist CU travelers with their business travel needs during business hours with additional agent support after-hours and on weekends.

There is a $20 service fee charged to the traveler/travel arranger when booking travel directly with a CBT agent. Both the service fee and any airfare booking made with a CBT agent will be charged to the university’s Airfare Card. The Airfare Card is a centrally managed card account used exclusively by CBT to pay for airline and other common carrier tickets for university travelers. Bookings paid with the Airfare Card will be automatically imported to the traveler’s or travel arranger’s Concur profile for reconciliation. Hotel and car bookings cannot be paid with the Airfare Card and will generally require payment by the traveler at the time of check-in/pick-up. 

Contact Information

During Business Hours: Monday – Friday 7:00 a.m. – 5:30 p.m. 

• Toll Free Phone: 1.855.462.8885
• Local Phone: 303.694.8744
• Email:  [email protected]

After Hours: After 5:30 p.m. weeknights, Saturday and Sunday and Holidays 

• Toll Free Phone: 1.800.954.0023 - Reference ID code 6LV
• International After Hours: 682.233.0916 - Reference ID code 6LV

University of Colorado University Team Manager

• Josh Phelan:  [email protected]

Dedicated Domestic and International CU Travel Agents

• Erin Timmerman: 801.327.7764 or  [email protected]
• Shannon Gorham: 801.327.7618 or  [email protected] 
• Marie Larsen - 801.810.0259 or  [email protected] 
• Angela Mitchell: 801.327.7709 or  [email protected]
• Tammie Brown –  801.327.7703 or  [email protected]

Dedicated CU Group Travel Agents

• Michele Whisenton: 205.874.8513 or  M [email protected]
• Anna Braatz - 801.829.7960 or  [email protected]  (backup when Michele is out)
• Access Concur via your  campus portal
• University Risk Management - Travel
• Christopherson Business Travel - Non-Employee Travel Request Form
• Request to Reassign Airfare Charges

Related Articles

• Concur Expense: Identifying Delegates in Concur
• Concur Expense: Managing Itineraries & Travel Allowance (Per Diem/Meals) for Employees
• Concur Expense: Determining Reimbursement (or Owed) Amounts on Expense Reports
• Concur General: Acting as a Delegate or Travel Arranger
• Concur Request: Creating and Submitting Travel Pre-Approval Requests
• Concur Travel: Requesting Cash Advances for University Trips
• Concur Travel: Booking Airfare in Concur
• Concur Travel: Booking Lodging
• Concur Travel: Booking Rental Cars
• Concur Travel: Using the Travel Card to Pay for Travel Meals
• CU Travel: Booking Non-Employee Travel

Policies and Procedures

• PSC Procedural Statement: Travel
• PSC Procedural Statement: Cash Advances
• APS 4024 - Travel Authorization Policy
• Finance Procedural Statement: Business Expense Substantiation & Tax Implications

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• Cruise News

Passengers Left Behind at Pier as Travel Agent Cruises Without Them

• April 1, 2024

Several cruise guests were left high and dry at PortMiami over a booking error. It caused chaos and disappointment for a group of cruisers expecting to enjoy a themed cruise.

Cherie Goudeau was among the passengers waiting to board the Twin Cities Takeover ’90s Throwback Cruise on the Carnival Horizon.

Around 50 guests overbooked

The travel agent responsible for the booking, Monica Faulkner , was also at the terminal and booked on the cruise. Goudeau said Faulkner vowed to fix the issue. The travel agent boarded the ship but never returned, leaving around 50 passengers angry and confused. 

Travel Agent Left Guests Stranded at the Terminal

Goudreau says she was out of pocket by $2,800. “People were in tears, upset and they were angry,” Goudeau added.

he news outlet managed to speak to Faulkner on the ship by phone. She claimed Carnival canceled some bookings a month ago.

Faulkner tried to re-book, but the ship was sold out. She didn’t explain to Fox 9 why the overbooked guests were not informed or had not been refunded yet.

Faulkner explained that the payments for these customers are held by intermediary Travel Joy, a company independent agents use, and the money would be returned. Goudeau and her sister are skeptical. “If you were gonna refund, you would have already.”

The sisters say they stayed with family members in Florida for the week they should have been on the cruise. The themed cruise had scheduled calls at Jamaica, Grand Cayman, and Cozumel and was billed as a ‘ Flashback to the 90’s ‘ with live music and various themed entertainment.

Always ensure your travel agent processes your cruise booking fees through the cruise line and not through a third-party company.

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