TRAVEL TIPS

PLANNING GUIDE

SUBMIT REQUEST

PLANNING GUIDE

These are our expert steps all group leaders need to take to make the best out of getting the right price.

1. Practical and affordable budget

• What is the group's budget?
• Do they want to travel in 1st or 2nd class?
• What is the size of the group? Size of the group may affect the per person cost.
• Are they flexible with their schedule? Some trains offer off-peak serivce.

2. Meeting needs of the group

• You can't do everything in a day. so Spend time preparing a well thought out day-to-day itinerary, or make a list of places that take into consideration the group's interests and abilities.
• Determine the group's interest: art & history, archeology, cultural, religious, etc.
• What are the group's limitations?
• What are the distances the group is willing to travel each day?

3. Securing Space

• Understanding booking and placing your group is important. Advance bookings are necessary.
• Once a deposit is received, the confirmation process begins and space is then allocated based on the number of seats and accomodations requested.
• Booking as early as possible increases your chances of meeting your group's budget and securing the space you want.
• If you have a large grou, space might be tight due to market demands. Splitting the group in more than one train class of service may be required.

4. Finalizing & Documentation

• Finalization: At 35 days prior a final passenger count is required and remaining space is released to avoid cancelation penalites.
• At this time we confirm and gather all of the final details of the itinerary.
• Documentation: Within 30 days prior and upon full payment all necessary vouchers, tickets, and/or maps will be shipped.

Note: any unused portions of a service are non-refundable.

TRAVEL TIPS

Our tips on important ideas to consider.

For questions about planning a Latin Group itinerary, go to our Planning Tips.

The key to a successful group travel experience is to understand the needs of your group.

• Are the needs for the individual or the entire group? How will these needs affect cost?
• Does the group have any special requests or requirements?
• What is the purpose of the trip? What are the interests of the group members?
• Is this trip for a special event?
• Has the group traveled before?
• What made the group a success in the past?
• What were challenges? What would they have changed?
• Is it a firm group? How is the group being sold?

*All these questions should be considered if you are trying to put a group together.

Destination:

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• Select a destination or itinerary of interest to your group.

Travel dates:

• Determine the dates and times you would like to travel. Traveling during low or shoulder season or off-peak times can save you money.

Flexibility:

• Is the group flexible with dates and/or itinerary? Moving the travel dates by a day or two or reversing the itinerary can sometimes reduce the price of the ticket.

Budget:

• Decide on a budget. What can the group afford?

SUBMIT A LATIN GROUP REQUEST

Items with an asterisk (*) are required.

Part 1: Contact information Agency Name:* Daytime Phone Number: Contact Person:* IATA/ARC/CLIA:* How do you prefer your quotes? Email Fax Fax Number: Email address: Part 2: Group information Group Name or description:* Number of Adults:* (10 or more departing from same city) Number of Children (under 12): Ages: Approximate budget: (US Dollars per person) Type of Group: Please Select corporate/incentive student religious senior club/organization music choir family sports other Part 3: Flight itinerary U.S. Departure flight Date: From: To: (Enter city name OR airport code) Return flight Date: From: To: (Enter city name OR airport code) Yes, this group is flexible with dates. Yes, this group is flexible with its itinerary. Part 4: Hotels required Class of hotel requested:* Please Select Moderate (3 star) First Class (4 star) Deluxe (5 star) Number of rooms requested Singles: Doubles: Triples: City, Country: Check-In Date: Check-Out Date: Nights: Part 5: Transportation What is your prefered mode of transportation: Please Select Rail (recommended) Motorcoach Other (specify below) Part 6: Please state any other requests below If you have a day-by-day itinerary, you may add it below. Group requests take 3-4 business days.