group travel PROMOTING GUIDE
Getting Started. You’ve got your materials now here’s what to do to make this the best trip ever!
START HERE
Promote your trip perfectly. A promotional timeline to help you plan for the best trip ever.
meet with Business Development Manager
schedule travel presentation
connect with Client Relationship Specialist
approve flyers
PRE PROMOTION 18 - 10 months before departure
2 | Call your Client Relationship Specialist at 1.800.852.5655 with any questions.
receive flyers
sign up for gateway
Easy-to-Follow Timeline
Collette provides a simple and efficient step-by-step guide to building a profitable group business.
promote using flyers, posters & postcards
promote using e-flyer
PROMOT I ON 10 - 8 months before departure
promote with social media & newspapers
travel presentation (anytime)
receive bookings
deposits are due
receive documents
POST PROMOTION 4 - 1 months before departure
gateway.gocollette.com | 3
Let’s make some travel dreams come true! Thank you for entrusting Collette with your group travel needs. We are going to have an amazing time together. As a leader in group travel since 1918, we take immense pride in bringing our legacy of life-changing travel experiences into the 21st century. With vacations to all 7 continents, we are passionate about discovering this incredible and varied world with you. Traveling with a group is a magical experience‌ and our #1 priority is ensuring it’s one your travelers will remember forever.
4 | gateway.gocollette.com
TABLE OF CONTENTS
You believe vacations should be extraordinary. So do we. It’s our passion. And we’re here to help.
Steps for promotion: Gateway
6
E-Flyer
12
Flyers, Posters, Postcards
8
Multimedia & Social Media
14
Additional Ways to Market
10
Travel Presentations
16
So let’s begin! |
5
1
SIGN UP FOR GATEWAY
Meet your new (virtual) assistant! The first step in promoting your Collette tour is signing up for the Travel Professional Gateway — an interactive online tool that allows you to manage your bookings, see up-to-date group status, and ask your Client Relationship Specialist questions…all with a click of your finger.
LIFE J U
ST GO AN O NLINE T EAS RESO ORGA IER! URCE NIZE TO HE YOUR LP YO GROU U P TRA VEL.
G
TRAVE
L
Gateway travel p rofes
sional
EASY
T
This in tera quickly acc inform ation does all the focus on the custom ers ex very o wn vir t
Take the “paper” out of paperwork! • Simple, easy to use, and fun! • Quickly access all of your Collette tour information. • Coordinate your FREE marketing tools.
TAKE T OF PA HE “ PERW
• Allows more time for you to focus on personal service with your travelers.
• Man age all Gr • See up-to-d ate 24 ho urs a day • Ask your A ccou • Coo rdinate your
• And so much more! Promoting your Collette tour begins with this amazing resource which you can access from a computer, tablet, or phone. Watch your email for your personal invitation or visit gateway.gocollette.com to create your account. TO FIND O UT
CALL TODA HOW Y Y OU C CALL A N GET 877.7 60.76 STAR 15 • w ww
Gateway .colle
ttevac
travel professional
6 | gateway.gocollette.com
Call your Client Relationship Specialist at 1.800.852.5655 with any questions.
ations
.c
“ I appreciate the energy shared in helping to keep me on the cutting edge.� - Mary R., Noblesville, IN
gateway.gocollette.com | 7
2
PROMOTE USING FREE MARKETING MATERIALS
Your group vacation materials! This section provides an overview of the pieces enclosed with this mailing – including your flyers, mini-posters and postcards. Don’t forget – if you have any questions at all, feel free to give us a call at any time! We are always here for you, to help in any way possible.
FREE Itinerary Flyers Enclosed is a supply of personalized flyers to help you promote your trip. • Mail one to past travelers with a personal note asking them to supply you with the name(s) of any other interested travelers. •H ave a supply on hand or request extras to have as hand-outs during your travel night presentation. •D isplay them in public areas, where they may attract other travelers’ attention.
8 | Call your Client Relationship Specialist at 1.800.852.5655 with any questions.
Promote your trip (and look great doing it!) Let’s get the word out! We can help you with your mailing! And... this is one of the absolute BEST ways we can help. When you mail the tour flyers you just received, we will reimburse you for 50% of the postage cost! It’s as simple as submitting the postage receipt along with the coupon enclosed in this packet (see the coupon sheet for more information).
FREE Mini-Posters Two mini-posters are provided, and extras are always available. • Post them in any public area where travelers can see them. Provide trip name, date and contact information. • They are also a great way to promote your Travel Night Presentation.
!you are in you are invofitNaed vited! ture Exp rld
Costa Rica: A Wo
loring Aus tralia
FREE Postcard Invitations Request your supply of postcards to mail to your travelers as an invitation to your Travel Night Presentation.
gateway.gocollette.com | 9
2
ADDITIONAL WAYS TO MARKET
Your logo here
re Your logo he
Multi-tour Flyers Promoting more than one tour? No problem we can help! We are happy to provide flyers that feature all of your tours with pictures of each destination. These multi-tour flyers help you promote all of your tours at once, and can be handed out at presentations or sent through the mail. (charges may apply for printing and mailing, call for details)
Customized Posters
Your Group Nam
We can create personalized posters for you to hang in various locations, featuring your specific tour information and your personal contact information. Get the word out about your group trip and attract more travelers.
e presents...
Ref lections of Ital
y
October 19 – 28, 2016
Ask for a brochure today!
(charges may apply for printing and mailing, call for details) Explore in Rome, Venice and Florence and revel in the magic of this famed destin ation as you set out on this introductory tour.
Book by 4/20/2016
to SAVE $100 per
person!
LEARN MORE!
You’re invited to a travel presentation Tuesday, November 10, 2015 at 12:30 p.m. Location Address To RSVP or for more information call 555.5 or email grouplead 55.5555 er@email.com CST# 2006766-20 UBN#
601220855 Nevada
Seller of Travel Registration
No. 2003-0279
10 | Call your Client Relationship Specialist at 1.800.852.5655 with any questions.
Promote your Travel Night with a custom postcard
d you’re invite nifique France Mag
esents…
pr p’s Name
Your Grou
of Nature : A Worldl Park, Sarapiquí iona Costa Rica tuguero Nat ional Park Tor featuring Antonio Nat & Manuel Rainforest February
you’
you’re invited
ls
s, 24 Mea
6 • 12 Day
14 - 25, 201
re invited ...
to a Trip
British Landscapes
rty! Preview Pa
15 mber 9, 20 ay, Septe Wednesd 6:30pm
(charges may apply for printing and mailing, call for details)
at
ded by
travel provi
e ion Goes Her Call To Act 66-20 UBN#
CST# 20067
601220855
Nevada Seller
0279
ation No. 2003-
of Travel Registr
As many people as possible should know about your exciting Collette travel presentation, so we can create a custom, personalized postcard that will reach everyone in your address book! This will feature your specific information and great pictures, and we can even mail it for you!
you’re invited Alaska Discovery
Interested in promoting in your local newspaper? It’s a great idea, and we’d love to help! Our marketing department can create the ad, which will promote one or all of your tours. We can’t place the ad in a newspaper for you (we can only create it for you), but with your new, custom ad in hand, you’re one step closer to being seen by thousands! Just ask your Business Development Manager for more information.
Other ways to promote your tour! Videos, images, text describing your tour…we can help! We have all these things at your disposal, all of them incredibly useful in promoting your tour. Simply call your Client Relationship Specialist and ask them for whatever you need!
To coordinate your marketing support, contact your Business Development Manager or contact your Client Relationship Specialist! These custom marketing pieces are personalized just for your group. It can take up to 18 days to create these special pieces and additional charges may apply for printing and mailing. Call for details.
gateway.gocollette.com | 11
3
PROMOTE USING E-FLYER
Your Personalized Weblink! Before you receive your flyers, we also provide a personalized Weblink for your group that features your tour. This is a great resource, and a real favorite among our group leaders.
Your Weblink includes: • Your group’s name
• Your tour rates
• Your name and contact information (or your group’s name and contact information)
• Photos of your destination
• Your specific tour dates
• A video of your destination, or video of Collette’s wide range of destinations
• Your specific tour itinerary
• Any special offers that apply
12 | Call your Client Relationship Specialist at 1.800.852.5655 with any questions.
When your passenger requests more information, the email goes right to you! With your personalized E-flyer, you can let a prospective traveler know about your tour in an instant! Simply email them the E-flyer, or post it on your Facebook page for all your friends to see! That way, they can explore and learn all about your Collette tour from home! (And they can also share it with their friends!) If you need help with this Weblink, please contact your Client Relationship Specialist at any time!
It’s a wonderful, and wonderfully easy-to-use, promotional tool!
gateway.gocollette.com | 11
4
GROW YOUR BUSINESS THROUGH SOCIAL MEDIA AND NETWORKING
Get the word out to your online friends! Have Facebook or Twitter? Use them to promote your tour and travel presentation. People love to watch videos online, and you can post your personalized E-flyer, which includes a great video showcasing Collette’s tours! You can also use Facebook to point your travelers to Collette’s website for more great photos and information!
14 | Call your Client Relationship Specialist at 1.800.852.5655 with any questions.
gateway.gocollette.com | 15
| 13
5
PRESENTATIONS
Online Presentation With an Online Presentation, your potential travelers can log on to their computer at home and view a live travel show hosted by a Collette travel expert. There’s no need to drive anywhere or meet anywhere – everyone can watch the live show right from the comfort of their home on their own computer, phone, or tablet. They can even ask questions and get answers in real time!
16 |
Travel Night Presentation Welcome the group to your office or private venue for a presentation hosted by your local Business Development Manager. At the entrance, have a sign-in book and ask guests to sign in with their name, address, phone number and email address – essential for post Travel Night followup. This presentation is a wonderful opportunity for group members to get to know one another, and allows you to explain why this destination was chosen.
It’s also the perfect time to ask for the deposit to reserve space! Your local Collette Business Development Manager will be there with you to host the insightful destination presentation, highlighting what’s included and all the great features offered by Collette.
Call your Client Relationship Specialist at 1.800.852-5655 with any questions.
gateway.gocollette.com | 17
6
PERSONALIZE THEIR ADVENTURE
Where inclusiveness meets choice. Everyone wins when offering choice to your travelers. Choice gives the traveler the opportunity to customize their trip to their needs, and at the same time, the additional revenue that is generated is credited to your group.
Pre-tour start with hometown pickup As one of the Collette differences, our hometown pickup is included when you reserve an air-inclusive tour for your group. It’s the perfect way to begin the adventure.
upgrade! elite airfare Collette’s Elite Airfare offers your travelers the ultimate in comfort and convenience. They will be treated to a wealth of amenities that come with a business, premium economy, or first-class ticket. They’ll land rested, refreshed, and ready for the world’s wonders. Call for details.
pre-nights Collette can easily add a pre-night stay to your traveler’s existing itinerary, and with a single phone call, we can reserve tickets to their host city’s best attractions. They’ll enjoy the benefits of an early arrival and a streamlined booking process.
18 | Call your Client Relationship Specialist at 1.800.852.5655 with any questions.
their adventure On tour optional excursions More tours offer a collection of optional excursions. From exploring Rome by Night to a Costa Rican sunset catamaran cruise, your travelers can choose to experience these specially designed tour additions.
Post tour post-nights Collette can also add a post-night stay to your traveler’s existing itinerary along with tickets to their host city’s best attractions. They can stay a little bit longer and enjoy more of some of the world’s best cities.
tour extensions Our list of tour extensions reads like the logbook of a great adventure. Whether you are spending more time in a grand city or delving into an ancient wonder, these shorter excursions are the perfect way to add a few more memories. Offer these to your group!
gateway.gocollette.com | 19
FREQUENTLY ASKED QUESTIONS
What constitutes a group? A group is defined as 10 or more passengers.
How does pricing work? Collette’s vacations can be purchased either land only or with airfare. Land rates are guaranteed when names and deposits are received. Air rates are subject to change until the tour is paid in full. If air is booked and canceled within 90 days of departure, penalties may apply. We strongly recommend purchasing Collette’s air waiver to avoid any disappointment.
Pre/Post Arrangements – Will a Tour Manager be with the group? Many clients wish to extend their stay with pre/post hotel nights. Pre and post trip arrangements are available, however, a tour manager will not accompany the group. Special arrangements may be available for groups of 20 or more.
Air Schedules – What is the advantage of purchasing Collette Air?
Transfers to the first hotel from the airport and from the last hotel to the airport are complimentary for passengers who have purchased their airfare through Collette. If a group or client has purchased land only, they must purchase transfers, the costs of which are available from Collette.
Collette contracts with nationally recognized air carriers and requests the best schedule for your group within our contracted fares. Over the years, airlines have requested names and deposits earlier in order to hold group space, so the earlier the names are received the better! The advantage of purchasing Collette air is that the waiver applies for cancellation with no penalty charge less the waiver fee, and round-trip transfers from the airport to the hotel are also included FREE of charge.
Extension Transfer Information How will those clients extending the trip get there?
When are client names due?
Hotel Transfers – Are they included?
If a portion of a group is traveling on an extension, they will also qualify for a transfer between your hometown pick-up location and the airport. If your group is more than 151 miles from the airport, and you want this service, you should request a rate and include it in the price of your tour.
Names are due with deposits. Please be sure to submit the reservation form with proper first and last names as they appear on passports for international tours, and as they appear on formal identification for domestic tours. Passport, date of birth and legal names are required for all tours. Provide nicknames as well for name badge purpose only.
20 | Call your Client Relationship Specialist at 1.800.852.5655 with any questions.
TSA Secure Flight Program
Deposits - What is the initial amount?
The Department of Homeland Security (DHS) has ruled to switch pre-departure watchlist matching responsibilities from individual airlines to the DHS and the Transportation Security Administration (TSA). Under this new Secure Flight ruling, the TSA mandates that air carriers will be required to transmit passenger information to the TSA 72 hours prior to the departure, and immediately for any reservations created within 72 hours.
Refer to your confirmation letter for your specific deposit amount and deadline. Non-refundable deposits are due with names. Please note, a deposit cannot be accepted without a passenger name associated with that deposit. Should your clients decide to purchase our non-refundable trip cancellation waiver they must do so at time of booking.
In order to comply with this mandate, all passengers must provide full name, date of birth and gender at time of reservation. The data must match the name on their valid, non-expired, government issued photo ID shown at the airport (including middle names, first or middle initials, etc.).
When is Final Payment due? Final payment for most tours is due 60 days before departure. The final payment deadline is 120 days for all cruises, Galapagos and Antarctica. Refer to your confirmation letter for specific deadlines.
Example • I f the government issued ID you plan on using at the airport reads: “John C. Doe,” then your reservation must be made to match exactly including first name, middle initial and last name. • I f the government issued ID has a complete middle name: “John Charles Doe,” then your reservation must be made to match exactly including first name, middle name and last name.
What are acceptable methods of payment? Payment may be made by sending a check or money order or by charging to clients’ MasterCard, Visa, American Express or Discover. Cardholder signature is required on all credit card transactions.
Although providing this information is voluntary, if you choose not to provide this information, you may be subject to additional screening or denied transport at the airport. If the name you provide at time of reservation is different from your government issued ID, you will be responsible for any fees incurred to revise the reservation.
gateway.gocollette.com | 21
NO WORRIES TRAVEL PROTECTION
Rest assured that at Collette we do everything within our power to provide travelers with an enjoyable and safe vacation. However, there are times when unforeseen events will occur. To avoid incurring costly charges should this happen, we strongly urge everyone to invest in Collette’s comprehensive, single-package insurance
program that will cover them in the event of illness, accidents or theft. Unlike most other coverage, they receive a full cash refund for cancellations any time for any reason, prior to the day of departure! One package, complete protection! Insurance must be purchased at time of booking and is non-refundable.
Land Only Waiver Insurance Fee (per person; U.S. dollars) –
Land & Air Waiver Insurance Fee (per person; U.S. dollars) –
When air is not booked through Collette
Collette Flex Airfare is purchased through Collette
• $99 adult/$99 child for all domestic escorted tours under 6 days
• $110 adult/child for all domestic tours under 6 days
• $235 adult/$135 child for all domestic escorted tours of 6 days or more • $295 adult/$160 child for all international tours (not otherwise listed below) • $335 adult/$195 child for all cruises, Canadian Rockies train tours, Australia, New Zealand, Africa, South Africa & Egypt tours • $450 adult/$225 child for Galapagos tours • $925 adult/$425 child for Antarctica tour When purchasing pre- and post-night accommodations, including optional extensions, the number of days will be added to the total number of tour days, and may subsequently alter your Travel Protection Plan fees. Please confirm with your reservation agent at time of booking. Rates are subject to change.
•$275 adult/child for all domestic tours of 6 days or more • $315 adult/child for all international tours (not otherwise listed below) • $385 adult/child for all cruises, Canadian Rockies train tours, Australia, New Zealand, Africa, South Africa & Egypt tours • $500 adult/child for Galapagos tours • $975 adult/child for Antarctica tours Collette’s Travel Protection Plan can only be purchased by individuals who have purchased Collette Flex Airfare or Instant Purchase nonrefundable air through Collette. Instant Purchase air and its associated taxes, fees and surcharges require full payment at time of reservation and are 100% nonrefundable. This air ticket may be covered by Collette’s Travel Protection Plan under Part B if you cancel your trip for covered reasons. Tickets may only be changed for a fee up to $300 plus any difference in airfare for travel in the following 12 months; specific fees and policies may vary by airline.
22 | Call your Client Relationship Specialist at 1.800.852.5655 with any questions.
CANCELLATION TERMS & CONDITIONS
The following penalties will apply if your passengers choose not to buy our cancellation waiver and insurance plan.
Cancellation Penalties
Special Cancellation Penalties
If clients have not purchased waivers and need to transfer or cancel before departure for any reason, cancellation fees will be as follows:
Ocean Cruises:
• After deposit due date - 61 days prior to departure a non-refundable deposit will be retained. • 60-16 days before departure the fee is 30% of the total price.
• More than 90 days prior to departure, a non refundable deposit will be retained. • 90-61 days prior to departure, 35% of total price. • 60-31 days prior to departure, 60% of total price.
• 15-1 day before departure the fee is 50% of the total price.
• 30 or fewer days prior to departure, 100% of total price.
• Day of departure or after the fee is 100% of the total price.
Antarctica & Galapagos:
Cancellation charges also apply to reservations made for “pre” and “post” night accommodations. All other monies will be returned or credited to the client’s credit card in approximately 14 days.
• More than 120 days prior to departure, a non refundable deposit will be retained.
In cases where the cancellation of transportation or travel services was not the client’s fault and the cancellation was not in violation of the terms and conditions described above, the client will be refunded 100%.
• 120 - 90 days prior to departure, 60% of total price. • 89 or fewer days prior to departure, 100% of total price.
River Cruises: • More than 90 days prior to departure, a non refundable deposit will be retained. • 90 – 61 days prior to departure, 50% of total price. • 60 – 31 days prior to departure, 85% of total price. • 30 or fewer days prior to departure, 100% of total price.
promote early and succeed! It’s been proven that the earlier you start promoting, the more success you will have with passengers signing up (which has also been proven to make the trip a lot more fun). So why wait? Use the steps in this Group Travel Promoting Guide, let everyone know about your amazing Collette tour, and start watching the names roll in!
And don’t forget – if you have any questions, our Client Relationship Specialists are always here for you.
Call them at 800.852.5655 for any help you need with your group travel promotion!