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Group Travel
Everyone here, one plan
Room blocks, flights from nine cities, four dietary requirements and a schedule that survives contact with reality.
What has to happen
The part of it that is not a holiday
A group trip is not a larger private trip. It is a logistics problem wearing a holiday's clothing. Contracts and deposits, rooming lists, arrival windows, a manifest that changes eleven times, and one person the hotel calls when something moves.
We do that part. You decide who is coming and what the week should feel like.
Justkeeps plans travel around the globe from its base in Boca Raton, with clients close to home in Palm Beach, Delray Beach, Fort Lauderdale, Miami and across South Florida.
Arrivals staged, before the first guest lands
Contracts and deposits
Room blocks negotiated and held, with the deposit schedule and the release dates in writing before anyone is asked to pay anything.
The rooming list
Who is in which room, who is next to whom, and the one bedroom that matters given to the person it matters to.
Arrivals across four days
Guests landing from three continents at every hour, met and moved without anyone standing in a lobby wondering who to ask.
Flights from nine cities
Booked separately, tracked together, so a delay in Chicago is known here before it is known there.
A manifest that keeps changing
Names drop and get added until the week before. That is normal. Absorbing it is our job, not yours.
Dietary and access needs
Collected once, passed to every hotel, villa and restaurant, then checked again on the ground, never assumed.
One number for the hotel
When something moves, the property calls us. The wedding party and the birthday guests never see it happen.
The bill
Invoiced cleanly and reconciled once, with who is paying for what settled before the trip, not argued about after it.
Picture Tiles
By occasion
One Desk. Two Ways to Work.
Destination weddings
Guests arriving across four days from three continents, a room block that holds, and a wedding party who never once see the spreadsheet.
Milestone celebrations
A house big enough, staffed properly, with the one bedroom that matters given to the person it matters to. Nobody asks who is paying.
Company offsites
Air, ground, meeting space and the evening people still remember. Invoiced cleanly and reconciled once, so finance never has to ask twice.
Reunions and several families
Three generations, two people who will not fly, one toddler and a grandparent who tires by four. One plan that works for all of them.
Read our full guide to destination wedding travel planning for more on how we approach this.
How it comes together
Before contracts: The shape and the numbers
Headcount, dates, the occasion and the budget. We come back with a shape, the venues worth holding, and what the terms say before anyone signs.
The months between: Blocks, air and the list
Room blocks held and managed, air from wherever people are leaving, and one rooming list that stays current while the manifest keeps changing.
On the days themselves: Someone watching it live
Arrival day and the day of the event are run in real time, so the small failures get fixed in the ten minutes before a guest would have noticed.
Read our full guide to incentive travel planning for more on how we approach this.
An example journey
Tuscany, twenty-two people, six nights
Two villas nine minutes apart instead of one compromise, a cook for four of the six nights, and vehicles sized so nobody waits. Arrivals landed across two days into two airports and were met at both.
Common questions
How many people makes it a group?
Around ten is where the work changes shape. Below that it is a private trip with extra rooms. Above it you are dealing with contracts, room blocks and a manifest, which is a different job.
How far ahead do we need to start?
Nine to twelve months for a destination wedding or a peak season week in Europe, because the houses and the good blocks go first. Six months works in most other cases. Shorter is often still possible and we will tell you plainly what is left.
Do you handle the wedding itself?
We handle the travel around it. Flights, room blocks, arrivals, transfers, welcome events and the days either side. We work alongside your planner, not in place of them, and the two roles are much easier when they are separate.
What happens when people drop out?
They will. Contracts are negotiated with attrition and release dates built in, so a shrinking list costs you as little as possible. We track it against the block every week, not at the deadline.
Who pays, and how does that work?
Whatever you decide, as long as it is decided early. Guests paying their own rooms, a host covering some elements, or a single bill for everything all work. What causes problems is leaving it unclear until the invoices arrive.
Who should plan a luxury group trip?
A luxury travel advisor who plans groups often. One person should own rooms, transfers, dining and every change, with a single point of contact for the host. Read our guide to luxury group travel planning.