What this covers
You’ll have a day-by-day plan that keeps the group moving together, with the hotel block, transport load times, and timed entries matched to the same schedule so nobody is improvising at 11 pm.
We’ll build the group offsite travel plan, then run the routing and vendor holds into a single run-of-show you can share internally. You’ll have one plan for air, hotels, and ground, with the handoffs and failure points called out. Next up is a quick intake call and a numbers sheet for your finance team.
We start with the dates, the cities, and the daily non-negotiables, then we route the group like an operations schedule. Every leg gets a load time, a buffer, and an owner. Hotels get a side-by-side block comparison with attrition notes. Air and rail gets a coordination plan built around how your people actually travel, not a best-case guess.
About us
We plan group travel the way an internal ops team would, with the same things you’re accountable for: headcount changes, invoice rules, and a schedule that has to hold when one flight moves. Our work is the group offsite travel plan, built as a routing schedule and a run-of-show you can hand to leaders, travelers, and vendors without rewriting it three times.
Most groups don’t fall apart because of one big mistake. They split when small mismatches stack up: hotel check-in windows that don’t match the bus plan, timed entry tickets that ignore transfer time, room blocks that punish a headcount dip. We prevent that by building one master routing sheet and forcing every booking decision to match it before anything gets paid or signed.
Who you will work with
You’ll have named owners for each moving part, so questions land with the person who can answer them fast.
Team
Marina Alvarez, Group travel lead. Marina runs the master routing and the run-of-show, and keeps decisions tied to headcount, buffer time, and who needs to be where next.
Derek Han, Air and rail coordinator. Derek builds the air and rail coordination plan, including group desk steps, traveler data needs, and what we do when schedules shift.
Simone Whitaker, Hotel sourcing lead. Simone sources hotel options, negotiates room blocks, and flags attrition terms and cutoffs in plain language before you sign anything.
Jared Kwon, Ground transport planner. Jared maps ground transport by leg, with vehicle types, luggage assumptions, load times, and pickup notes that drivers can actually use.
Past events
Here are a few recent group programs where we kept air, rooms, and ground moving on one schedule.
Portfolio
Three-city company offsite. Built a three-city routing plan for a mixed-origin group, then matched buses and hotel check-ins to flight banks so arrivals did not bottleneck at the front desk.
Board retreat weekend. Sourced a single hotel block and meeting-friendly dining plan, then timed transfers to protect the agenda when arrivals were staggered across the afternoon.
Member trip with day tours. Coordinated timed-entry attractions and guides across multiple days, with transfer buffers and regroup points so the group could move without sprinting or splitting.
“Everything matched the schedule, and we never had to improvise on site.”
Operations lead, planning an annual offsite
Leading up to the day
We count back from your departure date and lock the parts that affect everything else first: air approach, hotel block terms, and ground load times tied to your daily schedule.
1. Hold the dates Eight weeks out We confirm your travel dates, city sequence, and headcount range, then open a working routing sheet. You’ll tell us what cannot move on each day. We’ll set the retainer invoice. Once it’s signed and paid, we hold the dates for planning and sourcing work. 2. Source and compare Six weeks out We source hotel blocks and ground options and build side-by-side comparisons you can forward to finance. We flag cutoff dates, attrition language, deposit triggers, and what changes the cost. You’ll pick a short list, and we’ll request holds where the vendors allow them. 3. Lock the run-of-show Three weeks out We turn the routing into a run-of-show with load times, regroup points, and handoffs, then align it with your meeting and meal schedule. You’ll confirm traveler mix, invoice requirements, and who can approve deposits. We’ll set the final-numbers deadline and the balance due date based on your program timeline. 4. Operate travel day On the day We work to the run-of-show and the vendor confirmations. If a flight shifts or a bus is late, we re-route based on the same load-time plan and push updates to your point people. You’ll have one contact path for issues so travelers are not calling three vendors at once.
Run-of-show schedule
A working schedule for each travel day with load times, transfer buffers, regroup points, and the order of moves so leaders can keep the group together.
AIRPORT AND STATION PLAN
A meet-up and movement plan for terminals, including check-in approach, bag assumptions, and where people wait so you do not lose time to scattered arrivals.
GROUND TRANSPORT OPERATIONS
Coach and local transport plan by leg, with pickup instructions, staging notes, luggage timing, and a headcount approach for boarding and departures.
Hotel check-in flow
A check-in approach that matches your arrival waves, with rooming notes, key pickup expectations, and what happens if rooms are released in phases.
GROUP DINING PLAN
Reservations and buyouts tied to headcount, deposit dates, and seating constraints, with timing that matches transfers so service is not rushed or delayed.
TIMED-ENTRY AND GUIDE SCHEDULE
A schedule for attractions, guides, and timed entries that includes scan windows, meeting points, and travel time so the group arrives before the slot closes.
Pricing
Pick the package that matches how many people are traveling and how tight the moving parts are. Final supplier charges are separate.
Priced items
Getting started
If you want us to hold the dates and start building the group offsite travel plan, here’s how we’ll begin.
1. Sign the agreement to start planning and sourcing. 2. Pay the 30% retainer so we can hold the dates. 3. Send your dates, headcount range, and daily must-haves so we can route the first draft.
Signature
Fee summary
Retainer and invoice timing
We take a 30% retainer when you sign, and that retainer holds your dates on our calendar. We invoice the retainer at signing, and each invoice is payable within 14 days of its date.
Balance due. The remaining 70% is due before the event, based on your final numbers, by a date we’ll set and confirm in writing once your schedule is locked and supplier deadlines are known.
Final numbers. You’ll send us your final headcount by a deadline we set. We set it to line up with hotel attrition dates, dining guarantees, and timed-entry holds so the run-of-show can be built to one number.
Changes after signing. If dates, headcount, routing, or supplier choices change after you sign, we’ll update the run-of-show and plans to match. If the change adds work, we’ll confirm the added fee before we proceed.
Supplier holds and deadlines
Many group holds expire if deposits are not paid on time. We’ll track deposit and due dates and tell you what’s at risk, but you approve charges and you pay suppliers or reimburse us as agreed.
Hotel blocks and attrition. We’ll compare hotel block options and flag attrition terms and key dates in plain language. If your room pickup drops, any hotel penalties come from the hotel contract and are paid by you, not from our fee.
Air and rail coordination. We build an airline group desk coordination plan and an airport and station plan, including meet points and time buffers. Airline schedule changes and seat assignments stay under the carrier’s control, and we plan around them.
Travel-day support. On travel day, we monitor the itinerary and supplier updates and act as your point of contact for timing and reroutes. If you need a dedicated on-site staffer in terminals or hotels, we can add it by request.
