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Gruppenreise-FAQ

Gruppen- und Vereinsreise-experten antworten

There are no dumb questions. We recommend reading the minimum knowledge about group travel here.

  • How do you successfully organize a group trip?
    Engage a professional tour operator who will take the hassle away from you and guarantee the bookings, health, safety, transport, accommodation and activities of the tour group. Use our group travel request for bus, train, ship or air travel and we will forward your request to our group travel experts.
  • What are the uncertainties that need to be taken into account when going on a group trip?
    When traveling with a group, there are a few uncertainties that need to be taken into account to ensure that the trip is successful. Here are some of them: Itinerary: Check that the itinerary is appropriate and acceptable to all members of the group. Travel date: Check whether the chosen travel date is convenient for all members of the group and whether all participants have enough time to prepare for the trip. Accommodation: Check whether the accommodation booked is appropriate and suitable for all members of the group, e.g. in terms of size, facilities and location. Budget: Clarify how the budget for the trip should be distributed, e.g. who will pay for accommodation, food and transport. Destinations: Verify that all destinations are accessible and safe for all members of the group. Travel insurance: Check whether all members of the group have valid travel insurance and whether it is sufficient. Travel Documents: Check that all members of the group have the required travel documents, such as a valid passport or visa. It is important to clarify these uncertainties in advance to ensure that all members of the group are well prepared for the trip and that all needs are taken into account. All of the above questions are also the responsibility of a professional tour operator. You may consider arranging a group trip through a group travel experts .
  • What legal and insurance-related ambiguities need to be taken into account when taking a group trip
    When traveling as a group, there are some legal and insurance issues that need to be considered to ensure that all members of the group are well protected. Here are some of them: Travel Contracts: Check that all travel contracts are valid for all members of the group and that they contain all important details such as itinerary, travel dates, accommodation and meals. Liability: Check who is liable for any damage or loss that may occur during the trip. Travel insurance: Check that all members of the group have valid travel insurance that includes all necessary coverage such as illness, accident and medical repatriation. Data protection: Check whether all members of the group agree that their personal data will be used to organize and carry out the trip. Rights related to delays or cancellations: Check what rights the members of the group have in the event of delays or cancellations of the trip. Customs and Entry Requirements: Check that all members of the group have the necessary documents and permits to enter the destination country. It is important to clarify these legal and insurance issues in advance to ensure that all members of the group are well prepared for the trip and that all needs are taken into account.
  • Is there a minimum number of participants for bus trips?
    For bus travel offers, it makes no sense to calculate a bus for 10 people. There is something like a calculated pain threshold of 30 people. However, if you buy a travel package without a bus and start the trip yourself, then there is a minimum number of participants of 20 people.
  • How long should the lead time be at least before the start of the trip?
    Basically, booking a club and group trip is very easy. A lead time of around 3 months would be optimal for everyone involved, which does not rule out the fact that things can sometimes happen in a flash.
  • Is online booking possible?
    For a club or group trip, the booking procedure is different than for an individual booking with clickable fixed dates. We therefore ask you to explain your travel-specific wishes to us in the contact form . You will then receive an organizer offer, which will immediately serve as a basis for discussion.
  • How is payment made for a group trip?
    In principle, the general travel conditions of the respective organizer apply, which also describe the modalities of paying for a trip in detail.
  • What about the cancellation conditions?
    In principle, the general travel conditions listed by the tour operator apply, which also show the cancellation costs in detail.
  • What is the advantage of bus travel compared to other types of transport?
    Bus travel offers many benefits, including flexibility, comfort, safety and the opportunity to relax and socialize along the way.
  • Can well-known and preferred bus companies be used?
    Yes. For example, you have had good contacts with a local bus company for many years and would therefore like to continue traveling with this company. The trip will then be carried out with the bus company of your choice, to which you should forward the travel documents/journey reports/vouchers from the tour operator. You will then bill for the bus use separately and alone. However, we recommend completing the entire trip as part of a package price from the tour operator including bus use.
  • What type of buses are suitable for group travel?
    Most bus companies offer a wide range of buses, from small minivans (for small groups) to large (double-decker) coaches. The choice of bus depends on the size of the group and the specific requirements.
  • What about the food?
    As a rule, stopovers are made on bus trips to give travelers the opportunity to eat meals. Some bus companies also offer meals and snacks on the bus. The hotels then offer either breakfast, half board or half board.
  • How are the travel routes planned?
    The routes for bus trips are usually planned in advance by the tour operator. They are also happy to take into account the group's special wishes and the attractions that lie along the way.
  • Where does the group board the bus?
    It's up to you to decide. As a rule, it is the clubhouse, the company headquarters or a central location in the city center (e.g. bus station or hotel). If you wish, a maximum of 3 boardings are possible at different locations along the route.
  • How will the participants be accommodated?
    Participants will usually be accommodated in hotels or other accommodation organized by the tour operator.
  • When does the organizer need a room list?
    It is advisable to submit the room list as early as possible. Some hotels require it 4 weeks before arrival, but at the latest 14 days before. You will receive the relevant form from the respective organizer.
  • How much does travel cancellation insurance cost in a group area?
    You can of course cover this risk with an insurer of your choice. General rule of thumb: travel price x approx. max. 3 - 4% x number of travel participants = costs for the group travel cancellation insurance. vereine::de recommends Hanse-Merkur Insurance.
  • Is it advisable to take out additional health insurance when traveling abroad?
    The answer is: Yes, because it costs little! When it comes to insurance questions, ask your representative for a favorable rate. If you become ill abroad, the costs are often significantly higher than at home. Especially for more serious procedures, these additional costs can amount to many thousands of euros. There are also extra tariffs for international health insurance for all participants in a group. Hanse-Merkur Versicherung, as a partner of vereine.de, will be happy to send you relevant information and will be happy to provide you with advice and support.
  • What do the star ratings mean in the hotel sector?
    The most common hotels and guesthouses in the group area are between ** and **** stars. **Hotel: Practical and good overall facilities with average comfort. The equipment must be in a good condition and of good quality. The focus is on functionality with a well-maintained overall impression. ***Hotel: Good and homely overall facilities with good comfort. Better quality equipment. Visually appealing overall impression, with emphasis on decoration and coziness. ****Hotel: High-quality overall furnishings with superior comfort. Amenities in upscale and well maintained quality. Coordinated overall visual impression of shape and materials. The location and infrastructure of the house meet high standards.
  • How do a *** and **** bus differ?
    The following applies to both: mini kitchen, toilet and air conditioning are available. The difference lies in the seat distance. On the ***bus it is 77 cm and on the ****bus it is 83 cm (by the way, in the *****luxury bus it is 90 cm).
  • What is meant by the term “insolvency insurance”?
    It is in your own interest to inquire specifically about the customer money protector (usually insurance) when it comes to competing offers! According to the provisions of German travel law, advance payments on the travel price may only be made upon proof of insolvency insurance (security certificate). Advance payment of the travel price is common in tourism, as most contractual partners on site (hotels, tour guides, ferries, etc.) require money in advance. If you do not use a professional partner, you will receive security certificates from various insurance companies to prove that you have insolvency insurance against the deposit of a guarantee and proof of your economic performance. If you organize your trip with an experienced tour operator, customer money protection is of course already included.
  • Why not organize a trip yourself as an organizer?
    The legislature only leaves very little room for maneuver for self-organized trips. Risks from this activity are not covered by general club liability insurance. Since the liability amounts can sometimes be significant (e.g. in the event of a hotel insolvency, a bus accident, etc.), special tour operator liability insurance must be taken out. If you book your trip through a tour operator, this liability risk is transferred to them - and that is covered. To be on the safe side, a competent partner in preparation is now more important than ever. The selected partners from vereine.de will help you plan your trip and you can integrate your ideas into the itinerary.
  • Welche Reiseunterlagen werden vor Reiseantritt zur Verfügung gestellt?
    Ca. 10 – 7 Tage vor Reiseantritt (vollständige und fristgerechte Bezahlung vorausgesetzt) erhalten Sie die Veranstalter-Reiseunterlagen per Email (PDF-Dateien incl. Hotel-Voucher) zugeschickt. Auf Wunsch erhalten Sie ferner auf dem Postweg noch folgende weitere Unterlagen: Hotelprospekte, Stadtpläne, Informationen über den Zielort (ggf. mit Veranstaltungskalender) sowie ggf. Vorschläge zur weiteren Ausgestaltung des Reiseprogramms vor Ort.
  • Wie sieht es mit der Freiplatz-Regelung bei einer Gruppenreise aus?
    Die Faustregel hier heißt: je mehr Reiseteilnehmer, desto mehr Freiplätze. In der Regel gibt es bei Gruppen ab 21 Personen einen Freiplatz im EZ oder DZ. Bei Gruppen über 40 oder gar 50 Personen sind weitere Freiplätze je nach Veranstalter und Zielort n.V. möglich.
  • Who is responsible for complying with entry and exit regulations for the entire group?
    The individual travel participants are primarily responsible for complying with the entry and exit regulations for a group trip. They must ensure that they have all the necessary documents to enter and exit the respective country and that they meet the requirements. This can be, for example, a valid passport, a visa or a residence permit.However, travel experts and operators are also required to comply with entry and exit regulations by informing their customers about the requirements and helping them obtain the necessary documents. In addition, they can also support you in applying for group visas or handling customs formalities.However, it is important to emphasize that the ultimate responsibility for complying with entry and exit regulations lies with the travel participants. Before traveling, all necessary documents and strict requirements should be checked to avoid possible necessary or problems.
  • How will the group be divided when it comes to the costs and responsibilities of the trip?
    The distribution of costs and responsibility for a group trip depends on various factors and should be clearly agreed in advance. As a rule, this is determined in consultation with the tour operator or expert and the individual travel participants. The costs can, for example, be divided differently depending on the type of trip. In the case of a package trip, the total price can be divided among all participants, while in the case of a planned trip, the costs for accommodation, transport and meals can be divided among the individual participants. It may also happen that certain costs are covered by a sponsor or a specific participant. The division of responsibility also depends on the type of trip. For example, if a bus company provides transportation, the responsibility for safe transportation lies with that company. However, if each participant travels independently and arranges their own accommodation, the responsibility lies with each participant. It is important that the division of costs and responsibilities IS clearly agreed in advance to avoid ambiguities or disputes during the trip.

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