Group Travel Proposal and Fee Standard

Before Passionate Vacations performs detailed group travel research, supplier outreach, resort comparisons, room block requests, custom proposal development, or group setup work, the Group Travel Proposal & Fee Acknowledgment should be used. This standard applies to church retreats, couples ministry trips, family reunions, birthday cruise groups, hosted cruises, destination weddings, vow renewal groups, business retreats, and similar group travel opportunities. The purpose of the document is to prevent unpaid custom proposal work and to make the planning relationship clear before significant time is invested. The document should clarify what is included, what is not included, planning or setup fees, non-commissionable supplier or rate issues, group host responsibilities, proposal and quote terms, guest communication expectations, and next steps before booking opens. This standard was created after a group proposal situation where significant research and proposal work had been completed before fee expectations were fully secured. Going forward, fee expectations and scope should be acknowledged before deep group planning work begins.