GOZY TRIPS
Society group trip organiser brief

Agree a shared plan for families, room choices and one practical boarding point.
Copy this into your own document and complete it with your group. Share only the details needed for a quote.
Confirm availability, prices and booking terms in your written quote.

GROUP OUTLINE
[ ] Society or residents' group:
[ ] City, locality and proposed meeting point:
[ ] Destination shortlist:
[ ] Preferred dates, alternative dates and return deadline:
[ ] Approximate households, adults and children by age band:
[ ] Budget preference per person or family and what it should cover:

COMFORT AND PARTICIPATION
[ ] Ask families about room combinations rather than assuming every household needs the same arrangement.
[ ] Agree a comfortable pace, rest breaks and optional sightseeing.
[ ] Collect mobility, dietary and other support requirements privately.
[ ] Confirm children’s participation and supervision arrangements with their families.
[ ] Separate interested households from confirmed participants before fixing headcount.

BOARDING AND COORDINATION
[ ] Check the proposed gate or assembly point and any vehicle-access permission with the society.
[ ] Agree one boarding time, luggage expectations and how late arrivals will be handled.
[ ] Choose an organiser and a backup contact to coordinate the group privately.
[ ] Share how families arriving separately will join the trip.
[ ] Confirm the return drop-off arrangement before departure.

MONEY AND FINAL DECISIONS
[ ] Decide how households approve the plan and how payments will be coordinated.
[ ] Request a written breakdown of transport, rooms, meals, entry tickets, activities and taxes.
[ ] Confirm child pricing, room occupancy and optional extras in the actual quote.
[ ] Agree the booking deadline and check written cancellation and headcount-change terms.
[ ] Send each household the confirmed itinerary and its room and payment details privately.

Planning template from Gozy Trips | https://gozytrips.in