For Travel Agents ·
What you'll accomplish
You'll generate a complete, professional group travel proposal document — covering itinerary overview, accommodations, inclusions, pricing breakdown, booking terms, and FAQ — in 45–60 minutes instead of the 4–8 hours a group proposal typically takes to write from scratch. Group bookings are your highest-value transactions; a polished proposal wins the group.
What you'll need
A group proposal requires specific, accurate details. Have these ready:
Go to claude.ai, new conversation. Use this structure:
Write a complete group travel proposal document for the following group trip. This will be sent to the group organizer to share with their group members.
GROUP OVERVIEW:
- Event: [e.g., Destination Wedding Guest Group / Family Reunion / Girls' Trip / Corporate Retreat]
- Dates: [arrival] through [departure]
- Destination: [location]
- Property: [hotel/resort name]
- Group size: [X] guests
- Group organizer: [name]
ACCOMMODATIONS:
- [Room category 1]: $[price] per person (double occupancy)
- [Room category 2]: $[price] per person (single supplement: +$[amount])
- [Room category 3 if applicable]: $[price] per person
WHAT'S INCLUDED:
- [Inclusions — meals, transfers, activities, etc.]
WHAT'S NOT INCLUDED:
- [Exclusions — flights, gratuities, spa, etc.]
SPECIAL GROUP EVENTS:
- [Private welcome reception / group dinner / excursion / etc.]
PAYMENT TERMS:
- Deposit: $[amount] per person due [date]
- Final payment: $[amount] per person due [date]
CANCELLATION POLICY:
- [Your cancellation terms]
Please write a professional, exciting group proposal with: Introduction paragraph, Destination Overview, Property Highlights, Accommodations and Pricing, What's Included, Group Itinerary (general overview), Payment Terms, How to Book (with my contact info placeholder), and FAQ.
Claude generates a complete multi-page proposal. Review:
Copy the proposal into Word or Google Docs, add your agency letterhead/logo, format with your brand colors, and send as PDF. Alternatively, paste the key sections into a Travefy or TripSuite group quote for a more visual presentation.
For a family reunion:
[same data structure] Event: Family reunion, multi-generational group ages 8 to 78. Emphasize: activities for all ages, accessible rooms, group meals. FAQ should address: traveling with young children, room sharing, accessibility needs, what happens if attendance changes.
For a corporate retreat:
[same data structure] Event: Corporate team retreat / offsite. Professional, business-appropriate tone. Include section on team-building activities available. FAQ: team activities booking process, dietary accommodations for meals, AV/meeting room availability.