An international group trip almost always depends on people on the ground: a destination management company, a local tour operator, guides, drivers, venues and community hosts. They know the roads, the permits, the seasons and the people, and they are the ones who solve a problem at seven in the morning. Choosing them well, agreeing clearly what each one does, and keeping one line of communication with them is a large part of what makes a group trip abroad work.
The short version
- A destination management company (DMC) coordinates local services such as transport, guides, hotels and activities for visiting groups.
- Vet partners on licensing, insurance, safety practices, references and how they handle problems.
- Write down who does what, including who is on call and who pays whom.
- Keep one point of contact on each side, and share one itinerary.
- Choose partners who benefit the place you are visiting, especially on heritage and community programs.
What You Need to Know
Kinds of local partner
- Destination management company: a local business that plans and runs services for visiting groups, often holding contracts with hotels, coaches and guides.
- Local tour operator: runs specific tours or excursions.
- Guides: licensed guides are required at many sites and in many countries.
- Transport companies: coach and van operators. See transportation for groups.
- Community hosts: villages, cooperatives, churches, schools and families who welcome visitors.
What to check
- Licensing where the country requires it for tour operators, guides or transport.
- Insurance, including liability cover.
- Vehicle and driver standards: age of vehicles, seat belts, driver hours.
- Experience with groups of your size and type.
- References from other groups.
- Emergency procedures: who answers the phone at night, and what they do.
Road travel is one of the leading risks for travelers abroad, which is why vehicle and driver standards deserve real attention. See group travel safety.
What to Do Before Your Trip
- Agree the scope in writing: services, times, inclusions and exclusions.
- Agree payment terms and currency, and how deposits are protected.
- Share the final itinerary and rooming list. See managing a group travel itinerary.
- Share traveler needs: mobility, diet, medical information as appropriate.
- Exchange 24 hour contacts for the trip.
Important Considerations
One line of communication
When a group leader, a U.S. agency and a local partner all talk to the same hotel or guide, instructions conflict. Agree who speaks to which supplier, and route changes through that person. The local partner should hold the same version of the itinerary as everyone else.
Heritage and community programs
Visits to heritage sites, ancestral communities or places of worship carry responsibilities beyond logistics. A good local partner can explain local customs, arrange respectful access and make sure that the community benefits from the visit. See diaspora and heritage group travel and culture and customs.
Group leader considerations
The leader does not need to manage every local supplier, but should know who the local partner is, how to reach them, and what to do if they cannot be reached. Keep that information in the operational itinerary and with your deputy.
Where LABUSA Travel fits
LABUSA Travel researches destinations, experiences and cultural opportunities and coordinates logistics for each group through its group travel management service.
Tips for Group Travelers
- Follow the local guide's instructions at sites and on the road.
- Ask before photographing people or places of worship.
- Tip according to local custom. See tipping.
- Raise concerns with the group leader, who will take them to the partner.
Common Mistakes to Avoid
- Choosing on price alone, without checking licensing, insurance and vehicles.
- No written scope, so inclusions are disputed on the day.
- Several people giving the partner instructions.
- No night-time emergency contact.
- Treating community hosts as attractions rather than hosts.
Frequently Asked Questions
What is a destination management company?
A local company that plans and delivers services for visiting groups, such as transport, guides, hotels, activities and events, often under contracts it holds with local suppliers.
Do we need a local partner for an international group?
Most international groups benefit from one, because local knowledge, licensed guides and on-the-ground support are hard to arrange from abroad. Small, simple trips may manage with individual suppliers.
How do we know a local partner is reliable?
Check licensing where required, insurance, vehicle and safety standards, experience with similar groups and references, and ask how they handle emergencies.
Related Travel Tips
- Group travel, the section this guide belongs to.
- Complete guide to international group travel
- Working with a travel agency
- Transportation for groups
Plan Your Trip With LABUSA Travel
LABUSA Travel designs custom group itineraries and coordinates their logistics, including culturally immersive experiences where they suit the group. Tell us where your group wants to go.
Planning an international group trip and need it coordinated on the ground?
Verify Before You Travel
- Each partner's licensing, insurance and written scope of services.
- State Department country information, for local laws and road safety conditions.
- CDC Travelers' Health, for destination health guidance.
Travel requirements, health guidance and safety conditions can change. Always confirm current requirements with the appropriate government or official authority before departure.