Group Booking FAQ

Group rates typically offer 15-35% savings compared to individual FIT bookings, with larger groups commanding better discounts.

Additional value comes from complimentary services: group check-in/check-out, dedicated tour escorts, customized meal arrangements, and priority access to attractions. FOC (Free of Charge) slots for group leaders - typically 1 FOC per 15-20 paying passengers - represent pure margin.

During shoulder seasons, negotiating power increases substantially for groups booking 30+ days in advance. We've secured discounts up to 40% for off-peak large groups.

Minimum group sizes vary by service type and destination:

• Hotels: Typically 10+ rooms (20+ passengers), though some properties accept 8-room minimums during low season
• Tours & Attractions: Most suppliers set threshold at 15+ passengers
• Coach Transfers: Minimum 20 passengers to justify dedicated vehicles
• MICE Packages: Generally 25+ attendees for conference facilities

However, we've negotiated flexible minimums with select partners. Some Singapore hotels offer group rates from just 8 rooms, and popular attractions like Universal Studios have 10-passenger minimum tiers.

We recommend booking group travel 3-6 months in advance for optimal availability and pricing. Here's a timeline breakdown:

• Peak Season: 6-9 months ahead (December holidays, Chinese New Year, summer vacations)
• Shoulder Season: 3-4 months advance booking
• MICE Events (100+ pax): 9-12 months to ensure venue availability
• Last-Minute Groups: 2-4 weeks possible, but limited options and higher pricing

Early Booking Advantages:

• Room block holds without immediate payment
• Ability to negotiate FOC slots and extra perks
• Priority access to premium hotels and conference venues
• Flexible payment schedules
• Locked-in rates protecting against seasonal price increases
• Complimentary upgrades or welcome receptions for 6+ month bookings

That said, we've successfully handled last-minute group requests within 2-4 weeks, especially during low season. Contact our MICE team to check real-time availability.

Group bookings offer flexible payment structures designed for travel agents' cash flow management:

Standard Payment Schedule:

• 30% deposit upon confirmation
• 50% payment 45 days before arrival
• Final 20% payment 30 days before check-in

Large MICE Groups (100+ pax):

• 20% deposit
• 40% at 60 days prior
• 30% at 30 days prior
• 10% final payment 15 days before event

Credit Terms for Established Agents:

Agents with approved credit lines can access 30-60 day payment terms post-travel. Learn more about credit applications.

Payment Methods:

• Bank transfers (preferred for large amounts)
• Credit cards (processing fees waived for groups over SGD 10,000)
• Wallet payments for instant confirmation
• Multi-currency options for international agents

Yes, FOC allocations are standard practice for group bookings. Here's what you can expect:

Additional FOC Benefits:

• FOC rooms are same category as paying guests (not downgrades)
• Complimentary AV equipment for 100+ delegate MICE events
• Free meal slots for organizers in group dining
• Enhanced ratios possible: 1:15 instead of 1:20 for multi-property bookings

Group size fluctuations are common, and we've built flexibility into our contracts:

Reductions:

• 10-15% reduction: No penalty up to 45 days before arrival
• Beyond 15%: Cancellation charges apply based on timeline
• Name changes: Typically free, can submit up to 7 days before check-in

Increases:

• Subject to availability
• Original contracted rates honored for additions up to 30% over initial booking
• Notify us immediately to secure additional inventory

Rooming List Changes:

Moving people between rooms is usually accommodated until 14 days prior to check-in.

For major changes, contact your dedicated account manager to explore options and understand financial implications.

Absolutely. MICE bookings receive dedicated account management from our corporate travel specialists.

What Your MICE Coordinator Handles:

• Venue sourcing with site inspection arrangements
• AV and technical equipment coordination
• F&B planning including dietary restrictions and themed dinners
• Team-building activity curation
• Ground transportation logistics
• 24/7 on-ground support during your event

Timeline & Deliverables:

• 48 hours: Detailed proposals with floor plans and cost breakdowns
• Pre-event: Site visits arranged for decision-makers (100+ room bookings)
• Post-event: Attendee feedback, reconciliation reports, photo documentation

Unique MICE Capabilities:

• Convention center partnerships
• Unique venues (rooftop spaces, heritage buildings, cruise ships)
• Professional emcees and local entertainment
• Parallel spouse programs for conferences
• CSR activity integration

Unlike generic booking portals, you get a single point of contact who understands your objectives and budget constraints, ensuring seamless execution.

Group packages are fully customizable to match your clients' interests and budget. Start with our pre-designed itineraries as templates, then modify as needed.

Common Customizations:

• Duration: Extend or shorten trip length
• Hotel Categories: Upgrade from 4-star to 5-star properties
• Meal Plans: Add cultural dining experiences or dietary-specific menus
• Activities: Replace shopping tours with adventure sports
• Transportation: Upgrade from standard coaches to luxury vehicles
• Special Requests: Birthday celebrations, corporate branding

MICE-Specific Customizations:

• Leadership development workshops
• CSR activities aligned with company values
• Destination-specific team-building experiences
• Parallel programs for spouses/partners

Our operations team builds custom quotes within 24-48 hours showing cost implications of each modification. There's tremendous flexibility - we've organized everything from luxury wellness retreats for 15 executives to 300-person conference packages.

The only limitation is supplier availability and your budget parameters.

Group cancellation policies are more structured than individual bookings due to inventory blocking:

Special Considerations:

• Peak Season: Stricter terms with penalties starting at 120 days
• Regular Clients: Negotiated favorable terms (free cancellation up to 60 days for 6+ month bookings)
• Force Majeure: MICE contracts often include clauses for unforeseen circumstances
• Partial Cancellations: Proportional penalties based on timing and percentage reduced

Travel Insurance Recommendation:

We partner with insurers offering comprehensive coverage including trip cancellation, medical emergencies, and supplier default protection. Some policies allow cancel-for-any-reason coverage at 15-20% premium surcharge.

Rooming lists should be submitted 14-21 days before arrival, though earlier is better for large groups.

Submission Process:

1. Log into your agent portal
2. Navigate to 'My Bookings'
3. Select your group reservation
4. Upload rooming list using our Excel template

Required Information:

• Full names (as per passports)
• Room assignments (single/double/twin occupancy)
• Bedding preferences
• Special requests (high floor, adjoining rooms, accessibility needs)
• Dietary restrictions for meal-inclusive packages
• Arrival/departure flight details (if transfers included)

For MICE Groups:

Also indicate VIP attendees requiring special attention.

System Features:

• Validates data and flags errors
• Confirmation within 24 hours
• Name changes free up to 7 days before check-in
• Can submit tentative names and update later

Our group logistics management covers comprehensive ground services:

Airport Transfers:

• Meet-and-greet coordinators with signage
• Porter services for luggage handling
• Coach allocation based on group size
• Staggered vehicle deployment for multiple arrival times

Hotel Coordination:

• Pre-arranged group check-in with key distribution
• Luggage tagging and room delivery
• Welcome briefings
• 24/7 liaison for any issues

Sightseeing Services:

• Licensed tour guides in required languages
• Entrance tickets with skip-the-line access (where available)
• Timed coordination to avoid crowds
• Group meal arrangements at vetted restaurants

Transportation Management:

• Dedicated coaches for multi-day tours
• Professional drivers with local knowledge
• Backup vehicles for emergencies
• Fuel, tolls, and parking included

MICE Event Logistics:

• Material shipping and storage
• Registration desk setup
• Name badge printing
• Conference material distribution
• Audio-visual technical support

Our operations team conducts pre-arrival briefings with all suppliers to ensure everyone's aligned on schedules and expectations.

Yes, we offer tentative bookings (options) for groups while you finalize client confirmations.

Standard Option Periods:

• Regular Season: 7-14 days
• Advance Bookings (6+ months): 21-30 days
• Peak Season: 5-7 days (may require option fees)
• MICE with Site Inspections: 30-45 days

How Options Work:

1. Submit group requirements with tentative dates
2. We block inventory without payment
3. Provide formal release date
4. Confirm before deadline or inventory auto-releases

Option Fees:

Peak season options may require small non-refundable fees (typically SGD 500-1,000), which are refundable against final payment if confirmed.

Multiple Options:

You can place multiple option requests simultaneously to compare properties. Just be transparent about your timeline and release unused options promptly.

We partner with leading travel insurers to offer comprehensive group coverage at 20-30% discounted rates compared to individual policies.

Standard Group Policy Coverage:

• Trip Cancellation/Interruption: Reimburses non-refundable costs
• Medical Emergencies: Hospitalization and evacuation
• Baggage Loss/Delay: Compensation for lost luggage
• Flight Delays: Missed connections coverage
• 24/7 Emergency Assistance: Hotline support

Enhanced MICE Coverage:

• Supplier default protection (if hotel/airline bankrupts)
• Event cancellation coverage (speaker illness, venue issues)
• Equipment coverage for AV gear or exhibition materials

Pricing Example:

Special Features:

• Pre-existing conditions coverage (with medical questionnaires)
• Cancel-for-any-reason riders available
• Adventure sports coverage (if needed)

We strongly recommend insurance for all international groups, especially during typhoon season or destinations with limited medical facilities.

MICE bookings require additional documentation beyond leisure groups to ensure precise event execution.

Initial Inquiry Documentation:

• Company profile and event overview
• Event type (conference, incentive trip, team building, product launch)
• Confirmed dates and preferred destinations
• Estimated delegate count with breakdowns (attendees, speakers, organizers, VIPs)
• Budget range (per person or total)
• Specific requirements (meeting space, AV needs, F&B preferences)

For Proposal Development:

• Event agenda outlining daily schedules
• Meal timing preferences
• Session formats (plenary, breakout rooms)
• Technical specifications for presentations

Post-Confirmation Requirements:

• Attendee rooming lists
• Dietary restrictions and allergies
• Accessibility requirements for disabled participants
• Emergency contact information
• Passport copies (for international events)
• Visa documentation

Payment Documentation:

• Corporate purchase orders
• Tax invoices
• GST registration (if applicable)

Post-Event:

• Detailed reconciliation reports with expenses itemized
• Attendee feedback forms
• Photo documentation

Having organized 500+ MICE events, we guide you through each requirement with templates and checklists. Your dedicated MICE coordinator ensures nothing is missed.