How group organisers sort payments for trips and holidays

All payments for my trips go through the tour operator

Andrea Golder runs Thames Valley Tours and arranges several holidays each year. The only money she handles directly are for gratuities. She said: “I have an arrangement with my tour operators, that my group pay them direct and group members let me know that they have booked.”

Andrea added: “My posters and booking forms direct people to the tour operator to book and they usually pay over the phone by credit/debit card, or they can send a cheque or pay by bank transfer, which gives the customer some choice and flexibility. It also gives people immediate financial protection as all my tour operators are fully bonded (or equivalent). Another benefit is that people have the chance to discuss their room options and any special requirements direct with the tour operator, even extra things like paying for a sea view.”

Are there any downsides to this approach? She said: “There have been a couple of times when someone has failed to let me know that they have booked, and I have to do a bit of detective work to work out who they are. Often, they are a friend of a friend or something. I keep my tabs on booking numbers and step up the promotion strategy as and when needed, by emails, posters, social media etc. and I also send out reminders when the balances are due.

“This method of payment works well for us, and it frees me up to concentrate on promoting trips and thinking of ideas.”

“For long-haul holidays or cruises, we advertise the trip, obtain names and details, then pass onto the travel company. They will then in turn make direct contact and arrange for each client to pay a deposit with confirmation copied through to me as group leader.

Dave Hartle, Dave’s Trips

Payment apps and separate accounts

Some GTOs use payment platforms including Nicola Haynes who runs Theatre Trips Essex. She told us more: “I use Stripe which does incur a fee. The customer books the event on the website and then Stripe pays into my bank account each day. It’s very effective and safe but it did take a long time to set it up.”

Other groups have a bank or building society account set up for members to pay into. Sue Shapland, Exmoor Extroverts, said it was important to have a separate account for day trips and holidays. She said: “When my members book a day trip it’ll either be payment as soon as possible or by a certain date. I do accept post-dated cheques or members pay via BACS payments.

“For holidays, I ask for a deposit with final payment usually six weeks before we go. If we’re going abroad, members pay directly to the tour operator.”

A combination of methods

Ian Wilde, GTO for the Birmingham National Trust Associations, said for the holidays he organises the coach company he uses pays for the hotel on the group’s behalf. He added: “We use a combination of mainly cheques but some by credit card to get section 75 cover (protects purchases over £100). I organise all venues and use mainly a credit card which I then claim back on expenses.

“My preferred method for paying on day trips is to use a credit card on the day and then just pay for how many are there and claim it back from our treasurer.”

BACS payments

Dave Hartle of Dave’s Trips shared how he arranges payments: “With my day trips, several passengers send their money via a BACS directly to our building society account. Others wait until they board the coach and pay on the day. For long-haul holidays or cruises, we advertise the trip, obtain names and details, then pass onto the travel company. They will then in turn make direct contact and arrange for each client to pay a deposit with confirmation copied through to me as group leader.

“We then act on behalf of each passenger to ensure balance dates are met and any special request are passed onto the travel or cruise company. This ensures all our group members pay the travel companies directly without me having to handle any cash or card payments.”

Carol Swiecicka, Newton Abbot Travel Club, said: “I take deposits for most bookings, the amount depends on the price of trip or tickets I have had to purchase for shows.

“Payments are taken by cheque or BACS. If paying by BACS I email people and confirm receipt. I list when balances have to be paid by and send out reminders a week before the balance due date for any payments I am waiting for.”