Group Services
Destination Weddings, Family Reunions, Corporate Events & More
Go as a Group!
Group travel maximizes quality time with your friends, family or colleagues, leaving you plenty of moments to relax, engage in activities or fun-filled entertainment and even get down to business. From family reunions to corporate affairs, destination weddings to special milestones, a tropical setting and all-inclusive features make your group getaway one for the books.
We make your travel extra special with:
- Flexible Payment Terms
- Reduced Cancellation Policies
- Added Values and Benefits
- Support of Groups Experts
Ways to Experience Group Travel:
EXPRESS GROUPS VS CONTRACTED GROUPS
| Feature | Express Groups | Contracted Groups |
|---|---|---|
| Group Size | Minimum number of rooms varies by hotel. You can find the room requirements here | 10+ rooms for hotel-only bookings (some exceptions apply); 15+ adults with contracted airfare (air only is permitted for VE exclusive, non-stop charter flights, scheduled air must be combined with hotel as a package) |
| Contract Requirement | No contract required | Contract required for securing group |
| Terms and Conditions | Follows individual (FIT) booking protocol | Follows contracted terms, which vary |
| Rates | Rates subject to change and based on individual reservation (FIT) requirements at the time of booking | Fixed group rates offered with contract |
| Booking Code | Special booking code used to link reservations together. For a list of Express Groups hotels, click here ▾ | No code required, reservations will be linked by the Parent Booking for Custom Group Bookings or booked under one reservation for Standard Group Bookings |
| Concessions/Rebates | May qualify for group concessions and additional rebates at select resorts | May qualify for group concessions at select resorts |
| Payments | Made online or with Contact Center support | Made online or with Groups Department support. Ability to wire funds in lieu of credit card payments |
| Booking Management | Managed online or through the Contact Center | Full-service support from the Groups Department |
| Custom Booking Link | N/A | Available for Contracted Groups of 15 rooms or more |
| Request Process | Request Express Group code after meeting minimum room requirement. To request an Express Group Code, click here | Request a contracted quote via Groups Department. To request a Contracted Group Quote, click here |
| Vacation Protection | No restrictions, offers one time price drop on hotel portion. | GPP and GPP+ valid for up to 45 rooms max. GPP+ is not available for Contracted Scheduled Air scenarios. |
| Contact Information |
For general individual (FIT) booking questions, please reach out to the Contact Center at: 1.800.486.9777 For questions related to codes and perks, email: [email protected] |
Call: 1.800.486.9777 and follow prompts or email: [email protected]. |
Check out our FAQs at the bottom of this page.
Who is Group Travel For?
Traveling in a group is a rewarding experience for anyone, especially for a special event. Bringing a bunch of friends and family together to celebrate a major milestone, such as an anniversary or birthday, is a fantastic way to enjoy a shared experience you'll look back on for years to come.
Weddings
Destination weddings and vow renewals have never been more popular than they are today. Whether you are tying the knot or are already happily married, Vacation Express offers a range of collections and concepts that promise a truly romantic and unforgettable celebration. For wedding planning details, click here to the begin the process online, call 1.800.739.8876 or email us at [email protected].
If you are a travel agent, let our Groups Department coordinate your wedding party's travel arrangements. To be more hands-on, check out our Contracted Group option here. Put your wedding guests in the driver's seat with our Express Groups option. Not sure? Email our Groups Department at [email protected] or call 1.800.486.9777 and follow the prompts for the Groups Department.
Family Reunions
Regardless of the size of your extended family, reconnecting in the tropics is a great way to remove the pressure and stress of such a special occasion.
Corporate Retreats
For conferences, sales incentives and team-building exercises, Vacation Express has a wide selection of properties and all-inclusive packages that promise a productive environment for any business group. It's cost effective, too! The experts at Vacation Express will ensure that everything runs smoothly so that your group can focus on the bottom line!
Contracted Group Perks with NexusTours
Planning a family reunion, bachelorette party or destination wedding? Vacation Express has paired up with NexusTours to add even more to your group travel.
Click here
to check out exclusive perks for contracted groups with Vacation Express and NexusTours.
Groups Vacation Protection
Groups Credit Card Authorization Form
Terms & Conditions
Frequently Asked Questions
A: The Groups Department's normal business hours are Monday through Friday from 9:00am to 7:00pm ET. We can be reached at 1-800-486-9777 by following the prompts for the Groups Department. If you call outside our normal business hours or if all Group Agents are busy, you may leave a voice mail for follow-up call. You may also e-mail us at [email protected].
A: You may reach our Contact Center which is currently available daily from 5:00am to Midnight ET. For clients in destination, the phone number for our local reps at Nexus Tours can be found on your travel documents. For questions prior to travel, you may also email [email protected] for Contracted Groups or [email protected] for Express Groups. Once travel has commenced, you may email [email protected].
Express Groups FAQ
A: An Express Group is the easiest and most flexible way to book a group. A unique code is generated for you to apply to each individual reservation you create for the group on our website. The unique Express Code ties the bookings together so any applicable group amenities can be applied to each booking.
A: All hotels have a minimum number of rooms required to request an Express Group code. You can find the room requirements here. Once your number of rooms booked and deposited meets that minimum requirement, you can request your Express Group Code here. Your confirmation letter will include your eligible group concessions and/or rebates provided by the hotel. If you have more than one room booked on a reservation, you must list that booking number twice when submitting the booking numbers via the Express Group code request.
A: Booking as an Express Group allows you to access the lowest possible individual rates at the time of booking. There is no contract required, and payment terms follow our normal Terms and Conditions, offering more flexibility than a Contracted Group. Our Reduced Deposit Plan is also available for Express Groups. Group Amenities are offered depending on the supplier and minimum room requirements. These details will be outlined in your confirmation letter once the code is created, but we are happy to discuss in advance your preferred hotels' concessions to help you make the most informed decision. Please email us at [email protected].
A: In the list of participating hotels, you will find a dollar sign ($) next to those hotels that offer an additional rebate based on the hotel price for each booking as follows:
REBATE PROGRAM
| Hotel Price (per reservation) |
Total Reservation Rebate (if booking at a participating hotel) |
|---|---|
| $500-$999 Hotel Price | $25/reservation |
| $1,000-$2,500 Hotel Price | $50/reservation |
| $2,501-$5,000 Hotel Price | $100/reservation |
| $5,001-$6,000 Hotel Price | $200/reservation |
| $6,001 + Hotel Price | $225/reservation |
Note: If you find that a competitor is offering a rebate for a hotel that is not currently participating in the rebate with Vacation Express, we can review on a case-by-case basis. Please provide the details that you are finding elsewhere, and we will work to match the offer.
A: To receive an Express Group Code, please complete the online form here. Once your code is requested, you should receive an email with a confirmation letter within 24-48 hours. If you are a travel agent please click Sign In to find the form in our Travel Agent Portal.
A: Once your number of rooms booked and deposited meets the hotel's minimum requirement for an Express Group, you can request your Express Group Code here. Your confirmation letter will include the code that you will then apply to your bookings traveling with this group.
A: During the booking process, you will find a "Coupon Code or Group Code" box in which you may free-form type or copy and paste your code. This is located under Booking Options in the Shopping Cart.
A: The code is hotel-specific and cannot to be used for multiple properties; however, the code can be used for different sections within a specific brand. For example, The Hideaway at Royalton Punta Cana can be combined with rooms booked at Royalton Punta Cana.
A: Express Groups will follow the same Price Match Policy we have in place for individual reservations. For more information on how to request a Price Match, please visit https://www.vacationexpress.com/price-match/.
A: Yes, some hotels have a maximum number of rooms you can book under an Express Group code as a standard FIT group booking. If you know that your group will exceed 20-30 rooms, please reach out to us immediately at [email protected] or [email protected] so we can review your potential Express Group with the hotel. Note, in some instances if your group exceeds the hotels maximum number of Express Group rooms, you may need to request a contract.
A: Express Group bookings follow the same booking procedures as FIT bookings with the exception of perk redemption.
Key Contacts for Express Groups- Express Group Perks: [email protected]
- Pre-Departure Support [Changes, Deviations, etc.]: [email protected]
- Commercial Air Inquiries: [email protected]
- Schedule Changes: [email protected]
- In-Destination Inquiries: [email protected]
- Post-Travel Inquiries: [email protected]
For assistance creating or changing bookings, getting more rooms of a specific room category or any other issues associated with the bookings, please call our Contact Center at 800.309.4717.
Contracted Groups FAQ
A: Most hotels require 10 rooms minimum to be considered a Contracted Group; however, there are some exceptions that will allow as few as 5 rooms for a contract. For VE exclusive, non-stop flights and commercial air, a minimum of 15 people is required for a contract. If the minimum number of rooms/seats cannot be met for a Contracted Group, an Express Group will be the best option.
A: Booking as a Contracted Group ensures a block is set aside at the same price for everyone. Depending on the number of rooms or guests booked, we are also able to negotiate in advance the payment terms and reduction/cancellation policies along with the group concessions that each hotel provides. Maximizing group participation allows us to take full advantage of any complimentary travelers, upgrades or other inclusions offered by the resort.
A: To request a quote for a Contracted Group, please complete the online form at https://www.vacationexpress.com/group-services/contracted-group-request.aspx.
A: We work to provide a quote within 24-48 hours or 2 business days. In some cases, we may require more time such as when a request is made for a hotel and date for which we do not currently have all the details needed to create a contract.
A: It is important for us to know if your group is a Social, Wedding or Incentive group so that the group-specific terms can be correctly outlined.
A: In some cases, we can offer the same hotel rate for a group as is available for individual reservations. Most hotels also offer additional group amenities and concessions not offered for individuals. With airfare, it is not typically possible to offer the same rate to a group as is available for only two seats. Air carriers price available seats according to certain classes, and the number of available seats in each class is limited. We will do what we can to keep the price as competitive as possible, but the fare that one may find online for an individual reservation may simply not be available for a group. We will always work to provide the best possible group rates or offer something comparable within budget.
A: We are always willing to try to match or beat a competitor's group rate. Please provide any group quote you have received elsewhere so that we have the opportunity to match the rate and solidify your business with Vacation Express.
A: Yes, we will outline all pertinent payment and policy details in an official agreement that we will require you to initial and sign to secure the space.
A: The contract will outline your room block and pricing as well as airfare when applicable. Also provided are payment due dates and amounts as well as penalties for reductions and full group cancellations. We ask that you review all the information carefully and let us know of any concerns before signing. Once you sign the contract, you are agreeing to all details outlined.
A: We offer an Accounting Detail spreadsheet that is updated throughout the life of your Contracted Group. This spreadsheet will provide an itemized per-passenger breakdown of pricing to ensure we always agree on the grand total.
A: In most cases, travel documents can be ready to process 30-15 days prior to departure. It is crucial that we have final payment and all flight information before travel documents can be generated.
A: Key Contacts for Contracted Groups
Assistance for Groups Pending Deposit: [email protected]
Assistance for Fully-Deposited Groups [Changes, Deviations, etc.]: [email protected]
Provide Flight Information for Existing Groups: [email protected]
General Key Contacts
In-Destination Inquiries: [email protected]
Post-Travel Inquiries: [email protected]