Group Policy and Group Leader Responsibilities

Group Travel Program

We’re excited to help you bring family and friends together for an unforgettable cruise! Here’s everything you need to know about being a Group Leader.

🌟 What Counts as a Group?

  • A group is 8 cabins with 2 guests in each cabin (16 guests total).

  • All bookings must be made through Travels by Charlotte King to qualify.

🎁 Group Leader Perks

  • Perks vary by cruise line but may include:

    • Onboard credit 💳

    • Special amenities 🎉

  • In some cases, Travels by Charlotte King may share a portion of the group credit with the Group Leader. This credit can be used by the Group Leader personally or shared with the entire group at the leader’s discretion.

👉 Important: Perks are only available once the group is officially formed (8 cabins booked and confirmed). If the group falls below 8 cabins before sailing, perks are forfeited.

👤 Who Is the Group Leader?

  • The Group Leader is the person officially designated when the group is formed.

  • Only one person will be recognized as the Group Leader per group.

  • If multiple people recruit cabins, the Group Leader may choose to share perks or credits with them, but this is optional.

  • Travels by Charlotte King reserves the right to designate the Group Leader if needed.

📝 Responsibilities of the Group Leader

✈️ Before the Cruise

  1. Communication – Keep your group informed about deadlines, payments, and updates.

  2. Collect Information – Gather names, addresses, phone numbers, and emails for every traveler. Ensure names match passports or IDs.

  3. Encourage Timely Payments – Remind travelers about deposits and final payment deadlines.

  4. Cabin & Special Requests – Help group members choose cabins and note any special needs.

  5. Travel Documents – Remind travelers to have valid passports, visas, and complete cruise check-in.

  6. Travel Insurance – Encourage members to review/purchase travel protection.

  7. Flights & Hotels – Remind members to arrange airfare, hotels, and transfers in advance.

🚢 During the Cruise

  1. Onboard Contact – Be available to your group as the main point of contact.

  2. Coordinate Gatherings – Help with group photos, dinners, or events onboard.

  3. Excursions – Remind members to book excursions early and encourage participation in group activities.

  4. Support & Safety – Keep emergency contacts handy and help maintain group communication throughout the trip.

✨ A strong Group Leader keeps the group organized, ensures smooth sailing, and helps everyone enjoy the rewards!

Contact me to help you book your group today!
985-630-2898