Guidebook - Leading Group Trips with WeTravel

Leading Group Trips with WeTravel

Contact Lydia ([email protected]; 626 232-3221) for questions or a demo

3 steps

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1 Build a beautiful, shareable trip page with itinerary, photos, and details for participants to apply

Create your trip page

Promote the trip 2 Invite potential participants via social media & email, or promote your trip on your existing website

3 Collect deposits, set custom payment, issue refunds, retrieve participants’ information

Manage payment and info

Click here for the 90-second video version! https://youtu.be/oTZednLgvVM

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Create your trip page 1

Go to WeTravel.com to start (it’s free!)

...or sign up / log in here Start creating your trip here...


Sign up using your email address or social media account

Pro tip: create a shared email account if you have more than 1 person leading the trip

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Start with the most important elements: destination and dates

Start by entering the destination...

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...then add the dates of the trip

Enter basic details about your trip

Create a title for your trip... (pro tip: be creative – think about what would attract your potential participants)

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...then select beautiful images to display on your trip page... (pro tip: you can easily upload pictures from your computer, web images, Facebook, Instagram and others using our platform)

...then decide how many people you want to join the trip (pro tip: you can change this later if your trip gets a lot of interest)


Write an overview of your trip

Content examples for this page: -  Write a fun description of your trip that

gets applicants excited to join -  Provide your contact info -  List the price for accepted applicants -  Give an overview of what’s included,

what’s not included -  Let applicants know what to think about

before the trip, e.g. physical fitness requirements, elevation overview on the cycling route, visa requirements, liability waivers

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Include itinerary details for your trip

Pro tip: if you haven’t finalized all of the details yet, you can add this later (e.g. after you select participants or settle on an arrangement with host organization)

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Pro tip: Remember to include a picture for each day of the trip. The more your trip page pops, the more people will want to join! Our easy upload feature allows you to quickly search the web for images, or use your own from your computer, Facebook, or Instagram


Set your pricing policy

Set the price per participant, decide whether you want to collect deposit (and how much) and whether there is a booking deadline Pro tip: set the price at $0 if you just want all interested applicants to register; you can customize the price later for accepted participants who have received scholarships or discounted rates)

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Pro tip: set extra options for participants who want extra amenities or activities not included in the base price, such as meals, additional nights of accommodation, activities.


Set guidelines for information required from applicants

Tips about the best way to use this page: -  Download all of this information in Excel

format later for easy tracking -  You can always request more information

later using our platform’s messaging tool (e.g. if you want to ask more questions to trip members)

-  If you have selection process, you can ask applicants in this section, e.g. ask them to write a little about their cycling experience or list their special needs/requests

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Promote the trip 2

Publish and promote your trip!

Click here to finish building your trip...

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…then share the link of your trip page via email and social media

Pro tip: Make sure you always click “Publish” after each change is made to your trip that you’d like users to see. Don’t worry-- it won’t automatically “re-promote” the trip when you do this.

Visit your trip’s page to admire your handiwork!

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Participants can register here (pro tip: set the price at 0 or the price of application fee if you want to conduct selection process; later on you can change the price for selected participants)

Interested applicants can see who else is going (pro tip: you can turn this feature off so no one can see who is joining the trip)

Interested applicants can browse through the itinerary

Click here to see it online: https://www.wetravel.com/trips/forests-lakes-and-mountains-alternative-spring-break-to-guatemala#/

Promote the trip 2

Don’t forget to promote on your own website if you have one

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Take your one-line description to the next level…

…with an instantly bookable and content-rich trip button, embedded on your own site

Promote the trip 2

(pro tip: No need to be an expert coder! Our platform’s organizer dashboard allows you to easily

copy & paste a few lines of code – explained later)

Manage payment & info 3

Now that you’ve sparked some interest, users can register on your page

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Pro tip: create custom options for participants who would like added trip amenities

Travelers can pay using US checking account or cards on our platform; international students without US checking account can pay using cards (pro tip: no transaction fee when participants pay using their US checking account on our platform)

Participants can easily submit information

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Here applicants can respond to the is the list of questions that you put together earlier (pro tip: if you have selection process, pose questions in this section; you can download responses in an Excel doc later


Coming in December: document & waiver upload feature!

Track payment status and participant information

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Here you can access your trip participant master list to track payment and info collection (pro tip: you can see booking details, issue a refund, cancel booking, and customize a price for each participant using our platform. All of the information can be downloaded in Excel format)

-  Create flyer to promote your

trip at trade shows or expos -  Integrate the trip on your own

website using our embedded code

Quickly send requests for participants to send payment or information with just one click!

Organizer dashboard on WeTravel


Track all the payments to vendors and partners

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Click the payout button to transfer money...

...to any account in the US or overseas (Pro tips: -  Transfer to any US

bank account for free using our platform

-  Download all the payout info in Excel format using our platform)

Organizer dashboard on WeTravel


WeTravel automates a simple procedure whenever possible

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You will receive an automated notification via email when someone registers and pays – no need to constantly check your spreadsheet (your participants will receive a notification too!)

Example of notification email


Lead your trips through WeTravel – it’s free!

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Example school users

Through WeTravel, since 2015 student leaders in US universities have transacted more than $4 million worth of group trips to 20+ countries in groups as large as 500 people

Contact

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Interested in a demo or simply want to know more?

Lydia Petrovic Director of Student Development

[email protected] (626) 232-3221

Documents

Guidebook - Leading Group Trips with WeTravel