Using a tour group planner
 

Does anyone here have experience with using a tour group planner, particularly for planning a trip for a group of students?

I am looking into travel options for a group of high school students and chaperones to travel from FL to Philadelphia next spring. The group is a church youth group - it is not school-related.

I was asked to compare the costs of traveling by air and by train. It occurred to me that a company or organization that does this kind of thing might be helpful but I am reluctant to start asking random companies for free information or quotes when I don't know anything about them. Also, we really just need to book travel - we don't need any tour services once we're at the destination.

If anyone has experience with one of these companies, or direct experience with putting together a trip that includes air travel, do you have any suggestions for how to go about this? Thanks!

Fodors is not the forum to ask such questions.

The population of members are independent travelers.

<<I was asked to compare the costs of traveling by air and by train. It occurred to me that a company or organization that does this kind of thing might be helpful>>

You can't / won't take the effort to do it yoursef, and then ask members what they think?

There have certainly been posts in the past from people who traveled with school groups. What is the harm in asking whether anyone has that experience? Why should I list for you every other step I have taken to get information? If you don't have something to add, just shut up and move on.

I have used tour organizing companies to help plan travel in Europe, North Africa, southern Africa and India for groups ranging from as few as 10 people to as many as 46 people since 1996. They can be very useful when arranging complicated trips involving flights, accommodation and coach travel. However, if you just want transportation between Florida and Philadelphia, there may be other options for you to investigate.

American Airlines offers discounts for groups of 10 or more traveling together. More information here: https://www.aa.com/i18n/businessProg...tings/main.jsp

I would guess other airlines have similar programs. Check out the airlines that service routes from your local airport to your destination.

AAA might be another good resource. Stop into a local office and ask them for quotes for rail and/or air travel.

I'd guess you're looking at about 24 hours and $150+ for train travel, probably double the cost, or more, but only 3-5 hours by air.

PS - And a suggestion, Barbara: telling someone here <i>" just shut up and move on"</i> isn't a good idea, even if you find his comments annoying.

Thank you for a civil response. I have already looked into fares and discounts on the available airlines as well as on Amtrak. I was simply wondering whether someone here had experience with using a company and whether that offered any advantages. From your response I am inferring that you do not think they offer a huge advantage in a situation where the logistics are relatively simple.

Asking questions about groups is fully compatible with this site and encouraged.

I used to arrange lots of group travel. It can get complex quite quickly and it is important to have a competent person familiar with the industry and the destination on your side. My recommendation would be to find a LOCAL travel agent who you like and trust. Proximity makes things easy. Ask around (friends, acquaintances, etc.) for recommendations, maybe even visit a few and see what they offer, who feel comfortable with, and select one.

If you find a good one who specializes in your destination, they should be high on your list. In this case, it means one who understands Amtrak.

Home based agents should be avoided for group work. I would also avoid AAA because my experience is they have few experienced and expert agents. Other local agencies who are affiliated with industry groups (Carlson, Amex, etc.) can be a lot better if they have the right agent.

I do not recommend trying to negotiate yourself with suppliers: agents can almost always do a better job for various reasons.

One more thing: from where (which city) in Florida? I may have a few suggestions.

The closest is Tallahassee but we are looking at other options including Jacksonville. Thank you!

From Tallahassee your best bet is probably flying. Delta and USAir would be your best bets for cost and convenience (ie, travel time). Jacksonville is looking to be well over $100 cheaper than Tallahassee per person but that, of course, needs to be balanced against the cost of getting to JAX. I doubt if any of the other smaller airports in the area would be better (Pensacola is over $200 more than Tallahassee!). Only if your group is 10 or more people you may save with a group fare.

Delta and USAir are the only viable carriers for both of these routes. USAir has nonstop flights from Jacksonville; from Tallahassee, and all Delta, would require a change of plane someplace. You will be hard pressed to get cheaper than Jacksonville short of going to South Florida.

I just reread your original and see you are only looking at transport at this time. Again, local travel agents may be able to do better but if you are only buying air from them they may be willing to give a big break on their fees (should be at least half their regular price). Negotiate.

Taking Amtrak is not a realistic option for you (even though seats in coach are about the same price as a flight) as you would still have to get to Jacksonville and from there it is an 18 hour overnight trip each way.

Thanks NFZ,
That is basically what I concluded after some initial searching. Amtrak had been recommended, but when I look at the time vs. cost, it would make more sense to fly from Jacksonville. (Also, there's the issue of the arrival time - which can fluctuate quite a bit when taking Amtrak from here to PA.) Before I talk to an agency or company I think we will need more information on the projected size of the group...so that is where I am for the moment. Thanks again for your suggestions.