Tips on booking Family Reunion (11/2016)?

Hi all! It's been a while since I've been on the boards. We had a baby in March and it took a couple of months to convince family members we need to do a family reunion and I want to CRUISE!!! Any tips on booking a group (10-15 cabins) for our group? And any good lines I can use to help convince the family our family reunion should be on a RCI ship :D would be fantastic. We are looking at November 2016 but the RCI website doesn't have anything listed yet for that month. Any clue when they post the schedule for fall/winter 2016?

Hi all! It's been a while since I've been on the boards. We had a baby in March and it took a couple of months to convince family members we need to do a family reunion and I want to CRUISE!!! Any tips on booking a group (10-15 cabins) for our group? And any good lines I can use to help convince the family our family reunion should be on a RCI ship :D would be fantastic. We are looking at November 2016 but the RCI website doesn't have anything listed yet for that month. Any clue when they post the schedule for fall/winter 2016?

I would engage a good travel agent to handle your group.

The new cruises will come out in Feb/Mar/Apr 2015.

Hi CJ!

I just booked a family reunion cruise with 22 cabins on the Brilliance - we leave in two weeks and I can't wait!!!

The benefits to the Tour Conductor were better on RCI than on Carnival. I didn't check other lines. Here are a few tips:

1. Place a password on the account with Group Services. I learned the importance of this the hard way, when a well meaning relative changed someone's dining time for them, but forgot to change his kids dining time. Which leads me to #2...

2. If you're not a detail person & don't have a lot of spare time, use a travel agent. The amount of detail depends on the number of group activities and goodies you want to plan - but since I'm retired and OCD this was not a problem for me.

3. Keep your eyes open for fare reductions & sales. We booked 18 months out & I was able to get two major price reductions. Just be aware that some price reductions will affect your Tour Conductor Credit.

4. RELAX! And don't overthink it. I went all in - family cookbook, tee-shirts, cocktail reception...it was too much, and frankly for the time spent not appreciated by more than a few. Everyone just wants to relax & have a good time - which includes YOU!

5. Be proactive - don't depend on Group Services to address issues, unless you specifically ask.

Please let me know if you have any specific questions. I am more than happy to share my experiences.

I hope it all goes well & you have a great family reunion cruise!!!

Happy Sails!

Trish

Hi all! It's been a while since I've been on the boards. We had a baby in March and it took a couple of months to convince family members we need to do a family reunion and I want to CRUISE!!! Any tips on booking a group (10-15 cabins) for our group? And any good lines I can use to help convince the family our family reunion should be on a RCI ship :D would be fantastic. We are looking at November 2016 but the RCI website doesn't have anything listed yet for that month. Any clue when they post the schedule for fall/winter 2016?

Hi CJ!

I just booked a family reunion cruise with 22 cabins on the Brilliance - we leave in two weeks and I can't wait!!!

 

The benefits to the Tour Conductor were better on RCI than on Carnival. I didn't check other lines. Here are a few tips:

 

1. Place a password on the account with Group Services. I learned the importance of this the hard way, when a well meaning relative changed someone's dining time for them, but forgot to change his kids dining time. Which leads me to #2...

 

2. If you're not a detail person & don't have a lot of spare time, use a travel agent. The amount of detail depends on the number of group activities and goodies you want to plan - but since I'm retired and OCD this was not a problem for me.

 

3. Keep your eyes open for fare reductions & sales. We booked 18 months out & I was able to get two major price reductions. Just be aware that some price reductions will affect your Tour Conductor Credit.

 

4. RELAX! And don't overthink it. I went all in - family cookbook, tee-shirts, cocktail reception...it was too much, and frankly for the time spent not appreciated by more than a few. Everyone just wants to relax & have a good time - which includes YOU!

 

5. Be proactive - don't depend on Group Services to address issues, unless you specifically ask.

 

Please let me know if you have any specific questions. I am more than happy to share my experiences.

 

I hope it all goes well & you have a great family reunion cruise!!!

 

Happy Sails!

Trish

Good luck convincing family members CJ_one2000. We're in the planning phase of a family reunion cruise too and the hardest part so far has been getting people to commit to going.

Thanks for the great tips TexasRices. We have a few ques.....

Are fare prices for a group booking the same as what is advertised on Royal's website (for individual bookings) at the time the group booking is created? And, are the rates locked in for a specific period of time (i.e. 7-30 days) to allow for time for everyone to book?

The 7nt SB Alaska cruise (in 2016) is one of the cruises we're looking at so we're anxiously waiting for Royal to release its 2016-17 schedule.

Thanks,

A+A :)

Pick the date and ship, and let a TA handle the rest! All those wishing to attend should make their own arrangements with the TA. Do NOT be the "go between"...let the TA handle any and everything!

Hi A+A!

I agree - getting people to book was the hardest part. I made a lot of progress in that area by reminding everyone it was only a $200 deposit, which was refundable if they cancelled before final payment date. It was especially hard to get people to book that far in advance (5/6/2013 for a 1/26/2015 cruise), but I reminded everyone that it gave them plenty of time to make payments - and even include drinks, gratuities and excursions into their monthly payments. It worked well for our family, as many of us are retired and on a fixed income. We only had two cancellations out of 20, but we added two more later! Lesson learned - don't let those cabins go, if you can help it. I even refunded one of the deposits out of my own pocket, because she needed the money right away. Glad I did - it saved one of our last minute guests a ton of money because they got the earlier (cheaper) rate. You can transfer names on any room & keep the rate - you cannot add rooms past a certain point, at the original rate.

Now for your question! Our original booking rate was only a tad bit cheaper - but we also got $50 onboard credit for each stateroom on a five day cruise. We also got a couple of accessible rooms (usually more) for the same price as other staterooms in that category. Booking early enabled us to book all 22 staterooms midship on the same side of the same deck. (PARTY!!!)

Currently, the tour conductor credit is based on groups of eight - you get the same credit for booking eight staterooms as you do for booking fifteen, but the amount doubles once you book 16 staterooms (vs. 8 staterooms). I watched the sale announcements, and was able to take advantage of two rate drops, including a BOGO sale. The BOGO sale dropped my Tour Conductor credit significantly, so you need to keep that in mind - be sure to ask!

Here's how our reservation worked:

We booked 5/6/2013. They held the rate open for 30 days. All rooms that had deposits were held an additional 150 days (total of 180 days). At the end of the 180 day period, 20% of the original inventory had to be booked & sold in order to continue to hold any rooms that weren't legally booked. We had 100% of the rooms booked (with deposits and legal names) by that time, so I'm honestly not sure what happens after that. Payment had to be made in full by 11/13/14 and cancellations had to be done by that date, in order to avoid the cancellation fees. However, it was my understanding that you could still transfer a stateroom after that date. I would advise that you keep the booking open as long as possible. I closed our booking early - everyone said they were 100% sure, but then my cousin had to work and I could not drop the rate on that cabin from three people to two.

I hope that helps!!!

Trish

Good luck convincing family members CJ_one2000. We're in the planning phase of a family reunion cruise too and the hardest part so far has been getting people to commit to going.

 

Thanks for the great tips TexasRices. We have a few ques.....

Are fare prices for a group booking the same as what is advertised on Royal's website (for individual bookings) at the time the group booking is created? And, are the rates locked in for a specific period of time (i.e. 7-30 days) to allow for time for everyone to book?

 

The 7nt SB Alaska cruise (in 2016) is one of the cruises we're looking at so we're anxiously waiting for Royal to release its 2016-17 schedule.

 

Thanks,

A+A :)

I disagree CB - By handling the details myself, I was able to use part of the tour conductor credit to upgrade to a balcony room, and I had enough left to "share the wealth" with the other guests, via a private reception at no cost to them. My contact in RCCL's Group department was very helpful and was able to make suggestions, much as a travel agent would, that will help make our cruise memorable. Maybe it depends on the group - but our family reunion cruise has been a LOT less work and worry than I thought it would be - and I'm going to enjoy the heck out of that balcony! Each guset was free to contact the RCCL Group department about their own reservation, so all I really did was send out a few "reminders" and plan the fun stuff!

Pick the date and ship, and let a TA handle the rest! All those wishing to attend should make their own arrangements with the TA. Do NOT be the "go between"...let the TA handle any and everything!

Thanks for the add'l information TexasRices. It will come in handy. I hadn't thought about the scenario w/ an early cancellation and refunding the deposit yourself to keep a lower fare price for someone else.

cj_one2000: RCI's Group Reservation # is 800-465-3595. Suggestions for getting family members to go? Try offering to pay for a family member and I bet you'll get lots of takers then.

Cruise on!

A+A

You're welcome! I figured I could always apply it toward my cruise if I needed to cancel. ;)

LOVE your suggestion for getting folks to go! Please let me know if y'all make that offer...I'd be happy to become a long lost family member & go! LOL

Thanks for the add'l information TexasRices. It will come in handy. I hadn't thought about the scenario w/ an early cancellation and refunding the deposit yourself to keep a lower fare price for someone else.

 

cj_one2000: RCI's Group Reservation # is 800-465-3595. Suggestions for getting family members to go? Try offering to pay for a family member and I bet you'll get lots of takers then.

 

Cruise on!

A+A

Texasrices,

Your post was well organized and I took notes in case I ever have to plan an event or undertaking such as this.

Right now I would not have the time.

I would probably need more patience than time

Thanks for your post.

Safe travels.

I would engage a good travel agent to handle your group.

 

The new cruises will come out in Feb/Mar/Apr 2015.

Thank you, I'm hoping there will be some good itineraries coming for that time frame. Yes, was thinking a travel agent for the group. I don't want to be the one to collect money, too much drama there!

Hi CJ!

I just booked a family reunion cruise with 22 cabins on the Brilliance - we leave in two weeks and I can't wait!!!

 

The benefits to the Tour Conductor were better on RCI than on Carnival. I didn't check other lines. Here are a few tips:

 

1. Place a password on the account with Group Services. I learned the importance of this the hard way, when a well meaning relative changed someone's dining time for them, but forgot to change his kids dining time. Which leads me to #2...

 

2. If you're not a detail person & don't have a lot of spare time, use a travel agent. The amount of detail depends on the number of group activities and goodies you want to plan - but since I'm retired and OCD this was not a problem for me.

 

3. Keep your eyes open for fare reductions & sales. We booked 18 months out & I was able to get two major price reductions. Just be aware that some price reductions will affect your Tour Conductor Credit.

 

4. RELAX! And don't overthink it. I went all in - family cookbook, tee-shirts, cocktail reception...it was too much, and frankly for the time spent not appreciated by more than a few. Everyone just wants to relax & have a good time - which includes YOU!

 

5. Be proactive - don't depend on Group Services to address issues, unless you specifically ask.

 

Please let me know if you have any specific questions. I am more than happy to share my experiences.

 

I hope it all goes well & you have a great family reunion cruise!!!

 

Happy Sails!

Trish

Wonderful advice Trish! I'm detail oriented too but I don't like collecting money for group activities. I'd rather they call the travel agent to pick their cabins and payment issues. I'm not familiar with Tour Conductor. What exactly is that?

Thanks for the add'l information TexasRices. It will come in handy. I hadn't thought about the scenario w/ an early cancellation and refunding the deposit yourself to keep a lower fare price for someone else.

 

cj_one2000: RCI's Group Reservation # is 800-465-3595. Suggestions for getting family members to go? Try offering to pay for a family member and I bet you'll get lots of takers then.

 

Cruise on!

A+A

Ha ha, I wish we had the lottery here in Alaska...that'd be the only way we'd be able to pay for others. Thanks for the phone number. I'll be calling soon with a bunch of questions. I hate to have to wait until spring though for November 2016 sail schedule. I loooove vacation planning!!!! Of course, cruises are my secret addiction and planning them gets me too giddy at times :D

You don't collect the money - the guests pay directly to RCCL. They can also pick their own cabins. As tour conductor, I personally just recommended that we all group on one deck, and informed our Group Specialist that we would prefer to stay together unless someone chose differently. We do have one person who wanted to be higher up & one lower down, and they are. I just verified with them that it was their choice, sent reminders for payment dates, etc. You can be as involved, or not - as you choose. I made it easy on myself by creating a Facebook Group page - which is where I posted any info and reminders. You can be the tour conductor, get the TC Credit, and never lift a finger except to recruit guests. The more involved you are, the more apt people are to book & follow through, giving you a higher credit amount. We have folks who we haven't seen in years, so I chose to be more active - arranging dinner seating, a private reception...etc. But it's absolutely not required! Please talk to a Group Specialist - they can advise you better than I. I know Travel agents make their money this way, but as I said...with a little effort on my part, I was able to keep enough of the Tour Conductor credit to bump up from inside cabin to a balcony and pay for a nice little meet & greet reception. The Tour Conductor is simply the point person - as hands off or on, as you choose.

Wonderful advice Trish! I'm detail oriented too but I don't like collecting money for group activities. I'd rather they call the travel agent to pick their cabins and payment issues. I'm not familiar with Tour Conductor. What exactly is that?

You don't collect the money - the guests pay directly to RCCL. They can also pick their own cabins. As tour conductor, I personally just recommended that we all group on one deck, and informed our Group Specialist that we would prefer to stay together unless someone chose differently. We do have one person who wanted to be higher up & one lower down, and they are. I just verified with them that it was their choice, sent reminders for payment dates, etc. You can be as involved, or not - as you choose. I made it easy on myself by creating a Facebook Group page - which is where I posted any info and reminders. You can be the tour conductor, get the TC Credit, and never lift a finger except to recruit guests. The more involved you are, the more apt people are to book & follow through, giving you a higher credit amount. We have folks who we haven't seen in years, so I chose to be more active - arranging dinner seating, a private reception...etc. But it's absolutely not required! Please talk to a Group Specialist - they can advise you better than I. I know Travel agents make their money this way, but as I said...with a little effort on my part, I was able to keep enough of the Tour Conductor credit to bump up from inside cabin to a balcony and pay for a nice little meet & greet reception. The Tour Conductor is simply the point person - as hands off or on, as you choose.

Oh, okay, was thinking that's what you meant for conductor. I'm a detailed planner when it comes to our vacations, but have never planned for a large group before. Which do you prefer using with groups -- travel agent or RCI group specialist? Is there a benefit (saving money is always nice) to one over the other?

I personally feel that I've been on enough cruises & I'm enough of a detail person to work directly with a group specialist. If you're new to cruising or uncomfortable with keeping up with dates & sending reminders, then I would use a travel agent. I don't think you get the Tour Conductor credit if you use an agent, so that's another reason I don't use a travel agent.

Oh, okay, was thinking that's what you meant for conductor. I'm a detailed planner when it comes to our vacations, but have never planned for a large group before. Which do you prefer using with groups -- travel agent or RCI group specialist? Is there a benefit (saving money is always nice) to one over the other?

I personally feel that I've been on enough cruises & I'm enough of a detail person to work directly with a group specialist. If you're new to cruising or uncomfortable with keeping up with dates & sending reminders, then I would use a travel agent. I don't think you get the Tour Conductor credit if you use an agent, so that's another reason I don't use a travel agent.

Depends on the agent. They can keep the TC credit, give it all to you, or share it. It's something to establish up front.

Depends on the agent. They can keep the TC credit, give it all to you, or share it. It's something to establish up front.

How do you find out how much the tour conductor credit should be? I booked 9 cabins through a TA and they're giving each OV cabin $100 OBC and Inside cabins $25. We also get $100 OBC for OV from RC.

How do you find out how much the tour conductor credit should be? I booked 9 cabins through a TA and they're giving each OV cabin $100 OBC and Inside cabins $25. We also get $100 OBC for OV from RC.

In your situation (if you had booked directly with RCI group reservations) I believe the tour conductor credit (TCC) would be equal to the cruise fare for one person in whichever CATEGORY of cabins you have the most booked.

Know that category and room types are not the same thing. Room types being inside, OV, balcony, or suite and room categories being M, N, D1, D2, E1, or E2 etc. It's important to know this upfront b/c if your group has booked 2-D1's, 2-D2's, 2-E1's (6 balconies total), and 3-Cat. M's (3 insides), your TCC will be equal to the fare for one person in a Cat. M.

Obviously, it would be better to try to have everyone book a balcony in the same category (i.e. D2) b/c the TCC will be higher.

Normally the TA should be willing to explain upfront as to how the OBC will be obtained and distributed (based on the cabins booked).

atgood

In your situation (if you had booked directly with RCI group reservations) I believe the tour conductor credit (TCC) would be equal to the cruise fare for one person in whichever CATEGORY of cabins you have the most booked.

 

Know that category and room types are not the same thing. Room types being inside, OV, balcony, or suite and room categories being M, N, D1, D2, E1, or E2 etc. It's important to know this upfront b/c if your group has booked 2-D1's, 2-D2's, 2-E1's (6 balconies total), and 3-Cat. M's (3 insides), your TCC will be equal to the fare for one person in a Cat. M.

 

Obviously, it would be better to try to have everyone book a balcony in the same category (i.e. D2) b/c the TCC will be higher.

 

Normally the TA should be willing to explain upfront as to how the OBC will be obtained and distributed (based on the cabins booked).

 

atgood

Interesting, thanks for the explanation. We are narrowing down our choices to four different sailings over Thanksgiving week. We vote next week and will be setting up the group reservation through RCI this month so everyone can select their rooms and make deposits.

RCI Group Reservations department has been great to deal with. Good luck with the voting!

atgood

Atgood, we are planning to use RCI group reservations versus a travel agent. If we can just get through the voting, I'll be happy! Love my family but sometimes they take forever to make decisions, ha! :p

How do you find out how much the tour conductor credit should be? I booked 9 cabins through a TA and they're giving each OV cabin $100 OBC and Inside cabins $25. We also get $100 OBC for OV from RC.

Did you book group space? If you didn't there is no tour conductor credit. If you did its the average price of the lowest category booked less tax/port and ncf for 1 pax.

I found out that the hardest part of putting together a group cruise is, getting folks to put down their deposit. After that, the rest is easy. :D

Good luck with your planning.

Yes, I believe getting someone to commit and make the down payment is the hardest part (especially for an individual who doesn't cruise regularly).

Have fun...