Group Travel Planning: What I Handle for You
You bring the group. I and my partners handle the details.
Organizing a group vacation shouldn’t become another full-time job. I’m Gary Zins, founder of Pickleball Travel®, and I work directly with your group leader to turn an idea into a getaway—from choosing the destination to coordinating bookings and preparing everyone for departure. My affiliations with nearly every resort you can think of, allows me to offer the following services while at the same time providing the group with a competitive rate near, the same, or below what can be found online. And the best part--you will have a dedicated contact with first-hand experience (let's call it your personal pickleball and travel AI) that knows about your group and your trip.
Destination and Budget Planning
- Research destinations and compare resorts, accommodations, dining, and pickleball facilities.
- Compare dates, trip lengths, room categories, and pricing options.
- Consider playing levels, non-players, spouses, accessibility needs, and your group’s interests.
Group Rates, Contracts, and Benefits
- Request group rates, room blocks, and availability.
- Compare promotions and coordinate group contracts with suppliers.
- Explain deposits, payment schedules, cancellation terms, and room-release deadlines.
- Explore complimentary accommodations, upgrades, credits, or other benefits where available.
- Clarify organizer benefits and coaching fees before bookings begin.
Reservations and Payments
- Provide a central contact for travelers’ booking questions.
- Collect reservation details and maintain rooming lists, roommate arrangements, and room preferences.
- Coordinate reservations and payments through the appropriate booking provider.
- Send payment reminders and track booking deadlines.
- Assist with reservation changes, cancellation requests, and supplier discrepancies.
Flights and Transportation
- Research flights when requested, and package them with the resort when appropriate.
- Organize arrival and departure information.
- Arrange airport transfers and transportation for group activities as needed.
- Share baggage information and transfer instructions.
- Offer travel protection options and direct travelers to policy details.
Pickleball and Coaching
- Confirm court details, equipment availability, fees, and property rules.
- Coordinate court reservations and obtain written confirmation of agreed access.
- Arrange coaching or work with your group’s own professional.
- Help plan clinics, social play, round robins, and beginner-friendly activities.
- Coordinate coaching fees and discuss alternatives for weather or facility disruptions.
Group Activities and Special Requests
- Help create an itinerary with a balance of organized activities and downtime.
- Coordinate excursions, group dining, welcome gatherings, and other shared experiences.
- Explore golf, tennis, spa, sightseeing, and options for non-players.
- Coordinate meeting-space, catering, and audiovisual requests for retreats.
- Communicate dietary needs, accessibility requests, and special occasions to suppliers.
Promotion and Traveler Communication
- Create trip descriptions, flyers, and shareable booking information.
- Provide materials your group leader can use to invite travelers.
- Share booking instructions, availability updates, and deadline reminders.
- Answer travel questions and help keep your group informed.
- Provide itineraries, packing suggestions, and pre-trip briefings as arranged.
Before, During, and After Your Trip
- Provide confirmations, supplier contacts, and instructions for getting assistance.
- Direct travelers to official passport, visa, and entry requirements.
- Reconfirm rooming lists, transfers, court arrangements, and group events.
- Help communicate service issues or travel disruptions to suppliers during agreed support hours.
- Provide on-site hosting or coaching when separately arranged.
- Follow up on unresolved supplier issues, refund requests, and traveler feedback.
How We Get Started
Tell me your approximate group size, possible dates, budget, and what you want from the trip. I’ll help compare options, confirm the arrangements, and coordinate the booking process. You can focus on bringing people together.
Planning for a club or company? Explore our country club vacations and corporate retreats.
Call 605-354-0661 or email info@pickleballtravel.com.