guidebook - leading group trips with wetravel
TRANSCRIPT
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...
Create your trip page 1
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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Create your trip page 1
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)
Create your trip page 1
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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Create your trip page 1
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
Create your trip page 1
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.
Create your trip page 1
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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Create your trip page 1
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
Manage payment & info 3
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
Manage payment & info 3
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
Manage payment & info 3
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
Manage payment & info 3
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