CHAPTER FORMAL TRIP BRIEF

Use this blank outline when comparing travel companies. Chapter Formal does not collect, store or forward this document.

GROUP
Chapter or organization:
Decision-maker and preferred contact channel:
Approximate members:
Approximate guests:
Total travelers:

SCHEDULE
Preferred month and date window:
Trip length:
Important campus or chapter deadlines:

DESTINATION
Departure location:
First-choice destination:
Alternative destinations:

BUDGET
Comfortable budget per traveler:
Assumed room occupancy:
What must be included in that budget:

SERVICES TO DISCUSS
Lodging:
Formal event space:
Meals:
Outbound and return transportation:
Local transfers:
Accessibility or dietary arrangements to discuss privately:

QUESTIONS FOR EACH PROVIDER
Which company signs the agreement?
What exactly is included and excluded?
What is the full price, including taxes and service charges?
When are deposits and final payments due?
What happens if the headcount changes or the trip is cancelled?
Who handles changes or problems during travel?

Do not include private guest details in a shared brief. Confirm all prices, availability and contract terms directly with your chosen provider.