The formal field notes
Six things to write down.
- 01
Your group
Chapter or organization, one decision-maker, approximate traveler count including guests.
- 02
Your schedule
Preferred month, a flexible date window and how long the group can be away.
- 03
Your destination
First-choice city, alternatives and the departure location.
- 04
Your budget
Comfortable amount per traveler, room occupancy and what that amount must cover.
- 05
Your must-haves
Lodging, event venue, meals, transportation and any accessibility needs.
- 06
Your comparison questions
Total price, deposits, cancellation terms, included services and the contracting company.
Do not put private guest details in a shared document. Confirm costs and terms with any provider before collecting payments.