Group Organizer Guidelines - VBT Bicycling Vacations

Our expert Group Tour Managers are here to ensure a smooth booking process for you as the dedicated Group Organizer for your active vacation. Below is a streamlined booking guideline for your group tour experience:

Pre-Deposit & Courtesy Hold

Group space is held for 3–4 weeks after your hold is established (see Organizer Letter and Flyer). Contact your Group Tour Manager for any edits.
Group members make their own reservations with a personal Tour Consultant.
Your Group Tour Manager will provide periodic updates on your group’s status.
No change fees for reservation modifications before the 100-day final payment deadline. See more on Changes and Cancellations.
Note: Travel Advisor bookings are not eligible for direct Group Program benefits or rebates and do not count toward group size.

Post-Hold Period

Un-filled spaces are released to the public when hold expires.
New members may still join tour, if available, or waitlist using your Group Number.
Private Group Status is obtained at 17+ passengers in the group for non-waterways trips. Requires booking a date with full availability.
Waterways tours require the entire tour maximum. Previously booked guests remain booked on the departure.
Our Air Team works with flight package guests at ~10 months out to secure flights and upgrades. Note: Group flights together subject to airline availability and policy.

Organizer Responsibilities (Prior to Departure)

Promote the trip to maximize rebate potential.
Follow up with members who are unresponsive to communication.
Share Group Rebate details and intentions clearly with group members.

Group Rebate (30 Days Before Departure)

Rebate is calculated 30 days before departure and check is mailed ~ 3 weeks before departure.
See the VBT Group FAQ Page and CW Group FAQ Page for how rebate is calculated.