Tell Us About Your Plans

Answer a few simple questions about your trip, and let our tools and expertise in group travel help you explore the possibilities!

Select and Customize Your Itinerary

Whether you are looking for a particular venue or for other exciting ideas, our integrated tools provide you the ability to select from a list of pre-defined, tried and tested itineraries or we can help you to customize your own.   If changes need to be made to your itinerary, simply make updates to meet your needs and Huddletrip will take care of all the details

 Invite Participants and Build Your Room List

Invite each member of your group to create a free online account with Huddletrip to become a participant. Create a room list with our online tool that allows you to easily drag and drop from your list of participants into rooms.  When complete, your room list will be automatically generated and delivered to your lodging partner.

 Watch Your Trip Come Together

Visit your dashboard frequently to see venues as they are confirmed, participant accounts as they are created, and trip details along the way.  You maintain full visibility and control throughout the process.  Participants can easily make payments, view trip details, ask questions, view FAQs, print itineraries and so much more!

 Sit Back and Let Huddletrip Do the Rest

Our management tools give you control over, and visibility into, the trip details and the process.  Our experienced Trip Coaches are always available to help you with the details!

  Create an Account and Get an Instant Quote

When you select one of the destinations with pre-defined venues available, you will gain immediate access to a number of options with instant quotes provided for each.

If your desired destination is not available for instant pricing, just tell us where you want to go and what activities you would like to include, and we will provide a quote for you within 24 hours.

We are adding online instant quotes to our library on a regular basis as we and our other customers create new and exciting venues for everyone to consider!

  Initiate a Trip

Once you have accepted the quote, you may review your itinerary. If your group has special events to add, or if you need to adjust the itinerary in any way, simply provide the details and our system will make the updates based on location, distance and other factors to integrate the changes seamlessly into your itinerary.

Experienced Trip Coaches are standing by to make sure your requests are fulfilled. Our goal is to exceed your expectations every time!

  Invite Participants, Parents and Chaperones

We provide several ways for you to invite participants to join your trip. You can:

   * Upload your participant list directly using a spreadsheet template that we provide. 

   * Enter their names and e-mail addresses into our trip participant builder.

   * Distribute a link to each participant in your group.

Participants will need to create a free account with Huddletrip in order to join the trip. You maintain full control as to who ultimately joins and participates in your group trip. 

We give you the tools to specify the appropriate payment arrangements for each participant. Best of all, this information is accessible only to you as the Trip Planner.

  Create and Manage Room Lists

Our interactive environment makes it easy to drag and drop participant names to assign individual sleeping arrangements. You can also specify room type, bed size and other needs that your group may have. 

Once completed, we provide a report for you to review before we submit it to your lodging partner so they are aware of your requirements. 

We require all vendors to make every attempt to fulfill your requests.

  Interact with Your Group Through Messaging and FAQs

Huddletrip provides an in-trip messaging center that offers the ability to send/receive messages to/from individual participants or to the entire group.  This allows the Trip Planner to address questions and share valuable information across the group.

  Upload Trip Documents for Your Group to Access

Our trip portal facilitates the availability and distribution of required documents for your group.

Upload permission forms, code of conduct, medical waivers or any other required documentation for your trip, so you can ensure your group receives the same information and can access it efficiently at any time. 

Reduce your costs by making this information available online, and eliminate the need for printing and distributing documentation physically.

  Review and Print Your Itinerary

When the details of your trip are finalized, your itinerary will be sent to you.  Once you have reviewed and approved the itinerary, you can then distribute it to your group.

Throughout the process, you can add notes to each venue.  Each note is designated as a public or a private note.  This is a great way to ensure important information is readily available on the itinerary for easy reference during the trip!

Private notes are viewable only by you as the Trip Planner, your designated chaperones, and any other individual(s) that you specify.  You have full control over who is able to view private notes.

Public notes are viewable by everyone in the group.

Huddletrip has venue or location specific notes as well.  Based on our experience, we may provide private or public notes that we feel may help enhance your trip.

The itinerary for the Trip Planner, chaperones and any other individual(s) that you have specified, will show all public and private notes. The itinerary for others in the group will show public notes only.

 Create an Account and View Your Trip Details in Progress

When you create an account, you will gain access to important information about your trip.  The Trip Planner will publish a high level view of the venues and attractions that will be included in your trip.  Visit your participant dashboard frequently to watch the progress of your trip!

 Make Your Payments Online

Once your trip details are finalized, a payment schedule will be distributed to you online.

Payments can be made online, conveniently by credit card or with several other payment options available, whatever makes you feel most comfortable.  There is no need to mail a check!

Payment status can be checked online, so you can verify your payment was received and check upcoming payment requirements. 

We provide the ability for you to send a request to someone to make a payment on your behalf.  This is done through a link that allows a payment to be made, without providing access to your account or your personal information!

 Print Trip Related Documents

Participants will have easy access to documents that your Trip Planner has made available, so you can quickly get information that you need for your trip through the convenience of the online trip portal.

Whether you have lost a permission form, or want to review the code of conduct sheet, just log in to your Huddletrip account and obtain the document.

When the details of your trip are finalized, you will have access to view and print your itinerary. Your itinerary will provide valuable information about the details and activities included in your trip, as well as any public notes that your Trip Planner has published for the group to review and reference.

Access Frequently Asked Questions (FAQs)

As questions are asked and answered between the Trip Planner and participants, the information can be published for the entire group within the FAQ document. If your Trip Coach has managed these types of trips in the past, they will likely have a list of FAQs to share with the group as well.

Have a question?  Check the FAQs first!  If you do not find the information you are looking for, contact your Trip Planner.

 Send a Message to Your Trip Planner

The in-trip messaging center gives you the ability to send messages to, and receive messages from, your Trip Planner. This is a convenient way to interact with your Trip Planner and quickly get the information you need.

These messages are also a great source to build new FAQs for your group!

 Exceptional Customer Service Provided by Experienced Trip Coaches

Experience and knowledge are an integral part of planning a successful group trip, and our Trip Coaches are committed to providing you with the level of dedicated support that you need.

 Extensive Knowledge and Expertise in Group Travel Planning

Our team has over 20 years of experience in the travel industry, we have established vast expertise in managing the details that make a group trip successful, and we want to share that knowledge with you!

 Innovative Online Tools to Greatly Simplify Travel Planning and Management

The comprehensive nature of our tools make group travel planning far more efficient than ever before.  The tools are easy to use, and they facilitate every aspect involved in planning a group trip.

The use of tried and tested, pre-defined itineraries greatly reduces time and effort needed to plan the details. The itineraries are completely customizable, so you have the opportunity to take advantage of what has worked well for other customers, and can change any of the details to suit your needs!

 Easy Online Payment Management

Our Electronic Payment Manager allows the Trip Planner to control and oversee the payment process rather than having to collect payment directly.  This tool greatly reduces the burden on the Trip Planner, and allows for convenient payment tracking and scheduling for participants.

 Convenient Message Center to Facilitate Communication with Your Group

The in-trip messaging center gives the Trip Planner the ability to send/receive messages to/from participants. This is a convenient way for the Trip Planner and participants to interact and share information needed. 

 Comprehensive Trip Portal Simplifies Distribution of Information

Our trip portal greatly facilitates the availability and distribution of required documents for your group, which saves time, reduces costs, and ensures everyone receives the same information.