Groups, Contracts, and Codes…Oh My! Your Guide to Group Travel Planning

Tara Woodbury
Nov 7
3 min read

People riding camels in a desert, wearing colorful clothes. Dusty landscape with distant mountains under a clear sky. Serene mood.

Planning a group vacation—whether it’s a milestone birthday, a girls’ getaway, a destination wedding, or a corporate incentive trip—can feel like a puzzle. Between coordinating guests, managing payments, and finding the perfect resort, it’s easy to wonder: How do I get the best value without losing my sanity?

As a luxury group travel advisor, I work behind the scenes to take the confusion out of “group travel planning.” Let’s break down the most common ways hotels, resorts, and cruise lines handle groups—so you can choose the best fit for your travel style and budget.

What Counts as a Group in the Travel Industry?

Most hotels, resorts, and cruise lines define a group as 10 or more rooms or 20 guests. That’s the threshold for unlocking group rates, perks, and exclusive offers. Every supplier is a little different, so it’s always smart to confirm what “counts” as a group before you start planning.

The Three Main Ways to Book a Group Trip

Not all groups are created equal—and neither are the ways you can book them. Depending on your size, comfort level, and event type, you’ll want to choose between group codes, group contracts (room blocks), or what I call the “fly-by-the-seat-of-your-pants” group.

Let’s look at each one:

Express Groups or Group Codes

Best for:

Smaller, more informal gatherings — like a girlfriends’ getaway or multi-family vacation, or when the group leader doesn’t want to or can’t be financially responsible for the initial deposit.

With a group code, your guests can book directly online or by phone using a special code that unlocks discounted rates. It’s easy, flexible, and comes with no financial commitment on your part.

What to know:

Rooms aren’t held in advance—so if someone delays booking, they may miss out.
Prices can fluctuate with demand. So, while you may be getting a discount, you may be getting a discount off a higher price point the later you book.
Perks may be limited (for example, a free room for every 11^th room booked instead of every 7th).

Pro tip: If someone in your group finds a lower rate, always ask the hotel to price-match instead of booking separately. It helps your overall group numbers—and can improve your chances of earning concessions. 2. Group Contracts or Room Blocks

Best for:

Larger or more formal events like destination weddings, retreats, or corporate groups—where consistency, guaranteed space, and extra amenities matter.

With a group contract, you lock in a set number of rooms and a guaranteed rate by paying a deposit. Guests can then pay their share over time. As guests pay their portion, you can be paid back for the initial deposit you made in the form of a refund to your credit card if necessary.

The benefits:

Secures rooms so your group isn’t split between hotels.
Locks in your rate early.
Opens the door to more valuable perks—like complimentary events, upgrades, or private check-ins.

The fine print:

Group contracts come with financial responsibility. If fewer guests attend than planned, attrition penalties may apply. Cancellations may also carry fees. While I always negotiate on behalf of my clients if prices drop, the contract rate typically stands once signed.

Still, for groups that are confident in their headcount and want premium treatment, a contract is often the smartest and most rewarding choice.

The “Fly-by-the-Seat-of-Your-Pants” Group

Best for:

Casual gatherings with fewer than 10 rooms, where each traveler books independently, and flexibility is key.

In this case, everyone simply books their own room at their preferred rate. There’s no special pricing, no perks, and no paperwork—but also no responsibility if plans change.

If you’re looking for a carefree way to get away with a few friends, this can be an easy (if less cost-effective) option.

So…Which Option Is Right for You?

If you value simplicity, luxury, and peace of mind, a group contract is usually the sweet spot. You’ll enjoy better coordination, extra amenities, and the security of knowing your group will all be in the same place. If less responsibility for you and budget are top of mind, you may want to opt for an express group. And if your group is completely last-minute, perks aren’t as important, and if your hotel sells out it's ok, you probably can just book individually.

Make Your Group Travel Effortless

Group travel planning doesn’t have to be complicated—especially when you have an expert handling the logistics. Whether you’re organizing a family reunion in the Caribbean, a wine-and-wellness retreat in Italy, or a corporate incentive trip in Cancun, I’ll ensure every moment feels elevated and stress-free.