Tips for Planning a Group Trip to QuiltWeek

Planning a group trip can be overwhelming, so we are providing some helpful information to help you make your next group quilting trip a success! Cheryl Ogrisek, the owner of The Yankee Quilter Quilt Shop in Seymour, CT, has graciously provided us with some helpful tips for how she successfully plans a bus/group trip to a quilt show. Cheryl is also an AQS Vendor at QuiltWeek Lancaster and will be at our new show, QuiltWeek New England! Even if planning a bus trip isn’t for you, discounted rates are available for groups of 25 or more. You can meet up at the show and save!

Step 1: Research

• Show information: Dates, opening times, closing, classes available, group discounts available? Ask about free admission for group leaders, preordering souvenir items, etc.
• Will you be using a Bus Charter?: What charter companies are local? How many seats do they have? They are going to want a pickup and drop-off destination. Usually, you can get by with the basics to get a quote.
• Hotels, if an overnight trip: Determine if you will offer single rooms as well as double rooms. I usually try to have 6-10 single rooms per overnight trip. Remember to consider the number of seats on the bus. Check Available rooms for those dates and room block rates. I always look for a hotel that includes some type of breakfast area included in the cost of the room. For a national show, you need to book 9-12 months in advance. 
• Extra Items: Goody Bags/Lanyards/extras. Are you providing a tote bag? Water? Snacks? All these things have a cost to consider.

Step 2: Cost

• Cost it out: Now that you have done some research, determine what it is going to cost. This is a great time to start a spreadsheet.
• Show: Admission fee (Group Rate). It’s easier to include this in your package so that everyone does not have to stand in line to pay for the show entrance. (AQS offers incentives if purchased early.)
• If interested, Pre-order show pins. They go fast—a pre-order guarantees one for everyone.
• Bus Fee (include all taxes, etc.)This needs to include a tip for the driver, which is not included in your bus fare. Determine your number of ‘seats.’  This is the total seats on the bus, minus your host, minus a few extra for good measure, in case you can’t fill it.

• Hotel Rooms: 

• • Single room Cost, including taxes and fees

• • Double room Cost, including taxes and fees

• • You will need one for the bus driver too!

Step 3: Planning the Trip

• Create an itinerary:  The attendees are going to want to see this before signing up. Are you planning a travel break, a stop at a quilt shop (PLEASE CALL AHEAD!), or a visit to a local landmark?
• Your itinerary should include – Pick up and arrival times. Destinations, time arriving and leaving, etc.  Host’s contact number.
• Include the meal information.  I.e. Breakfast at hotel, lunch at the show, dinner on your own, and list local places to eat.

• Marketing: Email, newsletter, website, Facebook Live. Check with the Show coordinator and see if they have a bus group listing on their website.

• Selling Tickets: Start selling seats as early as 6 months prior to the event.  Review your cancellation policies so you have enough time to cancel the trip if you don’t have enough registrations.
• Determine your price.
• Have a FIRM cancellation date.
• Determine your refund policy.  Include a NO EXCEPTIONS disclaimer! 
• With registration, get an emergency contact name and number.
• Specify what is included and what is not (admission, tote bag, etc.)
• Room / Guest List: Keep multiple copies of Room List and/or guest list, INCLUDING CELL PHONE NUMBER.  You can use these as attendance sheets to ensure no one is left behind.

All the other things:

• You will need deposit money for the bus and the hotel. 
• Cash Tip for the driver. Plus, plan a good bag of snacks for them too!
• Know your cancellation policy with the bus company and hotel
• Know your cut off for ordering group show admissions and pins.
• Do you need an insurance rider for any cars parked at bus pickup locations? (Shopping centers may require them.)
• If it’s a warm time of year, bring extra cases of water for the ride.
• Make sure the host has the emergency contact list and registration list with them at all times. 
• If you're planning a multi-day show with classes involved, you may need to arrange transportation for class students who need to arrive at the show early.  Sometimes there are shuttles, sometimes the bus can make two trips.  It all depends on where the show is vs the hotel.

Feel free to contact me with any questions!

Cheryl@yankeequilter.com

203-888-9196