Frequently Asked

Questions

Welcome to our FAQ page!

Here you’ll find quick answers to the most common questions about booking and enjoying our tailor-made group tours, partnership opportunities, booking policies, and more. Can’t find what you’re looking for? Feel free to contact us directly, we’re happy to help.

Before Booking

    1. Quote: Following your Travel Advisory Session, you’ll receive a personalized travel plan and a Reservation Invoice (€300).

    2. Reserve: Pay the reservation fee (non-refundable) at least 2 weeks before confirmation to begin planning.

    3. Confirm: Approve your final program and pay the remaining balance. For totals above €3,000 with more than one month lead time, payment may be split into 2 instalments.

  • We specialize in personalized group tours including themed city adventures, corporate retreats, wellness escapes, cultural immersions, and special interest travel for all group sizes.

  • Yes, every itinerary is tailored to your group’s preferences, budget, and schedule, ensuring a unique and memorable experience for all participants.

  • For best availability and pricing, we recommend booking 8-12 weeks in advance for short-haul trips and 3-6 months ahead for long-haul or peak season travel.

  • Absolutely. We believe all needs are specials and for this reason we create inclusive itineraries accommodating all ages and requirements with advance notice to ensure comfort and accessibility.

Pricing & Payments

  • The Concierge Fee applies to every group booking and covers full program planning and coordination.

    It includes communication with local partners, scheduling, and booking management.

    • 1–4 people: €499 per group

    • 5–20 people: €99 per person

    • 21+ people: €59 per person

    • Additional service fee: 10–15% on any pre-booked experience organized by Group Getaways (e.g., restaurant, tickets, VIP access)

  • Optional services can be added on request to enhance your group’s comfort:

    • Translator: €350–500 per day

    • Travel Guide: €550–700 per day

    • 24h Hotline: €60 per night

    • EasyLug Luggage Transfer: €45 per person & transfer

    • Invoice Split: Individual billing for group members (case by case)

  • Prices typically cover accommodations, selected activities, group transports, on-site support and eventual optional extras. We usually don’t provide flight tickets and travel insurance. Our travel advisor will provide detailed information to you.

  • Yes, certain conditions involve extra management fees:

    • Late booking (under 2 months lead time): +5%

    • Large group (20+ people or lead time <1.5 months): +10%

    • Complex trips (15–21 days): +5%

    • Complex trips (22+ days): +10%

    • Change requests after confirmation: €90/hour + VAT (minimum 2 hours)

  • We negotiate preferential rates with partners for groups, with discounts varying by size, season, and destination. Any complimentary spots or added perks will be highlighted in your quote.

  • We accept major credit/debit cards and bank transfers.

    Corporate clients can receive invoices with VAT details and flexible payment arrangements upon request.

    Individuals clients can also ask to split payment between group members.

Changes & Cancellations

  • Our cancellation and refund terms depend on the type of experience you book:

    • Tours & Bespoke Multi-Day Packages:

      • After Reservation: The €300 reservation fee is non-refundable, but it may be credited toward a future booking for up to 6 months if planning work has not yet begun.

      • After Final Confirmation: The remaining balance is non-refundable. A partial reimbursement (maximum 50%) may be considered on a case-by-case basis if logistical preparation and booking work have not yet commenced.

    • Local Discoveries & Things To Do (Third-Party / Partner Experiences): Cancellations and refunds for individual activities, day tours, or tickets booked through our local partners are subject to the specific provider's terms and conditions agreed upon at checkout. Group Getaways processes refunds for these items only when funds are officially released and reimbursed by the respective third-party provider.

  • Where permitted by suppliers, changes can be made subject to availability and potential fees. Early communication helps maximize flexibility.

  • Our tour pathways and local partner bookings are locked in ahead of time. While minor adaptations can be made for group safety, voluntarily choosing to drop out of the experience, bypass a tasting, or abandon the route early will result in a 0% refund on the unused portions of the tour.

During The Trip

  • Yes, you have a dedicated point of contact and access to 24/7 urgent assistance. For group events, onsite coordinators and local guides can be arranged.

  • We carefully vet all partners based on service standards, guest feedback, and reliability, and maintain close relationships to ensure a high quality travel experience.

  • Our team has established protocols and local contacts for rapid response. We also include contingency plans in every itinerary for traveler safety and comfort.

  • Our itineraries are carefully timed to respect everyone's schedule and secure venue bookings. If you encounter an unexpected delay, please notify your guide immediately through your dedicated WhatsApp group. Please note that our tours operate on a strict departure schedule with a minimal grace period, and missed connections due to voluntary delays are non-refundable.

  • Rain or shine, our experiences are designed to deliver exceptional value. However, if extreme weather makes a specific outdoor path unsafe, our guides will seamlessly pivot the group to a curated, pre-planned indoor alternative or adapt the route. Complete cancellations due to Force Majeure follow a strict pass-through policy based on local partner rules. More info in Terms & Conditions

  • To ensure a seamless and organized experience, Group Getaways will create a dedicated WhatsApp group chat prior to your tour's departure. This chat includes your Tour Guide and all group members, making it easy to track meeting points, manage timing, and receive real-time updates every 10–15 minutes if any unexpected field delays occur.

  • While ultimate responsibility for personal belongings remains with each guest, our guides are happy to provide assistance, translation support, or direct you to the nearest local authorities to file a report. To ensure fairness to all participants, the group's planned itinerary will continue without interruption.

Accessibility & Special Needs

  • Absolutely. We partner with highly vetted local venues capable of managing a wide range of dietary needs. However, these custom menus must be arranged well in advance. Please ensure all allergies and restrictions are explicitly disclosed in your initial booking form. Last-minute requests made on-site during a meal may limit our ability to provide a complete alternative.

  • We can assist with wheelchair accessible lodging and transport, special dietary needs, translators for those requiring assistance, mobility equipment rentals, and customized itineraries to meet mobility or other health needs.

  • We offer an optional EasyLug luggage transfer service to transport luggage conveniently to your group’s destination, minimizing physical strain on travelers needing mobility assistance.

  • Your physical safety is our absolute, non-negotiable priority. Our standard operating procedures ensure that safety considerations always supersede any pre-planned schedule, itinerary steps, or commercial decisions. Our guides are fully equipped and trained to handle field incidents with immediate public emergency workflows.

Corporate & Private Groups

  • Yes, we specialize in planning bespoke corporate and incentive travel, including venue sourcing, team-building, and event management.

  • We work closely with your corporate team or event planners to tailor itineraries that align with your goals—be it team building, rewarding employees, or hosting professional meetings. This includes arranging suitable venues, transportation, dining, activities, and technology setups.

  • Yes, from group bookings to coordinating accommodations, transfers, group dining, and activities, we handle all logistics to provide seamless group travel. We also assist with group invoicing and payment splits as needed.

Partnerships & Resellers

  • We collaborate with travel agencies, tour operators, corporate event planners, hotels, and other service providers to create mutually beneficial partnerships. Our goal is to expand reach and provide high-quality group travel experiences through trusted reseller and affiliate networks.

  • Contact us to discuss partnership models including whitelabel, referral, and alliance options designed for travel agencies, hotels, and event planners. Learn more here.

  • Yes, we encourage creative collaboration with partners to design customized itineraries and exclusive experiences that meet the unique needs of their clients.

Other Policies

  • While we do not provide travel insurance directly, we strongly recommend all travelers secure comprehensive insurance for cancellations, medical emergencies, and trip interruptions.

    We can guide you to reputable providers and assist with visa requirements by sharing official resources, though obtaining visas is the traveler’s responsibility.

  • We monitor travel advisories closely and maintain regular contact with local partners. If restrictions or events impact your trip, we proactively communicate alternatives, rescheduling options, or refunds according to supplier policies and travel insurance coverage.

  • Group Getaways complies with applicable data protection laws to safeguard your personal and payment information. Details on data collection, usage, and rights are outlined in our Privacy Policy, which we encourage all clients to review.

Didn’t find the answer you were looking for?

Contact our friendly team for personalized support and guidance.