Planning a Group Tour to the USA and Canada: A Checklist for Travel Agencies

Most problems on a group tour start months before the group lands. After many years of operating programs across the United States and Canada for agency partners, these are the points we ask every partner to plan for.

1. Start early

For peak periods — summer, the fall-color season, cherry blossom time in Washington DC and major holidays — begin six to nine months ahead. Group hotel blocks and motor coaches in New York, Niagara Falls and Quebec City are limited.

2. Check entry documents first

Every traveler needs a valid passport and the right authorization for each country on the route. Depending on nationality this may be a visa, an ESTA for the United States or an eTA for Canada. Some nationalities need visa interviews with long waiting times, so confirm requirements on the official government websites before you sell the program, and build in enough time.

3. Match the vehicle to the group

We operate SUVs and vans for small groups, mini-coaches for medium groups and 56-seat motor coaches for large ones. Allow seats for the tour leader and guide, and space for luggage. Coach driver hours are regulated by law, so daily distances must be realistic.

4. Send the rooming list and flights on time

Final names, room types, dietary requirements, mobility needs and flight details are needed about 30 days before arrival so that hotels, restaurants and transfers can be confirmed.

5. Recommend travel insurance

Medical care in the United States and Canada is expensive for visitors. We strongly recommend that every traveler carries travel medical insurance.

6. Explain local customs

Tipping guides, drivers and restaurant staff is customary in North America. Including gratuities in the package or briefing travelers in advance avoids awkward moments on tour.

7. Agree on the payment schedule

Our standard terms for partners are a 30% deposit at confirmation and the balance 30 days before arrival. Clear terms protect everyone and let us lock in hotels, vehicles and guides at the rates quoted.

8. Keep one line of communication

One planner on our side, one coordinator on yours, and a 24/7 operations number for the tour leader during the trip. It sounds simple, and it is what makes the difference when plans change.