Should It Be Group Terms or Regular Terms and Conditions?
If you're quoting a trip for more than one traveler, one of the first things to figure out is whether you're actually booking group travel or simply managing several individual bookings. The distinction matters because it determines which Terms document, payment obligations, and cancellation rules apply — and it's the difference between being protected and being exposed if something goes wrong.
Headcount Doesn't Decide It — the Supplier Does
Ten friends traveling to Cabo may look like a group, but that alone doesn't make it group travel. If each traveler has an individual reservation with their own payment and cancellation terms, you may simply be managing multiple individual bookings — even if everyone is going to the same place on the same dates.
A true group arrangement generally exists when the supplier is treating the travelers as a group. Look for signs like:
A contracted room, cabin, or seat block
Minimum booking requirements
Group pricing or amenities
A rooming list
Deposit schedules tied to the group
Attrition obligations if the group falls below its commitment
If one or more of these apply, you're likely looking at group travel — and that changes how the booking should be managed and documented.
Individual Bookings vs. a Group Arrangement
With individual bookings, each reservation generally stands on its own. Travelers may select different room types, dates, or add-ons, and one traveler cancelling does not necessarily change the terms for everyone else.
With a group arrangement, the travelers are connected by requirements that apply to the group as a whole. Falling below a room minimum, missing a group payment deadline, or a change in the number of travelers can affect pricing, amenities, commissions, or attrition charges for everyone in the group.
Four Questions to Ask Before You Quote or Confirm
Is the supplier treating the travelers as a group? Look for a group agreement, room or cabin block, group booking number, rooming list, or other group-level arrangement.
Does pricing, commission, or any benefit depend on meeting a minimum? If it does, that minimum should be tracked through final payment and clearly communicated to your client.
Is there a group leader or another person authorized to act for the group? Determine who can make decisions, request changes, and receive communications — and what still requires approval from individual travelers.
Are there attrition, cancellation, or other financial obligations that apply to the group as a whole? If those obligations are being passed through to the group leader or travelers, your agreements and communications should address them clearly.
Which Terms Document Should You Use?
Once you've identified the structure, match it to the document built for it:
Group travel (a supplier-level group arrangement, as described above) → use our Group Terms, which cover attrition and cancellation for group bookings.
Individual bookings, even for multiple travelers on the same trip → your standard Terms and Conditions apply.
You're acting as merchant of record for the booking → use our Net Terms, built specifically around that role.
Destination weddings → use our Destination Wedding Terms, which include event-specific language.
Why You Can't Swap Terms Documents
These documents can look similar at a glance, but they aren't interchangeable. Using the wrong one means missing the protections built for that trip type — which is exactly what leaves you exposed if something goes wrong. While some clauses are similar across our Terms documents, each includes language tailored to what's being sold: Group Terms address attrition and group cancellation, Net Terms are built around you acting as merchant of record, and Destination Wedding Terms include event-specific language.
Bottom Line
Headcount alone does not determine whether you're booking group travel. Identify the structure first — is the supplier treating the travelers as a group? — then use the Terms document, documents, and process that match the trip you're actually selling.
When in doubt, don't guess. Our support team is always available to help point you in the right direction, and you can browse all of our agreements in the TIS Contract Library.
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