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General Questions

Groupia is a UK based tour operator specialising in group travel and events both in the UK and abroad. Our philosophy is to provide unrivalled hassle-free experiences to an impeccable standard.

Groupia Logos

Groupia HQ Address:
30-32 Westgate Buildings
Bath
Somerset
BA1 1EF

ATOL and ABTA are travel industry regulators, their members must comply to strict customer care and financial insurance protocols. Groupia are fully ABTA and ATOL bonded providing you with the highest level of financial and consumer protection available. For more details please visit ABTA and ATOL.

96% of our clients say they would book with us again due to our fantastic prices and high level of customer care. Booking with us takes the hassle out of your event planning as we'll do all the hard work for you and work to save you money.

Barclays Bank PLC
Account Name: Groupia LTD
Sort Code: 20-05-06
Account Number: 83841812
IBAN: GB52BARC20050683841812
Swift Code: BARCGB22

Pre Booking

Once we have received your enquiry we aim to get a quote back to you within 24 hours. This can take a little longer if the enquiry is submitted over the weekend or if the requirements need additional attention. To discuss your requirements immediately please call us on 01225 474200.

All of our quotes are priced on a per person basis. If a package has been based on an element with a single set cost, this will be clearly stated on your quote.

If flights are included in your package, they will be clearly detailed in your quote and correspondence and will require additional deposit payments. If you see no mention of flights in your quote they're not included. If you're unsure, please contact your Destination Specialist for clarification, or if you would like to get them added to your package.

If transfers are included in your package, they will be clearly detailed in your quote. If you see no mention of transfers in your quote they're not included. If you're unsure, please contact your Destination specialist for clarification.

If your quote is not quite what you want or you want to make changes please email or call your Destination Specialist (their details will be on the bottom of your quote) and they'll be happy to work with you to create the perfect package.

Once you're ready to proceed, all we need is an initial booking deposit (£40 as standard), which will secure your quote at the agreed rate. This can be paid online by following the link in your quote, or, alternatively, you can call the office on 01225 474200 and pay the deposit over the phone. You will then receive an emailed deposit receipt, confirming your chosen package, as well as an introductory e-mail from your Event Manager, outlining the next steps.

We appreciate that things change as plans progress, so we just need a realistic idea of numbers at the point of booking. Your guests will then typically have up to 1 month to each pay an individual deposit, which will secure their place on the event. After this, any unpaid places can no longer be guaranteed.
Guests' deposit payments will be deducted from their final balance (generally due 6 weeks prior to your event, which is when we'll need to know your final numbers).
Please note that these timeframes may differ where special terms apply. Full details of all payment deadlines can be found on your deposit receipt.

Our standard terms require an initial deposit of £40 to secure your package, followed by a further £40pp within 1 month of booking from all members of your party. Please note that these details may vary, depending on your chosen itinerary.

Once you've placed your deposit and your package has been confirmed, you'll be emailed a Deposit Receipt confirming the booking and detailing your itinerary.

We know that plans can change, so we will always do our best to accommodate booking amendments where possible. If you wish to make any changes to your package, please contact your Event Manager as soon as possible to discuss this.

Post Booking

Once you've received your deposit receipt, your event is secured. Your next step is to log in to your online VIP area and create your guest list, by doing one of the following:
1) Copy and paste the sign-up link provided into your group chat, so that your guests can register themselves at their convenience
2) Manually add your guests' names and e-mail addresses to your 'Guests' tab and follow the instructions to generate an e-mail/SMS invite Your guests will then have until the deadline confirmed in your deposit receipt (typically up to 1 month) to pay off their individual deposits and secure their place on the event.

We appreciate that numbers may change, which is why we give your guests up to a month to confirm their attendance on your event. All our packages are based on a minimum group size, details of which can be found on your quote and deposit receipt, so please be aware that if numbers drop below this, your package price may be affected. If your numbers increase, please let your Event Manager know immediately so they can check availability for the extra guest/s.

Balance payments are normally due 6 weeks before your event, but this can be different depending on the elements of your package like; self-catering, flights, etc. Your balance deadline will be clearly displayed on your deposit receipt email and online in your VIP area.

We'll always do our best but this is subject to availability. Price may vary and a supplement charge may apply.

If you need to cancel no problem, we understand that things can change. All deposits ad instalments paid are non-refundable so if we can help you amend the package to avoid cancellation we will. Please note: any other payments will need to be reviewed in line with our terms and conditions.

The booking form is a legal requirement and needs to be submitted prior to your event. The booking form can be found in your VIP area and will be released for completion once you have received your final balance receipt.

It's not a problem to have odd numbers (or odd people?) in your group however some hotels may apply a supplement charge for a single room if a triple room is not available. Please contact your Event Manager if you have any concerns.

No problem. You are permitted up to 3 variations on the full package, giving you a maximum of 4 package options overall. Any variations will need to be discussed with your Event Manager so that they can quote these for you and make them available for selection in your VIP area.

No, we always aim to make our event pricing as simple as possible, avoiding any hidden unforeseen costs. But always consider extras you might need during your weekend like parking, meals, drinks, etc.

As an ABTA and ATOL bonded tour operator we always recommend that each member of your party takes out the adequate level of travel insurance.

VIP Area

Simply log in to your VIP area, click on the 'Guests' tab and follow the instructions to create your guest list. Don't worry if you don't know everyone's email addresses by heart, you can send them the sign up link so they can register themselves!

Unfortunately, it's not possible to split the cost of the Bride/Groom's place by simply increasing each attendee’s package price, but any member of your party can log in and make payment on his/her behalf. Simply head to the ‘My Payments' tab, click the ‘Pay for Someone Else’ button and then check the relevant box to the right of his/her name, before proceeding to ‘Pay Now’. Please note: to do this, the required deposit needs to be paid before any instalment payments can be made. Any member of the group can make the deposit payment for the Bride/Groom.

To help you out, automatic payment reminders will be sent out to all guests listed on your VIP area. If you don't want the Bride/Groom to receive these e-mails, please provide a different e-mail address for him/her. If you have a secondary e-mail address, that would be ideal, but a friend or family member's e-mail is fine, provided you have their permission. Please ensure you add the Bride/Groom to your guest list, otherwise they will not be included in your final numbers!

If you are using the VIP area, it is possible to pay instalments after you have paid your initial deposit. The minimum payment accepted is £5 and all instalments must be in multiples of 5 (£10, £15, £20 etc). You can make instalment payments by clicking the appropriate box to the left of your name. If you have chosen to collect the payment on behalf of your group, this needs to be paid in one lump sum balance.

Please log in to your VIP area, click on the 'Guests' tab and indicate which guest/s you’d like to contact by ticking the boxes to the left of their names. Scroll down to the ‘Send Messages to the Group’ section at the bottom of the page and select the relevant reminder option from the dropdown. A pop-up will appear and you just need to click the ‘Send Message’ button.

We are unfortunately unable to accept individual payments over the phone. If you are unable to pay online via your VIP area for any reason, please contact your group's organiser and arrange for them (or another guest) to make payment on your behalf.

Yes, all listed attendees can log in and make payment on behalf of other guests. Simply head to the 'My Payments' tab, click the 'Pay for Someone Else' button and then check the relevant box to the right of the guest's name, before proceeding to 'Pay Now'.

It's not possible to add a guest to the system without a valid e-mail address, so you will need to ask the individual/s in question to provide a friend or family member's e-mail if they don't have their own address (provided they have permission). In this case, someone will need to make payment on their behalf.

We understand that circumstances can change, so we will always do our best to help. If you wish to change destination, please contact your Event Manager as soon as possible to discuss your options.

If this is the case, it's probably because you have booked/attended another event with us previously or are a guest on more than one event with us. After logging in, please head to the 'Home’ tab and click on the correct event.

Full details of your event will be available in the 'My Itinerary' tab of your VIP area, roughly three weeks prior to your event. If you require any specific information earlier than this, please contact your Event Manager.

On Your Event

Yes the Groupia emergency out of hours number can be found on your group's itinerary in your VIP area. If you are travelling to one of our European Destinations, you will also find the local number of our Ground Agents on your itinerary.

We'll always do our best to accommodate any last minute amendments but this may incur a £25 admin fee. Unfortunately It's not possible to make any amendments within 3 days of the event.

No, it's not possible to bring someone along on the day. Groupia cannot take any legal responsibility for an additional guests outside of the confirmed booking arrangements.

It's always best to check this on your itinerary information or with your Event Manager. You're not permitted to bring food or drink to any of our evening venues unless agreed with the venue in advance.

Bring a brolly! If severe weather causes your activity to be cancelled you will be contacted by either the supplier of the activity or your Event manager, and will be entitled to a refund of this element of your package. Some of our multi activity venues may be able to offer an alternative activity. If you accept the change Groupia will not be able to offer you any refund for the original cancelled activity.

If you're running late for an activity while on your weekend, please call the venue on the number provided in your VIP area.

Post Event

Once you've been on your weekend, you'll receive an email from your Event Manager asking you for feedback. Click on the link which will take you to your VIP area and simply complete the online feedback form.

Yes and it can save/make you money. For every person you refer who books a Groupia weekend, you will receive cashback of up to £50 (dependent on the new package booked) and they will receive a free place on their booking (T&C's apply). On your VIP area you will find a unique referral code to share with your friends. Please make sure they quote this when booking.

Yes please! We love to see your group pics, we promise not to point and laugh. You can send any photos to your Event Manager or tag us on Instagram @stagweb @gohen_com

Yes please! It's great to hear your thoughts, you can post a review/testimonial on Trustpilot or Google reviews. We appreciate all your comments.

Credit Notes

We understand that things change & in the rare instances they do and you need to cancel, meaning you absolutely cannot reclaim your money through your insurance, our Groupia Credit keeps your money accessible for you to use on a future Groupia event. Just remember though to always get insurance – whether you’re travelling with us or anyone else, see here for some tips on insurance.

When you have to cancel events outside of standard cancellation terms (unless any special conditions apply).

You can cancel any time but with a Groupia Credit it’s a win because it means you will not lose any deposits paid. Availability & no price increases allowing (eg seasonal variations), if you are a bulk cancellation you can even use it towards booking exactly the same event.

It’s certainly possible but the truth is we can’t guarantee it. Availability may no longer be there, trading terms and prices may have changed. We may no longer have a Supplier agreement and all the necessary insurance confirmations. We would never take a risk with your finances, health & safety. Our teams will always talk you through the best options.

Yes they do, standard terms of booking plus specific Groupia Credit Terms, see here.

In order to process your credit you will need to advise your Event Manager in writing that you wish to cancel your event. At the moment, it’s as simple as that. In the future this may be updated to a VIP area function. Remember though please cancel as soon as you can and in writing, so you do not fall into standard cancellation terms and miss the Groupia Credit opportunity.

Internally your event brief will be prioritised for Credit, group finances will be reviewed & then a credit will be raised which will appear in your VIP area.

At this stage no, it’s all part of the service. If that changes, we’ll update it here – another good reason to get your Credit in as soon as possible.

We started in early 2002 and we’re hoping with Client support we’re going to be around for another twenty years yet but if that is a genuine worry, rest assured you’ll be covered for claims because we’ve been providing clients with the best protection against financial failure since 2005. As part of the Groupia Credit system development we will produce an event document for you to download on our financial protection protocol. We hope this never happens but appreciate in stressful times the need to keep this process as simple as possible. At the current time our financial protection is administrated by ABTA, our ABTA number is W7797.

The Groupia Credit you receive will be dependent on the itinerary of your booked event & the amount you paid.

It will display in your VIP Area, it is unique to you.

You will receive your credit within 14 days of request. You will receive an email confirming your credit amount.

18 months from issue date.

Depending how you and your group initially booked and paid for your event, you will receive your credit in one of two ways:
(1) Total – If you opted to pay the sum of your event in a large payment, you as the organiser will receive a total credit note for a future event.
(2) Individual – If you opted to have all guests pay individually for their place, they will each receive credit to use on a future event.

(1) If You’re Booking an Event – When you come to book your event, simply let your Destination Specialist know you’d like to use your credit and they will apply it to your booking. Please be sure to mention it so we can allocate & ensure no oversight occurs in the booking process. (Please note the online use of a credit is currently in development.)
(2) If You're Attending an Event – When attending an event, simply let your group organiser know you have credit available and they can request Groupia to add the credit to your guest record.

Profile page of your VIP Area. There will also be a link in your credit notification email.

Across all Groupia platforms. There are no arrangements in place to use it with any external organisations at this time. If that changes, we will update you as soon as they become live.

Yes. If your new event has a lower cost than your credit amount, any left-over credit can be used for an additional event. Please note you will need to cover any cost increases that apply at the time of booking.

Because it’s system driven & will pin to your client record, we hope it will be a fairly simple straight line tracking process. However, if you feel it is incorrect please let us know as soon as you can so we can start looking into it for you.

This shouldn’t happen but we will authenticate every use of ‘Total’ credit with phone call confirmations.

FCO travel advice

Travel Safety & Advice

For information on staying safe and healthy while travelling abroad as well as local laws and latest government advice on destinations visit the FCO Travel Aware website.


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