Turn the opportunity into a defined file
The decisions behind the proposal.
Choose whether the agency owns a private departure or wants places on an existing product. A private departure needs a full operating brief, while individual-seat sourcing needs a dated product and participant conditions. Record minimum numbers, release dates, deposits and the treatment of single rooms. Any airline block, complimentary place or commission arrangement must be expressly confirmed. The sample trade sequence is a control process rather than a live seat feed. Reconfirm the commercial basis if uptake, rooming or flight patterns change.
Illustrative brief to adapt
A group file that changes after initial sales
If uptake is lower than expected, review vehicle, guiding and minimum-number assumptions before collecting final payments. If arrivals split into several waves, update the movement scope too. A common itinerary title does not make the commercial basis unchanged when the participant file has materially changed.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| Private departure | The agency defines the group file | Full route and operating assumptions |
| Seat enquiry | Places on a separately confirmed product | Dates and participant conditions required |
| Series movement | Several agency departures | Each date needs its own status and validity |
A file-control structure
Trade operating file · 7-day sample brief
Adapt these stages to the actual agency file and supplier agreement. They do not confirm inventory, commercial terms or an operating commitment.
- Stage 1
Agency brief
Identify the file type, dates, passenger assumptions and requested service standard.
- Stage 2
Route and suppliers
Define nights, movements and preferred versus acceptable alternatives.
- Stage 3
Commercial review
Check validity, inclusions, currency and payment conditions in the written proposal.
- Stage 4
Pre-operation
Reconcile passenger details, rooming, dietary requests and actual flight sectors.
- Stage 5
Delivery and changes
Use named contacts and the agreed approval process for amendments.
Keep the whole journey visible
Commercial and movement context
Arrival and return planning
Assign ticketing and flight-change responsibilities separately from ground handling. Arrival schedules must be reconciled with the final passenger file.
- Requested arrival
- Gateway agreed in the agency file
- Requested departure
- Gateway agreed in the final operating version
Quote-specific trade terms
Trade terms are quote-specific and confidential. Record passenger count, rooming, currency, validity and supplier release conditions before resale.
No public net-rate table or allocation is implied. Discuss the actual currency, units and validity directly.
Specific to this package decision
Four questions worth resolving.
Can an agent sell one couple into a guaranteed group?
Only if a current product and its booking terms permit it. This page does not establish a shared departure or available individual seats.
Are airline seats pre-blocked?
No block is represented here. Ask for the actual supplier commitment, ticketing deadline and release conditions where relevant.
How are complimentary places treated?
Any concession should be explicit in the confidential proposal, including the participant assumptions and conditions on which it depends.
What if the group falls below the quoted size?
Request a revised price and operating review before final commitments. Shared costs and minimum-number conditions may change.
For the broader background, read our vietnam b2b group departures from india planning reference.
Confidential commercial discussion
Prepare a trade proposal request.
Include the company contact, operating file, rooming and approval requirements. Net terms are discussed directly; no confidential tariff is displayed on the public page.
b2b@maotours.comIndia office: Ghitorni, New Delhi, Delhi 110030. Your enquiry is sent only when you send the draft from your email app. No booking or payment is made here.