Group Logistics Pre-Confirmation Checklist

Why Pre-Confirmation Matters for Groups

Quoting a group without checking availability is how agents end up apologizing to clients. The Balkans has real capacity constraints—especially in peak season when vehicles, quality guides, and group-friendly restaurants all book up.

This checklist ensures you don't quote something you can't deliver. Work through it before presenting any proposal for 10+ passengers.

Transportation: The Critical Bottleneck

Licensed coaches with professional drivers are the scarcest resource in peak season. Here's what to verify:

Vehicle Sizing

Groups of 10-16: Mercedes Sprinter or similar minibus. Groups of 17-30: Midi coach. Groups of 31-50: Full-size coach. Groups of 51+: Multiple vehicles (adds complexity).

What to Confirm

Vehicle availability for all program dates. Driver availability (long days may require two drivers). Vehicle specifications (AC, luggage capacity, USB charging). Parking arrangements at each stop (some Old Towns have size restrictions).

Lead Time Required

Off-season (Nov-Mar): 2-3 weeks usually sufficient. Shoulder season (Apr-May, Sep-Oct): 4-6 weeks recommended. Peak season (Jun-Aug): 8-12 weeks minimum for guaranteed availability.

Please confirm availability for the following:

Group size: [X] passengers + [Y] staff
Dates: [arrival] to [departure]
Routing: [city to city movements]

Vehicle requirements:
- AC essential
- Luggage space for [X] full-size bags
- Professional English-speaking driver

Please confirm:
1. Vehicle type and capacity
2. Driver availability for full program
3. Parking clearance for Old Town stops
4. Net rate for the full program

Need written confirmation by [date] to proceed with client proposal.

Restaurant Capacity: Book Early for Groups

Most atmospheric restaurants in Dubrovnik, Split, and Kotor Old Towns are small. Finding quality venues that can seat 30+ requires advance planning.

Typical Capacity Constraints

Character restaurants in Old Towns: 20-40 seats total. Waterfront venues: Often 50-80 but premium pricing. Konobas (traditional taverns): Usually max 30 for seated dining. Private dining rooms: Limited availability, book 6+ weeks ahead.

What to Verify

Can they seat your full group together? Do they offer set menus for groups (simplifies service)? What's the per-person rate including drinks package? Are there any exclusivity requirements (minimum spend, buyout)?

Group Menu Strategy

For 15+ pax, always negotiate a set menu. It controls costs, speeds service, and reduces kitchen chaos. Offer 2-3 options with dietary alternatives pre-communicated.

We're exploring dining options for a group of [X] guests on [date].

Preferred time: [lunch/dinner] around [time]
Requirements: Seated together, set menu preferred
Budget: €[X-Y] per person including house wine/water

Can you accommodate? If yes, please send:
1. Available set menu options
2. Per-person pricing (all-inclusive)
3. Deposit/cancellation terms
4. Any dietary accommodation capability

Group confirmation deadline: [date]

Guide Availability: Language Matters

English-speaking guides are generally available with reasonable notice. Other languages require more lead time.

Availability by Language

English: 2-3 weeks notice usually fine. German: 4-6 weeks recommended (high demand). Italian: 4-6 weeks recommended. Spanish: 6-8 weeks (fewer qualified guides). French: 4-6 weeks. Japanese/Chinese: 8+ weeks (very limited supply).

What to Confirm

Licensed guide for required sites (some attractions require licensed guides). Full-day availability vs half-day. Experience with groups of your size. Any specialization relevant to your clients (history, food, architecture).

Guide-to-Group Ratio

Walking tours: 1 guide per 25-30 max (audio systems help for larger groups). Museum tours: Often capped at 20-25 by venue. Cooking classes: 1 instructor per 12-15 participants.

Site-Specific Constraints

Some attractions have group limits or require advance booking:

Dubrovnik

City Walls: No group limit but gets congested. Consider early morning or late afternoon slots. Game of Thrones tours: Popular guides book 4+ weeks ahead. Rector's Palace: Group tours should be pre-arranged.

Split

Diocletian's Palace: No formal limit but licensed guide recommended for groups. Krka National Park: Busy site, arrive before 10am or after 3pm.

Mostar

Old Bridge: No limit but photographing groups requires timing. Kravice Waterfalls: Gets crowded midday in summer; morning arrival recommended.

Kotor

Fortress: Groups should start climb early—1,350 steps in midday heat is challenging. Old Town walking tours: Licensed local guide required for paid tours.

Timeline: When to Lock What

8-12 Weeks Out

Request transport quotes. Inquire about guide availability for specialized languages. Put tentative holds on unique venues (private dining, exclusive experiences).

6-8 Weeks Out

Confirm transport with deposit. Book guides. Confirm restaurant reservations with menu selections.

4 Weeks Out

Finalize all bookings. Collect final passenger count and rooming list. Communicate dietary requirements to all venues.

2 Weeks Out

Reconfirm all services. Send final documents to clients. Brief local ops team on group profile.

48 Hours Out

Final reconfirmation call with all suppliers. Verify driver has correct pickup details. Confirm guide meeting points.