This document provides instructions for leading group trips through WeTravel, a free online platform. It outlines a 3 step process: 1) Create a trip page with details like itinerary and photos for participants to apply. 2) Promote the trip and collect applications. 3) Manage payment collection, refunds, and participant information. The platform automates payment notifications and allows organizers to easily track participants, payments, and share trip details.

1. Leading Group Trips
with WeTravel
Contact Lydia (lydia@wetravel.com; 626 232-3221) for questions or a demo

2. 3 steps
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1 Build a beautiful, shareable trip page with itinerary, photos, and details for participants to apply
Create your trip page
Promote the trip2 Invite potential participants via social media & email, or promote your trip on your existing website
3
Collect deposits, set custom payment, issue refunds, retrieve participants’ information
Manage payment and info
Click here for the 90-second video version!
https://youtu.be/oTZednLgvVM

3. 3
Create your trip page1
Go to WeTravel.com to start (it’s free!)
...or sign up / log in here
Start creating your trip here...

4. Create your trip page1
Sign up using your email address or social media account
Pro tip: create a shared email account if you have
more than 1 person leading the trip
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5. Create your trip page1
Start with the most important elements: destination and dates
Start by entering the destination...
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...then add the dates of the trip

6. Enter basic details about your trip
Create a title for your trip...
(pro tip: be creative – think about what
would attract your potential participants)
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...then select beautiful images to display on
your trip page...
(pro tip: you can easily upload pictures from your
computer, web images, Facebook, Instagram and
others using our platform)
...then decide how many people you want
to join the trip
(pro tip: you can change this later if your trip
gets a lot of interest)
Create your trip page1

7. Write an overview of your trip
Content examples for this page:
- Write a fun description of your trip that
gets applicants excited to join
- Provide your contact info
- List the price for accepted applicants
- Give an overview of what’s included,
what’s not included
- Let applicants know what to think about
before the trip, e.g. physical fitness
requirements, elevation overview on the
cycling route, visa requirements, liability
waivers
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Create your trip page1

8. Include itinerary details for your trip
Pro tip: if you haven’t finalized all of the
details yet, you can add this later (e.g. after
you select participants or settle on an
arrangement with host organization)
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Pro tip: Remember to include a picture for
each day of the trip. The more your trip page
pops, the more people will want to join! Our
easy upload feature allows you to quickly
search the web for images, or use your own
from your computer, Facebook, or Instagram
Create your trip page1

9. Set your pricing policy
Set the price per participant, decide
whether you want to collect deposit
(and how much) and whether there is a
booking deadline
Pro tip: set the price at $0 if you just
want all interested applicants to register;
you can customize the price later for
accepted participants who have received
scholarships or discounted rates)
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Pro tip: set extra options for participants
who want extra amenities or activities
not included in the base price, such as
meals, additional nights of
accommodation, activities.
Create your trip page1

10. Set guidelines for information required from applicants
Tips about the best way to use this page:
- Download all of this information in Excel
format later for easy tracking
- You can always request more information
later using our platform’s messaging tool
(e.g. if you want to ask more questions to
trip members)
- If you have selection process, you can
ask applicants in this section, e.g. ask
them to write a little about their cycling
experience or list their special needs/
requests
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Create your trip page1

11. Promote the trip2
Publish and promote your trip!
Click here to finish
building your trip...
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…then share the link of your trip page
via email and social media
Pro tip: Make sure you always click
“Publish” after each change is made to
your trip that you’d like users to see.
Don’t worry-- it won’t automatically
“re-promote” the trip when you do this.

12. Visit your trip’s page to admire your handiwork!
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Participants can register here
(pro tip: set the price at 0 or the
price of application fee if you
want to conduct selection
process; later on you can change
the price for selected
participants)
Interested applicants can see
who else is going
(pro tip: you can turn this feature
off so no one can see who is
joining the trip)
Interested applicants can browse
through the itinerary
Click here to see it online:
https://www.wetravel.com/trips/forests-lakes-
and-mountains-alternative-spring-break-to-
guatemala#/
Promote the trip2

13. Don’t forget to promote on your own website if you have one
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Take your one-line description
to the next level…
…with an instantly bookable and
content-rich trip button, embedded on your own site
Promote the trip2
(pro tip: No need to be an expert coder! Our platform’s
organizer dashboard allows you to easily
copy & paste a few lines of code – explained later)

14. Manage payment & info3
Now that you’ve sparked some interest, users can register on your page
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Pro tip: create custom options for participants
who would like added trip amenities
Travelers can pay using US checking account or cards
on our platform; international students without US
checking account can pay using cards
(pro tip: no transaction fee when participants pay using
their US checking account on our platform)

15. Participants can easily submit information
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Here applicants can respond to
the is the list of questions that
you put together earlier
(pro tip: if you have selection
process, pose questions in this
section; you can download
responses in an Excel doc later
Manage payment & info3
Coming in December: document &
waiver upload feature!

16. Track payment status and participant information
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Here you can access your trip
participant master list to track
payment and info collection
(pro tip: you can see booking
details, issue a refund, cancel
booking, and customize a price
for each participant using our
platform. All of the information
can be downloaded in Excel
format)
- Create flyer to promote your
trip at trade shows or expos
- Integrate the trip on your own
website using our embedded
code
Quickly send requests for
participants to send payment or
information with just one click!
Organizer dashboard on WeTravel
Manage payment & info3

17. Track all the payments to vendors and partners
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Click the payout
button to transfer
money...
...to any account in
the US or overseas
(Pro tips:
- Transfer to any US
bank account for
free using our
platform
- Download all the
payout info in Excel
format using our
platform)
Organizer dashboard on WeTravel
Manage payment & info3

18. WeTravel automates a simple procedure whenever possible
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You will receive an automated notification via email when someone registers and pays – no need to constantly
check your spreadsheet (your participants will receive a notification too!)
Example of notification email
Manage payment & info3

19. Lead your trips through WeTravel – it’s free!
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Example school users
Through WeTravel, since 2015 student leaders in US universities have transacted
more than $4 million worth of group trips to 20+ countries in groups as large as 500 people

20. Contact
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Interested in a demo or simply want to know more?
Lydia Petrovic
Director of Student Development
lydia@wetravel.com
(626) 232-3221