Batches, minimum headcounts, guaranteed departures and refund windows — the mechanics behind the booking button.
A group tour is sold by the seat, not by the package. The operator commits to a vehicle, a set of rooms and an itinerary on fixed dates, then sells the capacity one traveller at a time. Understanding that explains almost every rule you'll run into.
The moving parts
Batches
A batch is one dated departure of a trip. The same itinerary might run six times in a season, each as a separate batch with its own price and availability.
Minimum travellers
Below a certain headcount the operator loses money running the vehicle, so batches carry a minimum. Until it's reached, the departure isn't confirmed.
Guaranteed departures
Some batches are guaranteed — the operator commits to running them whatever the headcount, usually peak dates they're confident will fill. These are the safest to book leave around.
Seat and room allocation
You pick your seat in the vehicle. Rooms are allocated by the operator on a same-gender sharing basis, which is why your gender is collected at seat selection.
Refund windows
Refunds step down as departure approaches, because the operator's costs — permits, advance hotel payments — become non-recoverable. That's why terms tighten sharply in the last two weeks.
Trips with guaranteed departures
Highest-rated trips currently on sale.
Frequently asked questions
When is my booking confirmed?
Immediately for a guaranteed departure. For other batches your seat is held, but the departure confirms once the minimum headcount is reached.
Can I change my departure date?
Most operators allow a transfer, sometimes with a fee, and usually free if they cancelled the batch. Check the specific policy on the trip page.
Who do I contact during the trip?
The operator directly — their details are on your voucher. Most departures also travel with a trip captain.
