Group Leader Agreement
Please read everything carefully, then scroll all the way down to fill out the form.
In order to provide the optimal guest experience, a Special-Event-At-Sea group requires a minimum of 2 or 3 days at sea, so cruise length must be 6, 7, 8 days or longer. This can be a business conference, mastermind, seminar or networking group. Whether it's Online Marketing, Murder Mystery or Martial Arts, any "theme" or topic where members have an affinity, shared interests and goals.
The group consists of a minimum of 50 double occupancy staterooms. Special Event group rates will include $150.00 per guest to be used by your event planner (US) for special amenities and additional services provided. If YOU intend on charging an additional mark-up for your cruise, we can seamlessly add your "Value Add Program Fees" to the package price offered to guests. This is the amount YOU are charging for your on-board curriculum.
Example: $1,200 per person balcony stateroom, including all port charges, taxes and fees + $150 for US and $150 for YOU = $1,500 per person event rate. When 100 Cabins are booked by your guests (200 Guests based on double occupancy) = $30,000 to US for event planning, online group reservations system, t-shirts, beach bags, wristbands, name badges, etc. Plus $30,000 to YOU, your company, organization or charity for your onboard curriculum. 50 Cabins = $15,000 to you and $15,000 to us.
In addition, when a 50 cabin threshold is reached, you will also receive the base value of THREE DOUBLE OCCUPANCY CABINS (awarded approx. 60 days after sailing). Each guest is responsible for their own air transportation to and from the port of embarkation, optional pre-cruise hotel, island excursions, insurance and personal travel expenses.
Responsibilities of the Cruise Line:
To provide best available accommodations, all meals and entertainment aboard the advertised voyage, at a specially negotiated, group rate. Scheduled at least 10 to 12 months in advance, for best rates and availability. Rates for 1st & 2nd guests in each cabin are FIXED, rates for 3rd / 4th (usually children) are lower and FLUCTUATE based on date each reservation is made.
Special Event groups are also provided with meeting space as needed, such as conference facilities, A/V equipment, lcd projector, screen, podium, mics, sound system, flip charts, draped registration table, hospitality desk, etc.
In most cases the Cruise Line runs all charges on client's preferred cc. and any mark-ups can be seemlessly included are returned to us approx. 60 days after sailing.
Responsibilities of Little Shop Of Cruises & SpecialEventsAtSea.com
WE reserve group blocked space with the cruise line and negotiate all available perks, amenities, upgrades and complimentary berths.
WE handle all of the behind the scenes event planning, such as private parties, meeting rooms and bon voyage gifts, group photos. etc. and YOU take credit for it. These are INCLUDED in the package when a minimum of 50 cabins / 100 passengers are booked and set sail.
WE provide some of the marketing assistance needed to rapidly grow your group.
WE create your own group web page with instant online booking capability.
WE handle all reservations processing for your group, including special requests, three payment plan, etc.
Guests wanting to invite others can be added to a visible list of referrers on the reservations page, so they may build mini-groups within your main group.
Your own private (or public) facebook group for registered guests to "meet their shipmates" before, during and after the cruise.
Customized co-branded bon voyage beach bags with group T-shirts for all, VIP Wristbands, Name Badges, Table Tent Cards, Event Schedules, etc.
Your cruise planner, "Captain Lou" is available to arrange and co-host FREE "Countdown To The Cruise" webinars for group building and bonding!
When you reach 50 cabins (100 guests) booked, we will send one of our CGETS (Certified Group Event Travel Specialists) along to assure a worry-free turn-key experience for you and smooth sailing for all!
When you reach 100 cabins (200 guests) booked, Captain Lou will come along and even emcee the entire event, if you wish.
WE are providing all of these premium high-tech services and special amenities to you and your guests at LOW RISK to you. Why? Because we know that after you return from your fantastic "Special Event At Sea", everyone will want to go again next year, and the year after that. Plus, many of your guests will refer their friends as well.
Responsibilities of the Group Leader(s):
To qualify to partner with Captain Lou and the Special Events At Sea team, we prefer you have already experienced one of our world class cruise events live, in person. At very least, you have been on cruises before and know at least some of what your guests will expect. This is mandatory.
You are making a commitment to go with people you know on a cruise. They are making special air arrangements and taking time off, etc., and are expecting you to be there with them, whether there are 50 others, 500 or just 5. While your guests have the right to cancel before final payment is due...YOU do not, without incurring substantial admin fees. (Please see Cancellation Policies and Fees section, below)
DO NOT promote this cruise just to earn a FREE STATEROOM for yourself.
You MUST deposit your stateroom 1st before promoting this to others. (Usually $500)
A placeholder deposit of $50 per cabin to secure inventory is also required within 30 days. Example: 100 cabins = $5,000. This can be applied to leader's reservation, to a team member's reservation, or REFUNDED at group finalization, when at least 50% of goal is achieved. (50 cabins booked out of 100, etc.)
If for any reason you are unable to attend, YOU are responsible for sending a suitable substitute in your place and this must be finalized BEFORE final payments are due.
If you require meeting space onboard, you must submit your requested schedule at least 120 days prior to sailing.
Any markups and event fees above the suggested amounts must be cleared with us first, and promotion and methods of separate billing must be approved.
Minors under the age of 21 must be accompanied by a Parent or Guardian in the same room who is over 25. (Except for connecting cabins with Parents next door)
You will be held to a higher standard of professionalism, ethics, respect and manners than your guests will. If YOU are the group leader,you must act like one.
You must arrive early on the day of sailing for "priority embarkation" and a private meeting with the on-board group coordinator.
You are responsible for advising your guests of pre-dinner gathering lounges aboard ship and scheduling of meeting times, leading your group into the dining room, and mingling and being accessible to the others. If you don't want to be burdened by these responsibilities, make it clear to your guests that it is YOUR vacation too.
By establishing this group with us, you are agreeing to actively promote it and to allow your guests to invite others who may qualify, and DESERVE to go.
Regarding Cancellations (Policies and Fees):
Guests who do not purchase the suggested cruise cancellation insurance when they book, will be charged a $100 per person admin fee to cancel their reservation, prior to finalization 120 days out.
If you as the group leader / event host cancel the entire group prior to final payment date, YOU will be responsible for each $100 cancel admin fee, which would not be fair for your guests to incur. To insure that you are fully committed to this project, we also "hold" another $2,500 refundable retainer.
These admin fees are charged by Little Shop Of Cruises - Special Events At Sea for our services of group event planning, logistics, research, booking, un-booking, etc.
Change fees to move entire group (prior to finalization) to another date, instead of fully cancel are $50 per cabin.
After group finalization, with final payments due 120 days prior to sailing, the cruise / event is non-cancellable, non-refundable, non-transferable.