Ask the airlines about discounts and group services

Most major airlines have a meeting planning desk to help you negotiate a discounted group contract, typically available if your group size is 10 passengers or more traveling to the same destination in the same time period.

I recommend: Look into group contracts with American Airlines, Northwest, United, Southwest, Delta and other airlines. Search for best fare deals fast at SideStep, Kayak, and Mobissimo (rated best for international carriers) and book multiple seats if they’re available.

Track down hotel discounts for your group too

Depending on the time of year and what else is going on in the city, hotels want group business too. The bigger your group, the more they’re likely to do for you. Ask about rate discounts, upgrades to concierge level rooms, early check-in/late check-out privileges, a free room for every ten rooms booked, a free room for the group coordinator, free or discounted meeting space, free internet, free baggage handling, discounts on food functions. You won’t get everything, but it doesn’t hurt to ask.

I recommend: : Let search engine Groople seek out the best hotel deals for your group. Check out HotelPlanner, Hotels.com, Orbitz, SideStep, Expedia, Booking Buddy, and Travel Worm. Look into Smart Meetings for deeply discounted room rates in the western U.S, and special discounts at CVBHotRates. And don’t overlook assistance from the local Convention and Visitors Bureau. To find out what else is happening in your destination city, check out this Web site.

Look for cost-effective and efficient ways to get around

Once your group is at the destination, how will you get from Point A to Point B? If it’s a major trade show or national convention, the event organizers might have hotel-to-convention center shuttles in place. If not, look into the best way to get your group around.

I recommend: Rent everything from an executive sedan to a motor coach from Carey Limousine. Handy Web site BreezeNet offers one-stop-shopping for discount car rental deals. Individual car rental websites can help in the search too. Super Shuttle, available in many major cities, offers group transportation to and from meetings and special events; submit your request online. Check out WebRideUSA to make taxi reservations online ahead of time. If you’re booking your group travel with an airline, ask the group desk about rental car partnerships too.

Get deals on tours, local attractions and restaurants too

All work and no play is no fun. When your work is done, take the group on a sightseeing tour of the area, to a local attraction or to a special restaurant.

I recommend: Gray Line Tours is the granddaddy of sightseeing companies with service in 150 destinations on six continents. Check out area attractions at the Undercover Tourist. Save money on entrance fees with a City Pass or Go Card. Check out restaurant discounts at Restaurant.com or locate a restaurant you like and contact them directly about a group discount. Don’t overlook Chamber of Commerce Web sites; local restaurants are often members.