What this service covers
Kousha Travel supports destination meetings, seminars, incentive groups, launches, dinners, celebrations, and weddings through venue sourcing, accommodation blocks, transport, guest logistics, vendor coordination, and on-site schedules. Licensed or specialist partners should handle regulated production, entertainment, security, and technical work where required.
Venue sourcing and comparison
A venue should be compared by legal operating scope, capacity, curfew, sound limits, wet-weather plan, catering, access, parking, power, production rules, and total cost. A site visit or current technical pack is essential before committing to a complex event.
Hotel room blocks
An event room block needs room types, nightly allocation, release date, guest payment method, name-list deadline, breakfast, extra-person rules, and cancellation terms. The organizer should also plan early arrivals, late departures, VIP handling, and transport between overflow hotels if one property cannot hold the full group.
Guest movement plan
The movement plan should connect airport waves, hotel check-in, venue calls, rehearsals, dinners, and departures. Each vehicle needs a route, passenger list, coordinator, loading point, dispatch time, and contingency. A single late guest should not force the entire group schedule to fail.
Vendor scope and accountability
Every vendor should have a written scope, delivery time, access requirement, payment schedule, responsible contact, and acceptance criteria. The master schedule should show dependencies such as power before lighting tests or guest registration before transport dispatch.
Event timeline and decision gates
The timeline should separate contracting, deposits, creative approval, guest data, permits, technical production, final numbers, rehearsals, show call, and settlement. Dates must identify the owner and consequence of delay so the team can protect critical bookings.
Permits safety and specialist partners
Public events, amplified sound, alcohol service, filming, drones, structures, security, and certain entertainment can require venue approval, licensed suppliers, or government permissions. The event scope should assign these tasks explicitly and include weather, medical, fire, crowd, and evacuation planning appropriate to the event.
What you receive before confirming
The client should receive a written scope that can be checked without relying on a phone call. It should identify the operating dates, suppliers or service standards, passenger assumptions, inclusions, exclusions, price and currency, validity, payment steps, amendment rules, cancellation terms, and the contact used during operation. Any item that remains subject to availability should be marked clearly rather than presented as confirmed.
What to send us first
Send one structured brief rather than separate messages for each service. Kousha Travel will review the request, identify missing information, check suitable suppliers, and provide a dated proposal. Read the validity, payment, amendment, and cancellation terms before approval. A supplier request is not a confirmed booking until written confirmation is issued.
Does Kousha Travel provide every technical event service directly?
Kousha Travel coordinates travel and event logistics and can source suitable partners. Regulated or specialist work such as structures, sound, lighting, security, entertainment, permits, and medical coverage should be assigned to qualified suppliers under a written scope.
How far in advance should I contact Kousha Travel?
Contact the team as soon as the dates and approximate group size are known. Peak holiday periods, large room blocks, special vehicles, guides in a particular language, event venues, and private experiences generally require more lead time than a simple transfer or standard hotel request.
What information should I include in my request?
Provide dates, passenger count and ages, flight details if available, preferred areas, room or vehicle needs, budget range, desired activities, language, luggage, dietary requirements, mobility considerations, and the date by which you need a confirmed answer.
Does an inquiry guarantee availability or price?
No. An inquiry starts the availability check. A rate or service becomes binding only under the written quotation and confirmation terms, after the required approval or payment has been received and the relevant supplier has confirmed the booking.
Can agencies and private groups use the service?
Yes. Kousha Travel can prepare a traveler-facing plan or work with an agency, company, family organizer, or group leader. The quotation should identify the contracting party, invoice details, decision maker, passenger-data deadline, and operational contact.
What happens if weather or local conditions change the plan?
The team will follow the applicable supplier terms and discuss a safe, workable alternative where possible. Refunds, replacements, or date changes depend on the service, operator decision, local restrictions, and the cancellation conditions accepted at booking.
