Briefing a Bali group before they fly: the list agents forget

Ground operations rarely fail because a supplier let you down. They fail because a client arrived expecting something different. Most of that is fixable with a better final document.

Before departure

• Entry requirements. Indonesia's visa-on-arrival and tourist levy arrangements change periodically, and some are payable online before travel. Confirm the current requirement and amount close to departure rather than relying on last season's briefing — and tell the group whether they need to pay anything before boarding.
• Passport validity. Six months beyond the return date is the safe assumption.
• Dietary confirmation. Final veg and Jain counts must be with the DMC, not just on your file. See how to brief Jain meals.
• Ages of all children, because they change both attraction pricing and whether a child can join adventure activities at all — child age bands.

What to tell them about the days

• Driving times are longer than the map suggests. Set the expectation before they are in the vehicle, not during.
• Early starts are genuinely early. A sunrise trek pickup in the small hours is not an exaggeration — volcano day timing.
• Temple dress code. Shoulders and knees covered; sarongs are usually available at the gate, sometimes for hire. Tell them rather than surprising them.
• Wet activities need a change of clothes. A group going from rafting to a temple will not be admitted in swimwear.

Practicalities worth a line each

• Cash. Many smaller vendors, parking attendants and warungs are cash-only.
• Tipping. Driver and guide gratuities are customary and are not in your package price — what rates exclude.
• Power sockets and adaptors.
• Sun, humidity and hydration for groups arriving from cooler months.

The one-page rule

If the briefing runs past one page nobody reads it. Put the four things that will actually cause a complaint at the top — early starts, driving times, dress code, cash — and the rest below.

Ask us for the destination notes and we will send the current version for your final documents.