Groups & project crews Crews, teams and groups —
Crews, teams and groups —
handled once, across five towns.
Defence exercises in Rockhampton, hospital projects in Bundaberg, carnival weekends in Dubbo, field days in Orange and shutdown season in Emerald: Travellers Group handles block bookings, rotation handovers and group logistics with one point of contact across all five properties.
What we handle
Block, rotation, group — with the paperwork sorted.
- Block bookings. From small crew blocks (4–6 rooms) up to full-property buyouts. Rooms held tentatively for seven days from enquiry; secured on receipt of a signed agreement and 10% non-refundable deposit.
- Rotation handovers. Standard for defence exercises, mining shutdowns, project rotations. Final guest names due 30 days before arrival; up to three amendments per group while in-house with 7 days' notice.
- Group logistics. Nominated Group Leader on-site; nominated Group Booker for admin. One primary contact at Travellers Group — the Group Revenue Manager — coordinates across every property the group touches.
- Cross-town coordination. Under a corporate account, a single Group Booker can book across multiple properties with consolidated invoicing.
- Formal contract. Every group booking runs under the Travellers Group Group Accommodation Booking Agreement — deposit, cancellation, amendment, guest-name and dietary terms in writing so nothing is left to memory.
Key terms at a glance
The mechanics, in one table.
| Item | Detail |
|---|---|
| Tentative hold | 7 days from agreement issue. Released without notice if signed agreement + deposit not received. |
| Deposit | 10% of total, non-refundable, due within 7 days of agreement (or by final balance due date, whichever is sooner). |
| Final balance | Remaining 100% due 30 days before arrival. Full payment at booking if arrival is inside 30 days. |
| Free room wash | Release up to 10% of the block penalty-free up to 30 days before arrival. |
| Amendments (> 30 days out) | Free of charge, subject to availability. |
| Amendments (in-house) | Up to 3 amendments/cancellations once guests are in-house, min 7 days' notice, 1-night fee per cancellation. |
| Cancellation — > 60 days | Forfeit 10% deposit only; no further charge. |
| Cancellation — 60–31 days | 50% of total booking cost. |
| Cancellation — 30–15 days | 75% of total booking cost. |
| Cancellation — ≤ 14 days / no-show | 100% of total booking cost. |
| Re-sale credit | Where cancelled rooms re-sell for the same dates, cancellation charge reduced by the recovered value. |
| Final guest names | 30 days before arrival, with the final balance. |
| Catering + dietary | 14 days before arrival at F&B properties (Burnett Riverside / H2O Restaurant). |
| Card surcharges | Visa / Mastercard 1.95% · Amex 3.95% (from 1 October 2026). |
| Agent commission | Invoices to accounts@travellersgroup.com.au after departure. Group account must be paid in full before commission is processed. |
Full terms in the Group Accommodation Booking Agreement, issued once your enquiry is confirmed.
How to enquire
One email starts the whole thing.
Send us the following and the Group Revenue Manager will come back with a quote:
- Property or town(s) the group needs to stay in.
- Arrival + departure dates and the total number of nights.
- Number of rooms — and if you have a room-type preference (single, twin, apartment).
- Nature of the group — project crew, sports team, wedding, conference, corporate offsite.
- Group Booker details (name, email, phone) and, if known, an on-site Group Leader.
FAQs
Group bookings — common questions.
What group sizes can Travellers Group hold?
Anywhere from a small crew of 4–6 through to full-property buyouts. Each of the five properties has its own room inventory (Burnett Riverside 43, Cityville 24, Emerald Inn 32 apartments, Yallungah 22, Bluegum Dubbo 23) — the group booking mechanics are the same regardless of scale. For crews rotating across multiple towns, one Travellers Group corporate account + a single Group Booker covers the whole thing.
Can bookings rotate names weekly?
Yes. Rotation and name-change handling is standard for defence exercises, mining shutdowns and project crews. Formal mechanics: final guest names are due 30 days prior to arrival with the final balance; a maximum of three cancellations or amendments are permissible once guests are in-house, provided at least seven days' notice is given (one night's accommodation fee applies as the cancellation fee). For frequent-rotation contracts we can vary these terms — flag it in the enquiry.
Can we have one invoice across multiple towns?
Yes — under a Travellers Group corporate account, invoicing is consolidated across all five properties with per-property, per-cost-code line items. Standalone group bookings (no corporate account) run under the Group Accommodation Booking Agreement at the individual property; if your booking spans two or more properties, ask the Group Revenue Manager to link them at setup.
How far ahead do we need to book for event weeks?
Depends on the week and the town. Genuine peak weeks — Beef Australia in Rockhampton (May 2027), Rockynats (Easter 2027), national livestock shows in Dubbo (Jun–Sep), Bundaberg Multicultural World Cup, Yallungah festival + wine harvest weeks — routinely book out 12+ months ahead. Regular carnival and conference weekends: 6–12 weeks. Non-peak project work: usually a few weeks' notice is enough. If in doubt, ask early — we hold tentatively for seven days once an enquiry is in.
Who is my contact for a group booking?
For group + project crew enquiries across the portfolio, contact the Group Revenue Manager — email info@travellersgroup.com.au or use the enquiry form below. For a single-property group booking (all rooms at one location), you can also contact the property directly; the receiving Property Manager will loop in the Group Revenue Manager for rate + terms sign-off.
What deposit is required?
10% non-refundable, payable within seven days of the agreement being issued (or by the final balance due date, if that date falls sooner). Until we receive a signed agreement and the deposit, rooms are held on a tentative basis only. The deposit secures the booking; the final 100% balance is due 30 days before arrival (or full payment at the time of booking if the arrival date is inside 30 days).
What happens if we need to cancel?
Written notice by email is required. Charges scale with notice: more than 60 days out — forfeit the 10% deposit only; 60–31 days — 50% of total; 30–15 days — 75%; 14 days or fewer, or a no-show — 100%. We use reasonable endeavours to re-sell cancelled rooms; where rooms re-sell for the same dates, the cancellation charge is reduced by the recovered value so the group isn't charged twice.
Can we reduce the room block if numbers drop?
Yes — you can release up to 10% of the room block ("room wash") without penalty up to 30 days before arrival. Rooms released after that fall under the cancellation policy. Amendments more than 30 days out are free; inside 30 days may incur additional charges. Requests must be made in writing.
Are guest names and dietary requirements needed in advance?
Final guest names — 30 days before arrival (at the same time as the final balance payment). Catering and dietary information — 14 days before arrival, where the property offers food and beverage services (Burnett Riverside via H2O Restaurant is the current F&B property in the group).
What payment methods do you accept?
Credit card or direct deposit. Credit-card authorisation is required to secure the booking regardless of payment method chosen. Card surcharges (from 1 October 2026): 1.95% Visa / Mastercard; 3.95% American Express. Guests may be asked at check-in to provide a card to cover incidentals at F&B-enabled properties — pre-authorisation of $50 per room held by the card issuer for up to 7 business days.
What about commissions for agents?
Agents send commission invoices to accounts@travellersgroup.com.au once the group has departed. Note that the group's account must be paid in full before commission is processed.
Can we do a formal contract for a large or recurring booking?
Yes — larger and recurring group bookings run under our Group Accommodation Booking Agreement, which formalises the deposit, cancellation, amendment, guest-name and dietary terms above. The agreement is issued once the enquiry is confirmed; sign, return, and pay the deposit within seven days to secure the booking.