Bringing Your Lions Club or District to ISAME 2026? A Group Booking Guide for Coordinators

If you're a District Governor, Cabinet Secretary, or club officer responsible for getting your members to the 54th ISAME Forum in Kathmandu this December, you're not planning one trip — you're planning ten, twenty, or fifty at once. That's a different job from an individual delegate booking their own room, and it's worth handling differently. Start a proposal any time on our group bookings page.

Why individual bookings don't scale

When each delegate books separately, a few predictable problems show up close to the event: rooms scattered across different hotels instead of together, no visibility into who's actually confirmed, last-minute name changes that are hard to track, and one invoice per person instead of one clean statement for the club or district treasurer.

None of that is necessary. It's solvable with a single group booking instead.

How a group booking works

1. Tell us your group. Expected delegate count, likely arrival/departure spread, and roughly which post-forum extensions your members are interested in — even a rough estimate is enough to start.
2. Get a custom proposal. We put together a group rate, a room block, and a payment schedule sized to your numbers, usually within 48 hours.
3. Confirm the block. An advance payment locks the hotel and transport inventory for your group specifically, so it isn't released to general booking.
4. Send your rooming list whenever it's ready. Delegate names, room-sharing pairs, and extension choices can come in any time before the cut-off — substitutions and late changes are handled directly with hotels and transport, not left to each delegate.
5. We run it on the ground. Transfers, registration support, and any extensions are executed in Kathmandu with a dedicated coordinator assigned to your group specifically — not a generic help desk.

Not sure what size group you're planning for yet? You don't need a final number to start. A rough estimate and expected dates is enough for a first proposal. Start the conversation.

What you get that individual booking doesn't

• One point of contact, in India and Nepal, for your entire group from first enquiry to departure
• Room blocks held against your group, so delegates aren't scattered across different properties
• One consolidated invoice for the whole club or district — not per-delegate paperwork for your treasurer to reconcile
• A flexible payment schedule — staggered advance and balance milestones, agreed upfront rather than one lump sum
• 24/7 on-ground support for the entire event window

What size group this works for

This isn't just for mega-groups. It works the same way whether you're coordinating:

• 10–25 delegates — a single club or small agency group
• 26–50 delegates — a district-level or multi-club group
• 51–100 delegates — a large district or multi-agency group
• 100+ delegates — a mega group, run on a custom operations plan

The process is the same at every size — the only thing that changes is the plan we build around it.

Starting the conversation

You don't need a final number to start — a rough estimate and expected dates is enough for us to put together a first proposal. From there we refine it together as your list firms up.

See the full group booking process and start a proposal on the group bookings page, or reach out directly:

• Nepal (WhatsApp & direct call): +977-9849005616
• India (WhatsApp & direct call): +91-9560479579
• Email: contact@sustainablejourneys.in

The earlier you start, the more room-block flexibility we have to work with — for a forum this size, hotel inventory in Kathmandu will tighten as December 2026 gets closer.

Plan Your Trip with Sustainable Journeys Nepal

Whether you're bringing 10 members or 100, we handle the logistics as one coordinated block, not scattered individual bookings. Start your group proposal, browse all Nepal packages, or contact us to talk through your district's plans.