The trip will start from when guests and guides meet on the appointed day of the trip. Travel insurance applies to guests "on a trip".
Guests and guides gather at the meeting place on the meeting time decided by a preliminary consultation, then the trip starts. At the meeting place, guests and guides can meet easily by discussing in advance and sharing distinguishing individual features you each have and what kind of clothes you will be wearing. As a guide, preparing for something like a welcome board may be a good way to meet smoothly. Guests and guides would both have been waiting anxiously for this meeting since the preliminary consultation. Enjoy the trip by starting with "We finally met".
Travel insurance applies from the time guests leave an accommodation where they are staying until arriving at the accommodation. However, in some cases, travel insurance may not apply even during that period.