You always say you simply must go away together. However, arranging a group trip can be akin to herding cats, and your cohorts’ enthusiasm evaporates when it comes to working out the nitty-gritty. As such, it often falls upon you to make it happen.
Whether you relish the challenge or reluctantly accept the role of tour leader, don’t panic. Wrangling the in-laws or a gaggle of pals onto a plane just takes a little forethought. Get organized and provide friends and family with a memorable and meticulously executed travel experience using these simple tips.
Keep Communication Clear
Ping! You’ve been added to a giant WhatsApp group about an upcoming event. Friend A keeps sending one-liners, leading to notification overload, while Friend B communicates only in emojis. Simultaneously, Friend C arrives 55 messages deep and asks dozens of questions, the answers to which they would find if only they would scroll up. Sound familiar?
Instant messaging can hinder planning group trips, leading to confusion and irritation. Therefore, be clear and concise when sharing information with attendees. Avoid open-ended questions; instead, provide options and put them to a vote. When proposing costly activities or major itinerary changes, check in with guests individually, as many find it difficult to refuse group plans. Send reminders about essential details a few times before departure and store them somewhere static, such as an email or, if you’re feeling fancy, a website.
Agree on Dates as Soon as Possible
Settling on a specific time frame can be surprisingly tricky, especially with large groups. It’s advisable to pick your dates as far in advance as possible. Rather than juggling multiple people’s preferred timings and personal caveats, use technology to your advantage. Scheduling tools such as Doodle or WhenAvailable can lock down the dates swiftly. Once confirmed, notify everyone and insist they block these dates in their calendars.
Choose Appropriate Accommodation
Small groups on a tight budget may find booking entire four-, six-, or eight-bed hostel rooms offers privacy while keeping costs down. For those craving more comfort, renting a villa or apartment is typically less expensive than reserving multiple hotel rooms and also provides the bonus of kitchen and living space. However, if a hotel is necessary, consider contacting them directly to request rooms on the same floor and inquire about group discounts.
Enlist a Trusted Helper or Two
Any smart event organizer recognizes the importance of delegation. Once you’ve identified a few tasks, ask another group member to assist. This might include booking a restaurant for the first night or researching fun activities in your destination. Involving others alleviates pressure, making the planning process smoother and more enjoyable.
Get Everyone from A to B – and Back Again
If your group is traveling from the same starting point, look for deals on bus, train, or plane tickets. If you gather at a final destination, encourage everyone to arrive within the same morning or afternoon if feasible. It may also be wise to note each person’s scheduled arrival times to track delays and avoid confusion. If you’ll be getting around by car during your trip, weigh the benefits of hiring smaller vehicles over a large people carrier for greater flexibility.
Keep Finances Fair and Simple
Money is a critical yet often contentious issue in group trips, and has the potential to derail your plans. As the travel leader, it’s essential to consider everyone’s budget confidentially and ensure no one feels pressured to spend beyond their means. Consequently, those with more financial flexibility should be able to indulge if they wish. A general strategy is to split the costs of groceries and activities. Moreover, track who owes whom with Splitwise, transfer money easily via digital banking apps like Monzo or Starling, and utilize the XE App for currency conversions.
Propose a Flexible Itinerary
No one enjoys enforced fun. While you might believe cramming your days with non-stop activities will please everyone, it often backfires, leading to exhaustion and resentment. Consider suggesting one or two optional activities each day that don’t require advance booking, such as local hikes or visits to museums, alongside a few pre-arranged splurges like spa treatments or fancy dinners. Additionally, be prepared to adapt your plans to allow for spontaneity.
Tips for Specific Types of Trips
Bachelor (Stag) and Bachelorette (Hen) Parties
Host your heart out – hen and stag-do guests may not know each other well, so make an effort to get the group conversing and plan games or activities that promote bonding.
The bride or groom is in charge – always check in to ensure they’re enjoying the festivities. Be flexible and ready to change plans if they feel unwell or overwhelmed.
Bring goody bags – simple items like painkillers, dress-up accessories, or disposable cameras can make a thoughtful touch.
Weddings
Arrive the night before – no one wants to be late for the wedding, and your diverse crew of family members won’t quietly slip into the back pew.
Take checked luggage – although hand luggage is often favored, consider sharing the expense of a checked suitcase for fancy outfits and essentials.
Family Reunions
Consider all ages – baby needs and elderly relatives will require different accommodations. Provide appropriate activities for everyone, keeping in mind accessibility for those who need it.
Always remember the camera – capturing moments among generations is rare, so take plenty of pictures!
Sport and Music Events
Research the venue – stadiums can often be far from city centers. If remaining close to the event, factor in the potential distance from other attractions.
Account for extra time – getting to and from venues typically takes longer, especially with large groups, due to the necessity of bathroom breaks and the general crowding. Ensure your transportation bookings consider these factors thoughtfully.
