Disclosure: This post may contain affiliate links, meaning if you decide to make a purchase via my links, I may earn a commission at no additional cost to you. Click here for more info.
Organize Your Thoughts
Whether you are the one initiating the group trip, or if you were asked to help or join in the planning because you are the “oh, you’re so good at planning” friend, you need to organize your thoughts. I personally like to use Google Sheets when planning big group trips. I do this because trip ideas can come from different sources, and with each idea you have to factor in cost, accommodations, transportation, pros and cons of the destination etc. Keep track and organize any ideas that come your way into a spreadsheet at the beginning. This will help in figuring out what works best for your group trip. I like using Google Sheets because I can share my ideas online with others in the group, even though there are new group planning apps popping up every year.
Budget
I am pretty open minded when it comes to travel. I understand that different budgets mean that expectations and accommodations will vary by group trip. So, when planning, make sure you are going somewhere that everyone can comfortably afford. Also, from my experience, it is better if most of the travel expenses are paid upfront, so once you get to the destination, you only have to worry about food and excursions. I try and get the money collecting aspect out the way early, so people aren’t worrying about that part as the trip approaches.
Choose a Destination
Make sure you pick a destination that is within everyone’s budget. Depending on how far in advance and who is going, the destination has to align people’s expectations. Make sure it is somewhere that everyone is comfortable going and check to make sure the accommodations at the destinations will be OK for everyone. I like to go on Pinterest or Instagram to get ideas and inspiration when I am planning to travel to a new destination.
Consider Group Dynamics
Make sure everyone is on the same page about how much activity you want to do on your trip. Your group dynamic should match the vacation destination and budget. Don’t book a trip with someone if you know they’ll want to spend significantly more (or less) than the group’s agreed budget. Every vacation is not for every friend, family or associate. It is OK to choose who to invite on a group trip based on if they would fit into the vacation plans. The goal is to have an enjoyable and drama-free vacation where you create fun memories that will last a lifetime.
Communication
Whenever I have updates on a trip, I update the group so that no one is left wondering what is going on. Once you have the people in your travel group established, it’s good to start a chat or text thread that is dedicated to that group so it is easier to communicate any changes or updates.
You can start a text thread, but I find that a private group in WhatsApp is easy for group planning and communication. Just make sure that everyone has it downloaded on their phone. That way you can easily share updates, locations and pictures as the trip is happening.
Set Expectations
Let the group know ahead of time about the culture of the place you will be visiting. This includes what clothing to pack, language, currency, transportation, tipping customs and whatever may influence the overall trip.
Also, if the trip has an itinerary, let the group know so they will know how flexible to keep their schedules on the trip. Be transparent with all the trip details.
Be Open
Everything will not go as planned, so be open. When making an itinerary of things to do, make sure there is enough time between activities so people are not feeling rushed all the time. Make sure to schedule some down time for people to do things on their own. Some people may be more into shopping, while others may want to relax on the beach. That is OK, as long as you all meet back up in time for some planned group activities. The point of the trip is to bond, but having time to yourself should be allowed on any vacation.
I sometimes want to do and see it ALL, but that’s not possible. It is better if you can take your time and enjoy your time together, while exploring the highlights of the vacation destination.
Final Check-ins
Before the trip, provide any last-minute updates to the group. Don’t assume that everyone is an avid traveler, so it’s OK to send a quick reminder about important info to be sure the trip goes as smoothly as possible.
Have Fun!
If you have done all of the upfront planning ahead of time, you should spend your vacation enjoying the trip just as everyone else. Of course, people in the group may come to you for a question or two, but that should be expected if you are the one who organized the trip. If you have provided all the main info ahead of time, I promise that people will have less questions and more time just going with the flow of the fun.
If you know group trip planning isn’t for you, then you can also go with a group travel agency or travel club. They create itineraries for your group and take the planning load off of you. I’ve done this before, but I’m more of an “on my own” adventurer.
Do you like taking group vacations? If so, where are you going on your next group trip?
🩵💛💜
Comments are closed.