At first, it sounds fantastic. Your entire extended family is coming together for a reunion or your friends are taking off for a tropical getaway, and you imagine all the inside jokes, bonding moments and lifetime memories that will result. What’s better than sharing your travel adventures with your loved ones?
There are many perks to group travel, but ease of planning isn’t one of them. While your companions might be excited for the trip itself, many are less enthused about the nitty-gritty logistics of making it happen. People are prone to have conflicting interests, needs, and budgets, and there could be miscommunication issues or scheduling mishaps.
However, this shouldn’t discourage you from putting together a once-in-a-lifetime group trip! The planning process isn’t as daunting as it may seem, especially if you think ahead and know what you’re getting yourself into. In fact, we have some tips that you can follow to make the planning process very simple so that you can focus more on the fun times ahead. That said, here are 7 fantastic tips for planning your next group trip.
Choose a Leader (or Two)
In an ideal world, you’d all plan your trip together and with everyone’s input in mind. Unfortunately, in most cases this won’t work, and you’ll need to designate a leader (or two) to take charge. Some group members might not have the time to research options, while others might not be that opinionated about what’s on the itinerary. It’s essential to have a go-to person who knows what to look out for when planning a trip, can keep track of everything on the itinerary, and who can answer questions when needed. Keep in mind that depending on your group size, it might be better to have a few people share the responsibility and oversee different aspects of the trip, rather than having just one person handle all the details.
Book Your Flights as Soon as Possible
Start looking at airfare as early as possible for the best prices, and check to see if you can get a special group rate. This is especially important if you want to sit together or even be on the same flight. Some airlines offer group travel discounts, though most of the time you’ll need at least 10 travelers to qualify for a special rate. You can sometimes even get special discounts for trains, buses, car rentals, or other forms of transportation, so call ahead and ask what’s available. You may be able to save you and your travel companions a whole lot of money!
Consider Different Accommodation Options
The amenities might be tempting but hotels sometimes aren’t the best option for group trips. Instead, do some research and look at different accommodation options. For example, if you choose to rent a vacation home, you can cook meals together, comfortably hang out in your own communal space, and effectively lower the total cost per person. On the other hand, if you don’t want to work too hard but still want to cater to your large group, you could consider staying at an all-inclusive resort. These typically cater to big groups with activities and spaces for a wide variety of interests and ages. Look for ones that can assign or split expenses charged to the room, offer group dining options, and provide clubs for kids and teenagers. The best part? Staying at an all-inclusive resort means that you don’t have to do any cooking or cleaning!
Keep Track of Shared Expenses
First things first, your group should establish a budget for your trip, or at least one for shared expenses. From there, you just need to log each expense as you go. Fortunately, there are several apps and spreadsheet templates available to make this a breeze. Splid and Splitwise offer both app and desktop platforms to accurately track and split shared expenses between all the members in your group. You can add different payees to each expense and settle bills in multiple currencies, making it easy to know how much everyone will owe.
Pre-Plan Some of Your Activities
No one needs you to plan every minute of every day. In fact, it’s highly encouraged that you allow for a lot of downtime and flexibility. However, depending on your group size, some activities may require you to book in advance. Take a look at the top-rated things to do and see in your chosen destination, and try to lock down the ones that are most important to your group. Don’t forget about dinner reservations! Some tours and activities offer group discounts online, too, so make sure to do your research so that you don’t miss out on some really cool and unique experiences together.
Split Up When Needed
When half the group would rather take an architecture tour than lie by the pool another day, it’s better to allow for options rather than keep everyone together. This is where communication comes into play, and everyone needs to be honest about what they want to do. If you do split up for some activities or meals, there are some things that you should do ahead of time so that you can get in contact if needed. Make sure everyone has their required travel documents, the group’s lodging information, and a way to contact other members of the group, such as through WhatsApp.
When in Doubt, Hire a Professional
Travel agents might seem like a thing of the past, but complicated itineraries and exotic destinations still keep them in business. If you’re too overwhelmed with planning a group trip, a travel agent or group planning service can save you a lot of time and stress. Typically, you will need to tell the travel agent your group size, where you want to go, the type of accommodations you’ll need, activities you want to take part in, and your budget. Then, they will come up with an entire travel plan for your group, taking the stress off your shoulders.
Now it’s time to get organized! Where would you like to travel alongside your friends or family? If it’s anywhere overseas, Swift Passport & Visa Services can help you get the needed documents to experience that once-in-a-lifetime trip together. No matter where you’re going, we’ll get you there!
