Have a leader
In an ideal world, you could organize a group trip as, well, a group. But realistically, it’s best to appoint a group leader or two, even just to be the go-to person who knows how the planning is progressing and what needs to be done next.
If having one person as a leader seems a bit much, you could also have different people in charge of different aspects of the group trip. For example, one person for accommodation, one for researching activities and things to do, etc. You can still discuss and agree on the final choices as a group, but it will mean that the work isn’t all done by one person and that everything does actually get organized!
Play to the strengths of your group members. If there’s someone who loves planning then let them lead the way (but support them if they ask for help of course!) and if you’re all indecisive, appoint a decision maker or have a method for making decisions. It’s easier to sort all of this right at the beginning and not waste your time on vacation trying to figure out how to do things!
Agree on a budget
One of the stickiest points of group trip planning is often the budget because people can have very different ideas about how much money they like to spend when they’re traveling.
As a group, you should agree on a budget for your trip and then adhere to it.
A maximum budget for trip necessities like accommodation will mean there are no surprises for anyone when it comes to paying for the group trip! Of course, some experiences can be optional so group members can decide whether or not they want to participate, but make sure that’s clear too.
Think about having a shared pot of money while you’re traveling as a group, especially if you’re staying in accommodation where you can buy your own food and drinks and cook together. It’ll be easier than constantly working out how to split bills on the road.
Book flights or travel first
The price of flights or ground transport can drastically increase the closer the trip date gets, plus spaces can fill up leaving no room for a big group.
When you’re planning a group trip make sure you book your travel early to get the best deals and make sure you have enough space for the whole group.
Check if there is a group rate that you can take advantage of if you’re traveling by train or road transport.
Work out details like how you’ll get from the airport to your accommodation, and how you’re going to get around. Is it worth hiring a vehicle? If so, you might need to get in early since minivans and larger vehicles tend to book out quickly.
Consider alternative accommodation
Choosing where to stay when you’re planning a group trip is a big decision and can make a huge difference to your travel experience.
There’s more to accommodation than hotels, and in fact, they’re not necessarily the best option for a group, unless you’re after an all-inclusive resort experience.
Staying in an apartment or house as a group gives you the chance to cook group meals and hang out together without cramming into one small hotel room! You can also stay in some amazing houses, and at more affordable prices than hotels.
Have a place to organize plans and take payments
This is one of the most important aspects to consider on how to plan a group trip. Having a central place where all group trip members can access the group trip plan is key to keeping everyone informed. A group travel planner will help to keep everyone on the same page with what’s happening when and what they need to do.
Even better, use a payment system to accept payments and pay who you need to, and cut out all that trouble of working out who owes who what. With WeTravel you can create your trip for free, share it with the other group members, and organize the payments for the group in one central place, with just a few easy steps.
Encourage everyone to be on board with the itinerary and group travel plan. Communication is the key to great group trip planning.
