Whether you’re traveling with friends, family, or coworkers, planning a group trip can take lots of work.
Challenges like budgets, cost splitting, packing and keeping everyone involved may arise, but there are plenty of ways to prevent problems while planning a group trip.
First: communicate! Second: keep your cool. Third: plan like a pro.
Here’s how to organize a flawless group trip, no matter where you’re going.
Get together and talk about what you want to do.
Not every member of the group will have the same opinion or feeling about certain places, excursions, or restaurants.
However, gathering in person or at least speaking over the phone or using a video chat is important. You need to see people in order to understand them and read their reactions to certain questions or ideas.
Being on the same page means - are we going to stay out late every night and barely get any sleep? Or are we going to be more responsible and get enough sleep and take early morning tours? Or both? This is a prime example of understanding a happy medium in the group.
Everyone can do as they say and please, however, if there are things you are uncomfortable with or not interested in, then you should speak up and express that to your travel buddies. At the end of the day, this is your trip too.
Understand the differences and similarities amongst the group.
This might not be something to discuss as a group, just something to be aware of.
If a few of the members are more outgoing and looking for nightlife, then expect this to be a part of the trip. However, if all members of the trip are more into staying in and getting to bed early than that’s something to note as well!
There are always ways to compromise these things, keep everyone safe, and have a great time.
Get everyone involved.
Keeping everyone involved in the planning process is important so that no one feels left out or in the dark.
While solo time and relaxation are important, it’s important to include everyone in plans and activities as often as possible. If they end up not wanting to do something, that’s fine - just be open and honest and invite all. There are several ways you can get everyone involved, keep reading to learn these tips.
Create a shared Google doc or Google sheet.
Keeping everyone involved can be as simple as creating a shared Google doc or Google sheet.
The benefit of creating a shared document is that everyone can access this at any time. Research and recommendations for the trip can be easily added to this document, for everyone in the group to read.
The best combination is a Google doc and a Google sheet. Use the google doc to leave links, reference numbers, and a rough outline of the trip. Use the Google sheet to create a calendar with bookings highlighted in different colors to keep you organized. Looking at a calendar rather than a list can be much more helpful.
If you want to be super organized, allocate tasks to different members of the group.
Give one person the responsibility of researching and booking accommodation, another in charge of tours, another transportation.
Allocating tasks keeps everyone involved and ensures the workload will not be left on one person.
Be mindful if the people in your group do not have the time to put into the research or are taking their time doing so, this is where allocating tasks can backfire. Don’t want to miss out on your favorite hotel because it was booked already!
Discuss budgets and splitting bills.
Ultimately, on a group trip, you will be splitting the bill often and sometimes participating in heavier bills than others.
Discuss this before you go on the trip so that everyone is on the same page. For instance, who will foot the bill if it’s way above? Are you charging a card or paying with cash? How about rotating rounds of drinks?
On another note, what are your personal budgets? Are they flexible? This is important to at least mention to the group. There’s no need for someone to be left alone or left out of certain experiences because their budget does not allow it. The best situation, if needed, is to split the group in half or at least ensure that no one is singled out.
One way to split travel expenses is to allocate certain bills to certain people, for instance, one person handles accommodation, another group excursions, another travel. Use an app or set up a separate account where everyone can pitch in and save up for large expenses.
Bring cash to large meals at fancy restaurants as often as possible. This will save you time and money in the long run - also, less to worry about later.
Talk about allergies or any medical information.
When traveling with close friends, you might already know that someone is allergic to shellfish or has Celiac’s disease.
When traveling with friends that you don’t see often or coworkers, check in with them about allergies and other medical conditions.
Becoming aware of someone’s medical conditions will only protect them in the long run and avoid stress or challenges that may arise in the future. Keep communication between the group open, and that way, if someone needs help or medical attention, you know what to do.
Look up pharmacies in your area, know what number to call, and remember many spots in Europe close for lunch or take “siestas” (we’re talking to you, Spain).
Give each other space when you get there.
It can be overwhelming to travel with multiple people if that’s not what you’re used to.
Part of a flawless group trip is allowing time to be alone. Don’t worry, it doesn’t need to be much time, but some time is important. This helps everyone relax and regroup at their own speed.
Don’t stress over plans and staying organized, have fun!
We all know travel is the most rewarding experience. If you have the opportunity to share it with other people, remember to enjoy it!
It’s easy to get lost in the nitty-gritty scheduling part of travel. But at the end of the day, you need to enjoy yourself and time with friends or travel buddies.
Now that you’ve seen our list of ways to plan a flawless group trip, what do you think? Leave us a comment below!