Who you travel with can make or break the success of your group trip. From bachelorette parties to girlfriend getaways to family reunions, group trips are opportunities to explore the world with the people you love.
Being the designated organizer of a group trip and planning a group trip can be a very frustrating process. The planning process entails considering everyone’s budget, interests, needs, and feelings. Dealing with scheduling issues, making decisions, and collecting money can become a complicated and disappointing process.
But I have good news, it does not have to be. Colesville Travel is offering up tips, tricks, and tools to help you plan your next group trip so that you can focus on the fun and make your group trip a success.
Let’s get started!
Decide on a Realistic Budget
Getting a group to decide on a location and date is one thing; but getting the group to decide on a budget is much more difficult. No matter the length and purpose of your trip, whether it's a trip to Africa or Greece or to the Caribbean you should have a realistic travel budget. Issues that arise from overspending or not having enough money to spend are things you don't want to deal with on your vacation.
The lack of money on a trip can cause a lot of stress and disputes between partners, friends, or members of a family. Money issues can ruin a vacation and make friends come back as enemies.
The most important part of planning a group trip is not a packed itinerary but the fact that everyone is getting together to have a good time. That’s why the discussion of budget should come first before you start planning. Ask everyone to be honest about how much they want to spend and make sure you do not go over the budget.
If you’re dreaming of a beach vacation to Bali but that is out of the budget, consider a less expensive location or consider traveling during shoulder season which may be less expensive. If that still does not work, try going to a Caribbean Island or a destination where you can still have an affordable beach experience.
Get Recommendations from your Travel Advisor
Colesville Travel can make recommendations if you and your group can’t decide where to go.
Say you and a friend really want an adventurous vacation. You want to ride ATVs and go ziplining, other members of your group want to relax and go to the spa, and others want to experience the culture and history of the country. Colesville Travel has the knowledge and expertise to find a location where everyone would be happy.
Limit the Options
Do not overwhelm the group with too many options because there is no way you are going to get everyone to agree. As the group organizer, you need to be decisive. Propose a couple of destinations and activities to the group. Colesville Travel can help you come up with a list. Make sure you include free time for catching up, shopping and just relaxing.
Consider and Understand the Group Dynamic
One of the first steps in planning a successful group trip is to make sure all the travelers will get along well together. Is this a friend group, a family group a multigenerational group? All these factors come into play when planning a group trip.
The group leader in cooperation with the travel advisor need to determine what’s most important to the group. Do they want a large all-inclusive resort with lots of pools, restaurants, beautiful beaches, and bars? Do they want to book daily excursions? Are they interested in history and culture? Do they want to learn about how the local people live? Do they want to be in town so that they can go shopping and visit local markets? Do they want peace and quiet? Are they into health and wellness and want a spa resort? There are so many options.
Establish a Relationship with Your Travel Advisor
One of the benefits of establishing a relationship with Colesville Travel is that they will continue to advocate for you before, during and after your trip. For example, suppose one of your friends’ flights gets cancelled, what do you do? Suppose you scheduled a group tour, and the tour company only reserves five seats when you need six. Instead of wasting your precious vacation time on the phone, you can alert us. We will work with the airlines, tour operators, and whoever else on your behalf. This frees you up to just focus on having a good time with your friends. .
Shared Apps are Important
Once you decide where you want to go then you must decide when you want to go. Propose a couple of dates and create an online poll to discuss possible travel dates and vote on preferred options. Google Sheets or Excel can help you create a group trip planning spreadsheet to organize options for destinations and track who wants to attend. This is a way to get organized and a great starting point.
Other ways to communicate, beside sending emails is to set up a private Facebook group or WhatsApp group to send messages both while planning and when traveling. You can also create a fun hashtag for your trip which can keep everyone involved and is a nice way to keep track of your travel memories.
Split Transactions with Venmo or Other Apps
Venmo is an easy way for one person to cover a bill (so you're not putting down six cards at dinner for the waiter to process) and have others pay them back. The app will do the math. By the end of the trip, you'll know exactly how much you owe each person. You can even send payments electronically. This app is popular because everyone likes the transparency. Your travel companions will be more confident paying for something if they know they will be reimbursed.
Be Clear About What is Non-Refundable
Often items like airfare, resort reservations and show tickets are non-refundable. Be clear about deposits and payments that are nonrefundable so that if a person cancels, they understand they cannot get all their money back and the remainder of participants do not get stuck with higher rates for their share of the trip.
Decide on the Focus of the Trip
It might sound silly, but it’s important that everyone agrees on the focus of the trip. Everyone may want to stay out late at night, but what do you want to do during the day? Will you spend your day at the spa, lounging on the beach, indulging in retail therapy? While there’s no rule saying that you must spend every waking moment together, your collective focus should be similar.
Time to Get Excited!
Traveling with your friends can be exciting, empowering and a great opportunity to reconnect with who you are – away from work, your significant other and family. Make time before you leave to think about your goals for the group trip and ask your friends what they are expecting from the trip. Make sure when you return home to stay in touch and share your memories.
Final Thoughts
Leave the Planning to the Professionals
The number of options when planning a group trip can be overwhelming. Colesville Travel and their advisors can simplify the travel planning process by booking flights, cruises, rental cars, hotels, resorts, events, and anything else you need.
After our discussion with you, we will offer vacation suggestions based on our experience. We will research destinations; help you decide on a budget and offer suggestions considering the needs and budget of your group. Most importantly, Colesville Travel is invested in your happiness and satisfaction.
We work to make sure that each detail of your trip is accounted for in order to help ensure that you have a memorable, hassle-free group vacation. One of the benefits of establishing a relationship with Colesville Travel is that we will continue to advocate for you before, during and after your trip.
Our goal is for you to focus on having a memorable group experience and fun time with your friends.
Call us today at 301-989-1654 or email cindy@colesvilletravel.com to help you start the planning process for your group trip.
Cindy