Travelling with family and friends is a fun and wholesome experience that requires in-depth planning, unlike travelling solo.
Coordinating a group trip is not an easy task, and although you'll find yourself pulling your hair at one moment, the shared memories make it all worth it.
To make a successful group trip, you have to plan each step and category meticulously and share responsibility with other group members, as it requires a collaborative effort.
Now that the group is committed to getting the planning out of the group chat, the hack to effortlessly plan the trip is to make a checklist.
Checklist
1. Agreement on a date
2. Destination
3. Budget discussion
4. Flight bookings
5. Accommodation
6. Transportation
7. Plan events and activities
8. Create a travel itinerary
9. Hire a travel agency
10. Pack essentials or last-minute details
1. Decide on dates
People work on different schedules, so picking a date that would work for everybody is very important.
This will require coordination to reach an agreed-upon date for every group member.
Putting out a suggestion of multiple dates and allowing members to vote on the date that works for them. Deciding on a date is a discussion to be done in advance to avoid a clash with anyone's schedule before moving ahead with other plans on the checklist.
2. Destination
This is the fun part of the group trip checklist. Now that the group has decided on a date, a destination is next.
The major thing that should be taken into consideration is the interests and preferences of all members and agree on a destination that suits all.
Suggestions can also be brought up by members to reach common ground by narrowing down the list and considering the season, budget, and activities.
Reaching common ground is crucial to satisfying the group members and ensuring everyone has a great experience.
3. Budget discussion
The beautiful thing about group trips, aside from the shared experiences, is the cost savings.
It is essential to discuss the budget and decide on shared expenses before delving into more details and planning.
The budget for the whole trip has to be communicated and decided upon after considering flight bookings, accommodations, transportation, and shared activities. A collective contribution should then be made.
How far the group members can go with their collective contribution will determine budget-friendly options that consider everyone's interests and do not cause financial strain for anybody.
A major benefit of travelling in groups is the discounts you'll get, which makes it easier to stick to your budget.
4. Flight bookings
Finally, the group is leaping and committing to book your flight tickets.
You all might as well pat yourself on the back for reaching the point of this checklist, because it's certainly not an easy task.
Considering the budget has been decided upon, the flight bookings have to fall under the budget when deciding on the airline, seat arrangements, and departure.
The needs and preferences of the members have to be taken into consideration as well to ensure it all runs smoothly.
5. Accommodation
It is necessary to book an accommodation that caters to groups and fits the members' preferences. You could either opt for an Airbnb or a hotel.
You would have to book an Airbnb in advance, share details with other members, and ensure there are enough rooms and basic amenities to meet the group's needs.
If the group decides to opt for a hotel, it is best to choose one that accommodates groups with a variety of room options and allows reservations and other amenities the group would find helpful.
6. Transportation
When deciding on the mode of transportation, you need to opt for a model that accommodates the group size and fits their preferences.
Consider the location of your accommodation and other locations the group will be visiting to choose a suitable option, such as an SUV, van, or bus, depending on the group size.
Airport pickups and departures should be coordinated before arrival to provide a seamless transportation process and meet schedules.
7. Plan events and activities
The main fun of the group trip has entered the mix, and you surely don't want to fall short in this aspect.
The group has chosen the activities they want to participate in and events they want to attend, whether as a team away from the group or as a collective.
The activities set out have to be planned to make things effortless after arriving at the destination and keep every member in the loop.
The events and activities planned can be reserved if you wish, which tends to make the process a lot better and faster. For a dinner for the group, book in advance. For a bus tour of the city, book in advance.
8. Create a travel itinerary
It is quite essential to prepare a travel itinerary for the trip that allows members to stay on track of how the trip will progress, outline activities and events, and provide important details like flight arrival and departure, accommodation, locations, and landmarks.
A detailed itinerary helps the members have a grasp of how the trip will progress and gives them the flexibility to have free time and explore by themselves if they wish to.
Share the travel itinerary in the group chat to coordinate plans, address last-minute changes, and add any specific requirements that might be needed to enhance the overall experience.
9. Hire a travel agency
Other aspects of the checklist are on lockdown, and it is time to get the party on.
If you happen to be too busy to go over all the details in the checklist, you can simply hire a travel agent who handles everything to help you effortlessly plan the group trip.
Once all members of the group are on board with hiring a travel agency and there's a budget for it, go ahead and make things a lot easier.
If hiring a travel agency is something the group can't afford to do, delegate responsibilities to each member to handle certain areas. This will help to keep everyone involved in the planning process.
And if the group is much larger, choosing a committee amongst the group is a great idea.
10. Pack essentials or last-minute details.
Preferably, a list of essential items that the group would need for the trip should be provided, including travel documents, appropriate clothing, and medication (If needed)
Other essential items include a charger and a first aid kit in case of an emergency, and the responsibilities of bringing certain essentials should be distributed so it lightens the load on each person.
It is imperative to go over last-minute details with the group members to ensure nothing is being forgotten or overlooked. Having an emergency contact list for the group is an essential last-minute detail, and opting for travel insurance ensures everyone's safety.
