Travel Tips: Assembling a Group Trip Without Losing Your Mind

Soooo….you and some friends want to go on a trip together. While this sounds super fun and great in theory, oftentimes the mechanics of achieving a successful group can leave your dream getaway just that…a dream.

Well, never fear – I am here to give you a few pointers on how to mobilize your plans into action, complete with actual deposits and everyone boarding a plane together headed for sun, sand and unlimited alcohol!

Designate a Group Leader

This part is crucial to the planning process. Someone is going to have to take the lead to initiate the group conversation, act as the liaison with the travel agent, and communicate back to the group. One person is ideal. Having multiple individuals trying to take the lead in planning a group trip can lead to a lot of confusion; one hand doesn’t know what the other is doing, and it’s pretty much inevitable that your group members will get frustrated and drop out.

I always tell my group leaders that they’ve assumed one of the toughest tasks out there, so make sure whoever is assigned has a strong personality and can be decisive when necessary.

Narrow Down Your Options

I know everyone in the group chat is super excited at the prospect of traveling together, but when you have too many ideas in one pot, the process can get overwhelming. I suggest through the initial brainstorming process, you take a vote and narrow down your options to two or three destinations. If a consensus has been reached, fantastic! Once I create your group proposal, I limit my recommendations to 2 or 3 destinations, no more than 3 resorts per destination. Otherwise, too many options make the decision overly difficult.

Keep the Group Together

Listen, I love a great deal as much as the next person (just ask my husband), but once you’ve chosen your travel agent, destination and resort, everyone needs to book the same thing…with the same person. I know that some of our friends have VERY strong personalities and/or are coupon queens, but if you have group members running off to book on Cheap Caribbean because it will save them $50, your group will be disjointed. Many times, travel agents can match or beat what your homegirl found and – at the very least – will verify that her “great find” is actually the same trip. (Because, yes, a flight with a 5 hour layover and/or a 6am departure time from Cancun will of course be cheaper…but why put yourself through that for $50 less?)

Furthermore, your travel agent will be able to communicate your group’s needs and requests directly with the tour operator and resort…but only for those who booked through said agent.

Lastly, many resorts will offer special concessions and perks to groups of 5 or more rooms, so if someone goes rogue, it may affect the group as a whole. (Sad times)

Everyone Needs to Pay Their OWN DEPOSIT

This one is huge, only because I’ve run into so many issues around this matter.

When the time comes to pay your deposits, make sure everyone submits their own credit card and pays their portion. It’s often easier to have one person handle payments, but that person is the ONLY one who can get refunded for cancellations or changes. It can get messy.

Unfortunately, your travel agent can’t figure this out for you guys. Travel Suppliers and Tour Operators are legally bound to refund the original form of payment. As much as we want to help maintain your friendship by mediating the issue, we can only do so much. Whoever signed the authorization form is the person in power.

On a similar note…if two or three friends are sharing a room, they all need to realize that their ENTIRE trip is at risk if everyone doesn’t pay her trip in full by the final payment date. And if someone drops out, the remaining guests are on the hook for paying for the room. So choose your roommates wisely.

Set FIRM Deadlines

You know your people. If they’re always late to brunch, are always arriving to concerts as the headliner is taking the stage and have missed multiple flights because they can’t get to the airport on time, you’re going to want to set firm (and perhaps padded) deposit and final payment deadlines for them. Your travel agent can help with this. Communicate this information to your travel agent so that the deadlines are uniform for your entire group.

Have you ever planned or facilitated a group trip? If so, what other advice/tips would you add?