From outdoor vacations with family to adventurous outings with friends, group trips are the best to explore the world around us. Traveling helps us create memories for a lifetime. It can be exciting and overwhelming but also relaxing at the same time. However, it is a humongous task to plan a group trip. Problems ranging from disagreements on location to disputes in the budget can make it a total disappointment! But not anymore!! With tried and tested experiences from my numerous group trips, I bring you the best ways to plan a group trip and keep it smooth and running!
1. Research your travel destination thoroughly
Keep multiple options to begin with. You'll get fantastic prices and get the best trip for everyone's money by researching your vacation from all sides. Check on group offers and coupons if any. My group trip to Goa with my friends was a fantastic deal because we researched everything to the dot
2. Zero down on destination with everyone’s consent
When you plan a group trip, everyone must discuss their choice of place openly and decide on the destination unanimously. The trip will be a mess even if a single person is dissatisfied. This could sometimes lead to confusion as well, especially if everyone in the group has a diverse choice of place. It’s difficult to finalize a place in such a situation. Also, the entire plan of the trip should be transparent and everyone should be aware of the full arrangement before the trip. During my group trip to Ooty, one of the group members was unaware of the exact plan and missed out on the part where we were to make a diversion and travel to Coonoor. He had packed fewer clothes and the thing coming up as totally new, left him disappointed.
3. Appoint the best one to plan
There are some born leaders, and so are there some born planners! It can be a major nightmare to plan a group trip. With overwhelming possibilities, tons of energy is needed to set the right destination, keeping everyone's point of view in mind. A friend’s bachelor party was at Munnar in Kerala. We chose the best planner in the group. We did not have any disappointed faces!
4. Division of labor
Another part of planning a group trip also involves assigning everyone some responsibilities. It becomes easier for the main planner and everyone feels equally involved in decision-making. Our trip to Kanyakumari was a smooth glide. I was to manage the distribution of snacks and water during the trip. With everyone's cooperation, the task was done in no time!
5. Make all bookings in advance
Make sure to book your travel early to get the best deals. Group meals must be planned in advance because many restaurants might have long waiting hours. Work out details about transportation in and around your destination. See if you can hire a taxi or a minivan and make bookings because most large vehicles tend to book out quickly. Regarding activities, consider pre-planning some of them, especially if you’re in a large group. Bookings might get you a group discount. However, participation should be made optional because we can’t be forcing people to do what they don’t want to and ask them to enjoy the trip!
6. Stick to the set budget and share the trip expenses with the entire group
Address issues relating to the budget squarely. Once the group decides on what everyone will be spending on, draw out the complete budget plan. Divide the budget equally and start pooling money. While on the trip, the group planner can use the money to cover the cost of lodging, meals, transportation, drinks, and other expenses. Try your best to stick to the original budget. While on a group trip to Mauritius, immediate whims to participate in many activities led our budget to go awry. There was no consensus in the group about participation in the activities either. It led to a problem in splitting the bills and many in the group ended up paying grudgingly.
7. Cross-check your checklists thoroughly
To begin with, everyone in the group needs to make a checklist. Keep it handy and share with others so that everyone is aware of what is needed for the trip. It will help make the group well-equipped for the tour.
8. Make ways for common information sharing/common communication channel
Make sure the group can easily access the itinerary once everything is planned. You can share it in the common group. If you tend to stray during the trip, you can share your whereabouts with the group using apps like Whatsapp live location, Google live location sharing etc. where you can share your real-time location. In my recent group trip to Jaipur, live location sharing apps helped our group to stay connected when we split up at certain places.
9. Proper coordination with the group on timings etc.
Talk about possible daily routines to find out when the group members nap or sleep, for example. A long vacation also needs to be a relaxing one. So, avoid scheduling activities at such times and let people unwind. Everyone should be prompt at group meals and for activities. It’s not good to keep the members waiting.
10. Choosing the right group for proper consensus
If you anticipate that your group dynamic will lead to arguments and frustration, don't take a chance with valuable vacation time. Therefore, it is wiser to think well before committing yourself to a group. Find out what each person wants from the trip by meeting up to discuss, even if it's over the internet. My group trip to Bandhavgarh National Park turned out a little sour when most members were not keen on exploring the place. So, choose your group wisely.
