How to Plan a Group Trip: 12 Tips for Success!

It’s no secret that I love group travel – I have done more group travel recently than solo travel. Solo travel gets all the hype nowadays and I feel like some love needs to be given for going on vacation with friends or family. I understand that it can be difficult, so I wanted to share my tips for how to plan a group trip with friends! 

We’re going to go through step by step for how to set your group trip for success so you can finally take that epic trip you’ve always wanted.

Remember, you can always book a time with me to help with organizing your trip and setting you up for success! 

My Top Tips for Planning a Group Trip

1. Pick your group wisely

When choosing travel companions, it is important to consider their personality types, travel styles, and expectations. Look for people whose preferences align with yours and who are open to compromise. Understand each other’s preferences in advance by discussing splitting expenses, itinerary, and room arrangements.

This is the most important tip – anyone will be interested in a trip to Italy, but if you’re on a 5-star budget and someone is on a hostel budget, you’re doomed to fail (or not even start). Learn travel styles, preferences, budgets, and expectations before you even start.

Be sure to select a group that is not afraid to have frank discussions – you’ll be discussing a lot of options. From choosing a destination to money talks, honesty and openness is the key to success. 

Planning a group trip is not throwing spaghetti to a wall and hoping it sticks. You need to be strategic.

2. Appoint a Leader

It is essential to appoint a capable and organized leader who can take charge of planning and making reservations. The chosen leader should be someone with the patience and time to dedicate to this responsibility, as their role will be crucial in streamlining the process and keeping it confusion-free for the entire group. While everything is voted on by the group, there has to be a leader to steer the group through the planning process.

The leader will be responsible for coordinating with the group, ensuring that everyone’s preferences and requirements are taken into account when making reservations and planning the itinerary. Any major decisions should be decided as a group, but the organizer will take the vote and explain all of the options. The appointed leader must be capable of handling these responsibilities effectively, as their organizational skills and ability to communicate will directly impact the success of the trip.

The groups that don’t have a leader, won’t get past the “let’s go to Italy” phase.

A family on a hot air balloon ride in Kenya
Part of our group wanted to do a hot air balloon ride in Kenya (the ones who didn’t got to sleep in!)

3. Get on the same page about money.

Key considerations for addressing getting on the same page about money when planning a trip with a group include establishing a budget that everyone agrees on, researching group rates for accommodations and activities, discussing how financial transfers will be handled, pre-booking as much as possible to avoid last-minute expenses, and allowing for free time where individuals can spend their own money as they please.

When it comes to budgeting, everyone should openly discuss their financial limitations and agree on a budget that is fair for all. (This is why #1 is so important. People need to have good communication skills.) Researching group rates for accommodations and activities can help save money for the entire group. 

When handling group expenses, keeping all receipts and documenting who paid for what can help avoid misunderstandings and ensure fair reimbursement. I typically use Google Sheets to track payments so I can share the document with everyone. That way there aren’t any questions about payment and tracking.

Group members must understand the budget for the trip does not (and should not) include personal spending – meals, drinks, souvenirs, etc. There will be things to spend money on while traveling so they should expect that on the trip.

4. Discuss what success looks like.

Success for a group vacation is achieved when there is open and effective communication among all members. It is crucial to share preferences, concerns, and expectations to ensure everyone feels heard and included in the decision-making process. Setting common goals, such as exploring new destinations, trying new activities, or simply relaxing, helps to align everyone’s interests and create a cohesive experience. When everyone’s input is considered, it fosters a sense of teamwork and unity. 

What is the goal of the trip? For our group trip to Uganda, the goal was to see gorillas up close (goal achieved). For our road trip through Italy, it was to eat our way through the country (which we definitely did). For trips with friends, is the goal to just have quality time together somewhere new? Defining success is different for each group, so having this set up early will help create a great foundation!

A group of people eating pizza in San Marino
Enjoying pizza with a view in San Marino during our road trip through Italy.

5. Plan Early

Planning a group trip early has numerous benefits, including getting the best deals on accommodations, flights, and tours. The ideal timeframe for planning a group trip is 6-12 months in advance, allowing everyone in the group to coordinate schedules and budget for the trip. When it comes to booking flights, it’s important to keep an eye on prices and look for group discounts or special deals that airlines may offer for larger groups.

Finding deals and group discounts on accommodations, tours, and other details can significantly reduce the overall cost of the trip. Many hotels and tour companies offer group discounts for larger parties, so it’s worth taking the time to research and inquire about these opportunities.

To plan in advance, start by selecting a destination that appeals to the entire group (see #5) and fits within the budget. Then, begin looking for affordable flights and securing excursions or activities that everyone is interested in.

Lastly, ensure that everyone in the group has enough vacation time to take the trip – this one has pushed back group trips for me. Planning early helps people allot their PTO so they can fully enjoy the trip.

6. Choose a Destination Together

When choosing a destination for a trip, it’s important to consider a variety of factors to ensure that everyone involved has a successful and enjoyable experience. First, consider the goals and interests of the group. Whether it’s adventure activities, cultural experiences, or simply relaxation, the destination should align with everyone’s interests. Next, take into account the fitness level of the group. Choose a destination that offers activities and excursions that everyone can participate in comfortably.

Budget is another crucial factor to consider. It’s important to choose a destination that fits within everyone’s budget, including transportation, accommodations, food, and activities. The length of the trip also plays a key role in the decision-making process. A shorter trip may limit your travel distance, while a longer trip may offer more flexibility.

Additionally, consider the type of accommodations that would best suit the group’s needs and preferences. Whether it’s a hotel, hostel, vacation rental, or camping, make sure it aligns with everyone’s comfort level. Finally, take into account the time of year. Research the weather and peak tourist seasons to ensure the destination will offer the best experience during the chosen travel dates. Shoulder and off-season are cheaper than peak season.

Let’s take our group that wants to go to Italy. They have it started with a destination in mind. It’s a pretty large country with a wide variety of cities and things to do. Does the group prefer to go hiking in the Dolomites or relax by the beach in Sicily? Those two are on opposite sides of the country and you may not be able to do both depending on the time in the country. Instead, could you do a trip focusing on the north of Italy? Dolomites, Venice, and Rimini? That way you could do both hiking and the beach while saving valuable travel time. 

7. Address vacation styles and needs

I talked a little bit about this above, but it needs a little bit more detail. It is tricky and will change based on the group’s needs, but I’ve given a few examples of how to do this on a variety of different styles of trips. Some of these are easier to plan as a group trip than others (cruises for example), but all have their pros and cons depending on the members of the group.

1. Adventure vacation style: Includes options for early morning activities like hiking or exploring, as well as opportunities for adrenaline-pumping activities. Address the need for rest and recharge by offering relaxation time in the evenings. Consider dietary restrictions for outdoor dining and options for physical recovery after day-long excursions.

2. Wellness retreat vacation style: Prioritizes early morning yoga or meditation sessions, and provide healthy meal options that accommodate specific dietary needs. Offer spa treatments and quiet relaxation spaces to address the need for rest and recharge. Avoid noisy or crowded areas that may disrupt the peaceful atmosphere.

3. Beach vacation style: Provides options for early risers to enjoy the sunrise and beach activities before it gets too crowded. Consider workout preferences by offering beach yoga or water sports. Address the need for rest and recharge by providing comfortable beach lounges and shaded areas. Accommodate dietary restrictions and preferences with beachside dining options.

4. City sightseeing vacation style: Incorporates early morning walking tours or fitness classes to accommodate the workout preferences of the travelers. Address the need for rest and recharge by including downtime for self-guided exploration or relaxation at the hotel. Consider dietary needs and restrictions for urban dining options.

5. Cruise vacation style: Offers early morning fitness classes or jogging tracks for workout enthusiasts. Provide quiet areas for rest and recharge, away from crowded spaces and noisy entertainment areas. Address dietary needs and restrictions by offering a variety of meal options and avoiding common allergens in the menu offerings.

Up close of a gorilla in Uganda
Gorilla trekking was a group trip meant for adventure style travelers!

8. Schedule the important things.

Now that you’ve got the budget, destination, and style ready to go – it’s time to schedule the important things! Booking things ahead of time provides an invaluable structure to the itinerary. Group trips that hope for spontaneity often fail because people want to do things on different days.  You want to keep some open time for flexible exploration and spontaneity, but three things you should try to plan out beforehand:

1. Mapping out the vacation: Begin by mapping out the destinations and activities you want to include in your vacation. This will help in effectively planning the day-to-day itinerary. Check out my guide to planning a trip with Google Maps so you can share it with the group. 

2. Planning day-to-day itinerary: Once the destinations and activities are mapped, it is crucial to plan a day-to-day itinerary to make the most of the vacation. Take into consideration the opening and closing times of attractions, travel time between destinations, and rest periods.

3. Booking tours and skip-the-line tickets: To maximize time and avoid long queues, booking tours and skip-the-line tickets for popular attractions is essential. This will also help in ensuring that all important experiences are included in the itinerary.

When scheduling important things, it is important to keep in mind both the budget and time constraints. Prioritize activities and experiences that fit within the budget and time frame, and consider alternatives for those that may be too costly or time-consuming. Make sure that the group wants to partake in the activities. Using Google Sheets (along with tracking budget) is a great way to track the different activities and who is planning on doing which activity (see #9)

9. Plan Alone Time

The group does NOT have to be together 24/7. This is important and often overlooked. Let the group members decide what they do/do not want to partake in. Below are a few ideas for alone (or even smaller group) time. Couples should also try to get some time alone so they can relax together.

1. Sitting by the pool at a quiet time of the day can provide individuals with a relaxing opportunity to enjoy some alone time.

2. Hiking a state park offers a chance for individuals to connect with nature and have some peaceful moments away from the hustle and bustle of daily life.

3. Biking through the city allows for a solo adventure, exploring new areas and experiencing some much-needed solitude.

4. Touring a museum can be a great way to spend time alone, taking in the art and history at your own pace and allowing for deep reflection.

5. Taking a walk in a peaceful neighborhood or park can provide individuals with a chance to clear their minds and enjoy some quiet time alone.

Alone time is crucial for relieving tensions and allowing individuals to recharge. It also creates interesting conversations, as everyone has unique experiences and insights to share after their time apart. For example, if part of the group wants to do a walking tour of Venice while the other wants to take a day trip out of the city, plan to meet for dinner and talk about their experiences.

Spencer and me at a wine tasting during a group trip.
Spencer and I always try to take some time for just us on group trips.

11. Make room for spontaneity

When planning your trip, make room for novelty by seeking out new experiences and unique activities. Research nearby attractions and explore options beyond the typical tourist spots. Don’t fill up your itinerary. I’m going to repeat: DON’T FILL UP YOUR ITINERARY. Some of the best travel memories are those that we don’t plan. Leave some free time for exploring a city, enjoying a rooftop bar, or that extra serving of gelato!

Consider reaching out to locals for recommendations on hidden gems and off-the-beaten-path activities. Encourage the group to step out of their comfort zone and participate in activities that will boost excitement and create lasting memories. Incorporate these new experiences into your itinerary, leaving some free time to fully immerse yourselves in the local culture and try something different.

Whether it’s trying a new local dish, going on a guided adventure, or attending a traditional event, prioritizing these new experiences will add depth and excitement to your trip. By embracing the unfamiliar, you’ll make the most of your travel experience and create unforgettable memories.

12. Hire A Travel Consultant or an Agent

Travel consultants or agents offer a wealth of benefits for travelers. Their expertise in tourist destinations can help clients make well-informed decisions about their travel plans, ensuring they have a memorable and hassle-free experience. 

They can help set you up for success while planning the trip, host an introductory call with the group to set up expectations, and more! I love planning group trips and I take pride in my transparency and honesty. I can work with the full group, help guide the leader of the group, or just do an initial call with the group to get you set for the planning process. Whether it’s a camping trip, a weekend trip, or a full family vacation, let me help plan your successful group trip! 

Final Thoughts

I hope my twelve tips for planning a group trip help you build confidence so you can go with your travel friends or family. Group trips have a certain magic about them that keeps going long after the trip. Plan a dinner party for a few weeks after the trip to share photos with each other – its a great way to keep memories fresh!

Read More Planning Tips

How to Avoid Travel Stress

How to Plan a Trip in 8 Steps

Step-by-Step Guide for Planning a Trip with Google Maps 

How to Choose a Hotel

Save “How to Plan a Group Trip” for Later!

How to Plan a Group Trip with Friends
How to Plan a Group Trip with Friends
How to Plan a Group Trip with Friends

7 thoughts on “How to Plan a Group Trip: 12 Tips for Success!”

  1. Definitely some good tips here, even if just traveling with one friend but absolutely if there’s more than that. Not having the talks about expectations, or budget early on will lead to problems. I’ve traveled with some people and had a great time, other times it’s almost ruined friendships, so all of these points are necessary to consider. I do prefer to travel solo a lot of the time as I can fully do what I want to do, rather than compromise if going to a place I don’t plan on visiting again, but I do at least one trip a year with a friend and we are on the same page about most things which really helps. Planning some alone time is definitely key

  2. Many great tips and advice here.
    I have to admit Inly ever went on one group trip with friends.
    It was good in general but I did need to spend one day away from the group to do a visit to a place that no-one else wanted to visit. We all got along well, once it was agreed we all needed our own space every now and again.
    I have to say I much more prefer solo travel though!

  3. Fabulous tips! I have hosted many international tours for my high school students but have not considered organizing a friends/family group trip. Most of these points were key to the successful student trips, too. Open, honest, and timely communication and using the talents of an agent are, without a doubt, the most important with larger groups.

    I’m not sure I would ever organize a friends group trip with more than 4 participants but this post has stirred up ideas of a family trip…

    Lyn | http://www.ramblynjazz.com

  4. I used to travel with a group (work colleagues and university buddies) before while I was in my early stages of my gallivanting. It was great! Lately, I am enjoying traveling with myself or with my partner. Planning for a larger group can be a little stressful as compared by going solo or for a travel buddy.

    Jan – https://flyingbaguette.com/

  5. It’s never easy to agree on wants, ideas or needs when it comes to a group trip. Everyone needs to be on the same page when it comes to the most important or controversial issues, such as the budget mentioned in the article.
    I confess that I’m not a big fan of group travel, not even with friends. I prefer to travel alone, or possibly with one or two friends.
    Anyway, here are some very pertinent and accurate tips on the subject!

  6. I recently was forced by work to go on a group trip and it was a right disaster. As you mentioned pick your group wisely and discuss finances and travel style openly. Unfortunately not always the case which makes group travel so difficult. I never had good experiences travelling with others but I’m open to taking in your advice and if there is a next forced time coming, I feel much more prepared.

    Carolin | Solo Travel Story

  7. I love your suggestions on planning for alone time and also leaving time for spontaneity. Both are so critically important on a group trip. I think many people plan 100% of the time as a group, which is so challenging, especially for introverts.

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