Organizing a group trip is one of the steps before a trip that will surely bring unforgettable moments and experiences. However, the timing of the trip can be confusing if there are no clear guidelines to follow.
Knowing how to organize a group trip will allow you to avoid money problems and have many alternatives when you discover a place. If, in addition, the trip is a sudden trip that you did not plan and involves visiting another person for a birthday, anniversary or farewell party, the difficulty increases.
But do not worry! At Geranion Village we know the key points to teach you how to organize a group trip without much effort and that everything will go perfectly to live comfortably the adventure it can offer you.
How to organize a group trip
First of all, the most important thing is to know how many people you are going to travel. Although the number is not significant in the previous steps, it will be when you buy airline tickets if you are leaving your country, train tickets if you travel by this means of transport or to find out how many cars you will need. The same will happen when booking hotels.
Now that you know the number of people to organize a group trip, it’s time to start. You will need prior communication, money management and balancing of available dates as well as destinations that everyone prefers. It’s not easy, is it?
However, there are some tips that can help you get everything right so we will tell you the keys to learning how to organize a group trip.
It is important to have a communication team in which everyone involved can follow the news of the trip. You can create a group on a social network like Facebook, a series of emails or the necessary WhatsApp.
Through this group you can all contribute to the trip, keep track of the progress of the trip, send tickets or booking receipts, and get links for your getaway.
Do not confuse yourself, the easiest is to find a platform that you use often and with which you can easily locate each other.
Group travel is not cheap. That’s why you need to organize your finances well and control the issue of money. You need to know how you are going to make the payments, as there are two initial options: that one person pays everything and is reimbursed individually or divides the costs and makes a common fund.
There are now many alternatives that make it easy to organize a group trip, such as special travel cards to which a desired amount is added to be spent. These types of cards work very well especially for trips abroad, as they do not have commissions for withdrawing money in foreign currency and make the trip much easier.
To avoid money problems, you can use an application that controls what is spent and what is due per person. One of these is Splitwise, which allows you to add an expense separately to team members. The application states who owes money and what the amount is and divides who’s to be paid so that the bills are accessible to everyone. It is very useful!
Also watch out for the currency! If you are going to travel to a non-EU country with a different currency, you should consider the euro equivalent at that time. To avoid surprises and problems during the trip, you can download the XE Currency application, a converter that also allows transfers. Keep this in mind, as it can be great for adjusting the cost of the overall trip.
Buy tickets together
It’s one of the keys to learning how to plan a group trip, because finding flights or accommodations for one or two people would not be the same as doing it for a large group. Plan your trip in advance and make your reservations in advance to ensure that there is room for those who want to participate in the trip.
To buy airline tickets, for example, try to buy them all together to try to unite the seats. Otherwise, you could go anywhere on the plane or even create confusion about the time or day of the flight. As one of our main travel tips is that this process is best done by one person to avoid problems.
Booking the hotel at the right time
When it comes to hotels, you have more flexibility, as you do not have to book everything at once to secure a room. Yes, do it earlier, because if some need more time than others, you may need to stay in different hotels. Why choose hotels for your group trip? The benefits of hotel accommodation will allow all team members to have a better rest, so it is undoubtedly our perfect choice for this type of trip.
Organization of baggage
A suitcase is easy to use. And two. More than ten, maybe not. Therefore, when organizing luggage, keep in mind that it will not be just yours on the trip. Try not to make the luggage too big, but in a size that allows you to place everything you need.
Tips on how to pack your bags can be very useful on a group trip: pack what you need, wear the right shoes, wear the most bulky to make room for your suitcase and don’t forget the necessary paperwork.
If traveling by car, choose a small suitcase, because some cars do not have enough capacity to fit the suitcases of five passengers in the vehicle.
Now that the trip is planned, you have booked the hotels and the travel tickets in case you are traveling without your car, it is time to plan the trip. You need to prioritize the plans based on the opinion of the majority and create a list of necessary places to visit on the getaway.
For simpler and easier scheduling, you can use the TripIt app, which lets you automatically create routes with the places you selected at a destination to see. This mobile application will create a route with the simplest possible route, so you can make the most of your trip.
If you travel with children, things change slightly, because not all children will be able to make a trip full of plans and activities. They will only do this if you organize something for them as well, such as watching one of the children’s musicals or visiting a Luna Park.
Traveling with children involves, as we have said, fun for your little friends. In this case, we recommend the Yuggler app, which looks for places near you for children to enjoy. If everything is organized and planned in advance, you will not find a problem when you arrive at your destination.
Organization, communication and order could greatly help those who want to undertake the planning of a group trip. Traveling is a pleasure and when we do it with friends or relatives it makes it even better. Whatever choice and destination you choose to organize your group trip, at Geranion Village we will be happy to welcome you to our hotel and facilities. See you soon!