Planning a trip with a bunch of friends or family? Exciting, right? But, oh boy, can it be a challenge! More people means more opinions, schedules, and preferences to consider. No worries though — in this blog post, we’ll break down how to plan an epic adventure trip for a large group, step by step.
Planning Your Adventure Trip Step-by-Step
Step #1 Establish a Lead Planner
First things first, appoint a lead planner (or a small planning team). This person is the go-to contact for all trip-related info. They’re responsible for keeping track of decisions, communicating with others, and making sure everyone’s on the same page.
Tools like Google Sheets can be of great help for collaborative planning. Create a shared document where everyone can add their ideas, availability, and preferences. This way, you keep everything organized and accessible to everyone.
Step #2 Set a Budget
Talk money early on. It’s crucial to agree on a budget range that everyone approves of. This includes travel costs, accommodation, activities, and meals. Be transparent and considerate of different financial situations.
Once you’ve agreed on a budget, draft a detailed plan. Include estimates for flights, rentals, lodging, https://billionrent.com/en/locations/france-en car rental, food, and emergency funds. Keep track of expenses using apps like Splitwise to split costs fairly and keep everyone informed.
Step #3 Choose a Destination
Picking a destination seems exciting but it can be tough with a big group. One option is to create a shortlist of places and vote on them. Consider factors like travel restrictions, climate, and activities that cater to the members’ interests. Use platforms like TripAdvisor or Lonely Planet for insights and reviews.
What is especially important here is to ensure the destination is accessible for all. Some members may have special needs or dietary restrictions. All of those must be considered. Always research the safety and medical facilities available, especially if you’re planning adventurous activities.
Step #4 Plan the Itinerary
Include activities that cater to different interests. Mix up high-energy adventures with relaxed options. Plan interactive activities but also allocate free time for individual exploration.
Use tools like Doodle Polls to vote on activities. Remember, not everyone has to participate in every activity. It’s okay to split up into smaller groups or be on your own sometimes.
Step #5 Accommodation Arrangements
Look for accommodations that suit large groups. Options like vacation rentals, villas, or hostels are great. Ensure there’s enough space for everyone and common areas for gatherings.
Wherever you go, it’s better to book early. This ensures availability and often better rates. Read reviews carefully and consider locations that are central or convenient for your planned activities.
Step #6 Communication and Flexibility
Set up a group chat on platforms like WhatsApp or Telegram. This is super helpful for quick updates, sharing information, and staying connected during the trip.
Be prepared for changes. When several people are involved, plans can shift. Have backup options and maintain a positive, flexible attitude. Remember, the main goal is to enjoy the experience together.
5 Cool Destination Ideas for a Large Company
Like we’ve previously said, picking the destination for a large group can be a puzzle with lots of pieces. But don’t sweat it! Here are five amazing destination ideas!
Costa Rica is a paradise for adventure lovers. Think zip-lining through rainforests, surfing on beautiful beaches, and hiking near volcanoes. It’s a place where your group can experience a mix of adrenaline and relaxation.
Activity idea: Plan a hike in the Arenal Volcano National Park or a day of surfing lessons.
Iceland’s otherworldly landscapes are perfect for travelers seeking a mix of adventure and awe. You can explore glaciers, geysers, and even try to catch the Northern Lights.
Activity idea: Rent a large van and do a road trip along the Golden Circle. Plus, don’t miss out on dips in geothermal pools like the Blue Lagoon.
For a more laid-back but enriching experience, Tuscany’s rolling hills, vineyards, and historic cities are ideal. It’s a treat for foodies and history buffs alike.
Activity idea: Book a cooking class or a wine-tasting tour. Cities like Florence and Siena are great for cultural day trips.
New Zealand is the ultimate playground for adventure seekers. With its diverse landscapes, your group can enjoy everything from hiking and bungee jumping to scenic road trips.
Activity idea: Try a hike in Fiordland National Park or a thrilling bungee jumping session in Queenstown.
Morocco offers a blend of culture and unique landscapes. The bustling markets in Marrakech are an adventure in and of themselves.
Activity idea: Plan a desert safari or explore the historic medinas. The Atlas Mountains are also great for group hikes.
3 Don’ts in Planning a Trip for a Large Group
❌Don’t Choose Too Niche Activities
It’s great to have a theme or central activity for your trip, but be cautious about choosing something too specialized. For example, a trip focused solely on advanced mountain biking might exclude those who aren’t as skilled or interested in that. Balance is key.
It will be optimal if your itinerary includes a range of activities that cater to different skill levels and interests. This way, everyone can participate in something they enjoy.
❌Don’t Underestimate Group Dynamics
Larger groups naturally split into smaller cliques or pairs based on shared interests or friendships. Don’t force everyone to stick together at all times. This can lead to tension and dissatisfaction.
In the meantime, while it’s normal for smaller groups to form, ensure that no one feels isolated. Plan some activities that encourage interaction across different sub-groups, like team-building exercises or games.
❌Don’t Ignore Local Customs
When traveling, especially internationally, be aware of and respectful towards local customs, traditions, and etiquette. Before the trip, share key cultural dos and don’ts with the group. This can include dress codes, tipping practices, and greeting customs.
Yes, planning an adventure trip for a large group is not easy. But the good news is that with the right approach, it’s totally doable — and can be a lot of fun! Just stay organized and keep communication open. When it is all over, the sense of reward it brings you will be immense!
Ferona Jose is a passionate travel writer and blogger at Travelistia. She has traveled throughout Europe, Asia and the Americas. Her writing focuses on cheap travel destinations, travel experiences, cultural insights, and travel hacks.