Have you ever heard the phrase, ‘And then there were none’? It’s precisely what happens when you plan a group holiday.
You start with a big group of friends. Everyone is excited as you plan the itinerary and destination, but then you end up going on your own… heart-breaking!
I have experienced disappointment when group trips turn into solo adventures or complete cancellations. This disappointment was not just because I wanted to go on these trips (yes, I did!). but because of all the time invested in planning before having to cancel. As a result, I started planning solo holidays.
Naturally, my travels sparked jealousy… hehe! Now, I hear more from my friends and family asking to join me on my holiday adventures.
Learning from past experiences, I identified four common mistakes when it comes to planning group holidays:
Not setting clear expectations from the start: We often assume everyone wants the same holiday experience, but some might prefer relaxation while others want adventure. Before finalising plans, set clear expectations about the type of holiday, budget range, and activity level.
Failing to collect deposits early: I’ve learned the hard way that verbal commitments aren’t enough! Collect a non-refundable deposit early to ensure people are genuinely committed. This reduces last-minute cancellations and shows who’s truly serious about joining.
Not assigning roles: When everyone is responsible, no one is responsible. Assign specific planning tasks to different group members based on their strengths so everyone can be involved in the planning process.
Lack of regular communication: Without consistent updates, the enthusiasm fades and people drop out. Keep everyone engaged throughout the planning process.
So how do you overcome these challenges? Here are some practical solutions.
Schedule regular check-ins: Set up monthly (or weekly as the trip approaches) catch-ups through video calls to discuss progress, address concerns, and maintain excitement.
Have a Plan B: Always prepare contingency plans for the most important aspects of your trip. Weather changes? Have indoor alternatives. Someone cancels? Know how it affects accommodations and costs for everyone else.
Establish a decision-making process: Decide upfront how group decisions will be made… a majority vote, consensus, or a rotating “decision maker” role. This prevents endless debates that can derail planning.
Since I now know better, when planning group holidays, I create a shared tracking system. I use these tools to be more organised, keep everyone on board, and handle cancellations seamlessly:
Google Docs: Perfect for creating detailed itineraries, sharing travel information, and keeping notes accessible to everyone.
Google Sheets: Ideal for tracking expenses and payments. This transparency prevents awkward money conversations during your holiday.
WhatsApp Group: Set up a group for all members joining the holiday. This allows planners to share information about the destination, post inspirational pictures, and stay on top of planning details. If anyone cancels, it can be easily communicated and managed.
Google Maps: For road trips where everyone drives separately, Google Maps is excellent for sharing directions. All the places you intend to visit can be tagged and shared with the group.
The next time you plan a group holiday, use these simple tools and practical tips to make your planning experience stress-free and ensure your group holiday actually happens!
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