How to Best Plan For a Group Vacation: Ideas and Tips

Traveling as a group can be fun and rewarding. Sharing new experiences with others can even create a bond with lasting memories between you. 

Being in charge of planning a group vacation? That’s a challenge. 

Group vacations require tedious organizing, ensuring that the plans accommodate each traveler and meet all needs. Every aspect of the trip must be detailed, from when you leave your current city until the moment you return, including the travel arrangements, boarding/dining arrangements, daily itinerary, etc. Of course, making sure you are still being democratic in the process is a must, too. 

If you have somehow landed yourself in the role of organizer for a big getaway, you may not know where to start. So, to help you out, we have put together some ideas and tips for planning a group vacation. 

Decide on a Destination – and a Budget

Before you can do anything, you need to know where you are going and how much money you have to spend. 

If your group already has a destination in mind, perfect. If not, you will have to come together and agree on where you want to go. There are a few ways to do this simply. For instance, you could come up with a list of a few places that everyone agrees on. Then, throw them all in a hat and pick out your surprise destination. Or, you could have each person pitch their favored destination and allow the group to vote. The votes determine the winner. 

A budget should be determined, as well, as this will play a role in your destination, too. A getaway from LA to Denver is going to be much less expensive than LA to Paris. So money needs to be discussed. 

Everyone in your group is going to have a different amount they are able – or willing – to spend for the vacation. So, talk this out and agree on a number that is safe for everyone and then stick to it. 

Book a Private Jet Charter

Once you know where you are going, you will want to book your air travel. One thing to consider is booking a private jet charter. 

Yes, this option is going to be more costly as a whole than commercial air travel. However, when the cost is split amongst everyone in your group – and luggage and seat fees are considered – you may just be surprised at how cost-effective of an option it can be. 

What’s more, you will be able to choose your travel times and avoid layovers, as well as delayed or canceled flights. This will be a huge time-saver, giving you more time at your destination. 

On a private jet, there will also be comfortable seating, luxurious amenities, ease of access (thanks to smaller, less-busy airports), and pure convenience. Changing names, removing/adding passengers, and so forth are very simple to do without requiring any change fees.

Using a private jet charter just makes it easier to keep track of your group when traveling together – without the chaos of a busy airport. 

Look For Deals

Deals can often be found if you look close enough or know who to talk to. Booking a hotel that provides breakfast will save your group from having to buy that one additional meal each day. Buying tickets in advance as a group rate for shows, museums, galleries, and other adventures can be more cost-effective than buying them on the day of your visit. Even booking a private jet charter could save you money when the cost is split amongst everyone in the group – rather than purchasing regular airline tickets. 

The more deals you can find, the farther you can stretch the budget and enjoy more experiences. 

Ask For Needs or Requests in Advance

Before you start planning, ask about any special needs or requests in advance. Even if you are traveling with close friends, it is always a good idea to just ask. By doing this before you start planning, you can make sure that you accommodate these things – without having to go back and make adjustments. Plus, it allows everyone in your party to fully have a good time since they will have everything they need. 

What special needs are we referring to? It can vary from person to person, but finding restaurants that cater to certain dietary restrictions, accessibility needs in a hotel, and so forth are a few examples. 

Make Reservations in Advance

Although you don’t want to monopolize all the time as a group, you will want to make some reservations in advance. This includes both dining reservations as well as certain attractions you’d like to visit. 

While this would not ordinarily be such a big deal, reservations are definitely something that needs to be utilized when traveling with a group. After all, getting into a restaurant for dinner with 2 people is a lot easier than finding room for 12. 

Be proactive. Discuss certain places that the group would like to check out and then book reservations where you can. Even if you choose to go elsewhere – at least you have something reserved just in case. 

Plan Some Down Time

You may get on a roll when planning for your vacation – and it can be tempting to want to plan every moment. The problem is that keeping everyone together at all times on a tight schedule can lead to some frustrations and tensions. People, by nature, need some alone time to be able to better enjoy togetherness. 

Consider leaving a few chunks of time up in the air for everyone to do things they want to do at your destination. And if everyone still sticks together, great. But if not – that’s ok, too. 

Ready, Set, Group Vacation Travel

Being the organizer of a group vacation can be a very tough position to be in. Trying to get a group of people to and from a destination as well as keeping them happy and entertained while they are there can be a chore. But it is possible – especially when you use some of this advice. 

And, let’s not forget, booking a private jet charter can take a lot of your headaches away from the very start.