Planning a successful group vacation

If you have a core group of friends or family a vacation is a great way to get spend some time together. And if your family is large and spread across the country, meeting at a vacation location can make things easy and stress free (not to mention fun and adventurous). All-inclusive beach resorts and cruises in Mexico or the Caribbean are the most common reunion groups I see. But you can also consider escorted tour-type itineraries with your group. Or maybe for friends with a common interest something along the lines of an Irish Pub Crawl Tour, an Eco-Tour in Costa Rica, or even a chartered yacht in Tahiti.


So, how to get the ball rolling. You’ll definitely want to work with a travel agent since coordinating everyone’s flights and accommodations can be daunting. But first, get together with everyone involved to discuss the basics.

  • What time of the year would you be traveling? It is best to plan your trip 6 to 10 months in advance.
  • Are there any date restrictions to consider?
  • What type of trip would you like? Beach, historical sightseeing, Disney parks, cruise, once-in-a-lifetime dream trip, high energy adventure, etc.
  • Will everyone have passports in time for travel (if applicable)?
  • Are there any special considerations? For example, Aunt Libby has mobility issues and Cousin Maxwell has a sun allergy.

Appoint one person as Group Leader to be the primary point of contact with the travel agent. The Group Leader will want to have a good idea of headcount when talking to the travel agent, along with ages of kids at time of travel.

Your travel agent and Group Leader together will narrow down the best options for the group, and then once the destination and resort are selected the different families can contact your travel agent to provide their details and payment.

After travel arrangements are made, you can decide on any preplanned activities for your group. You’ll want to strike a balance between structured time together and free time. For example, plan a group hike excursion in Kauai (Hawaii). Or pre-book a snorkel catamaran tour in Cozumel while on your group cruise.

If the trip is for a special celebration, such as a milestone birthday or maybe your Grandparent’s 50th anniversary, your travel agent can assist you in arranging an event.

Happy travels! ~Cindy Grant, Expert Family Travel.  Contact us at 972-625-6200 to start planning your next group vacation.  Serving the Dallas Texas metro area & clients across the US/Canada.