How to Plan a Large Group Vacation

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By Vanillatte
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Whether with a group of friends or a large extended family, vacationing with a group can be very fun and create lasting memories. However, taking a group vacation is not without unique challenges. With a little foresight and planning, your group vacation is sure to be a relaxing and fun adventure for everyone from the toddlers to Grandma!

Difficulty: Moderately Easy

Instructions

Things You'll Need:

a large group
planning
organizational skills

Step 1

Have a meeting. Well in advance of your planned vacation have a meeting to decide on all the key elements of your vacation. Make sure everyone voices their opinion during the meeting. Treat it just like a business meeting and take notes. This may become very important later on in order to eliminate potential arguments over already agreed-upon vacation plans. Type up an agenda based upon your vacation plans and make sure everyone gets a copy.
Step 2

The vacation meeting should result in a plan that includes the vacation destination, activities, where you will dine, transportation, etc. Check on-line travel sites like Travelocity to find the best deal on air travel and hotels. Also, if you’re thinking of staying in a vacation home, check out sites like VRBO.com and HomeAway.com for deals on vacation homes that rent to large groups. (see resources below) If your vacation includes a special dinner out, make sure you contact several restaurants to see if they require reservations. Even if they don't, it still is a good idea to check with them both well in advance of your travel dates and when you arrive to make sure they can accomodate your large group for dining.
Step 3

When you arrive at your destination, make sure everyone is comfortable with the accommodations. If you are staying in a hotel, make certain everyone is happy with their room and the sleeping arrangements. If you’re in a vacation home, take a tour of the home and decide where everyone will sleep. If anyone has special health concerns, like Grandma’s arthritis, make sure their needs are accommodated before everyone starts calling dibs on a bed.
Step 4

In your vacation planning meeting, you should have discussed payment arrangements for things like groceries, eating out and entertainment. Often in a large family, younger adult children who may be in college or a relative who is in between jobs might not be able to afford a fancy dinner. Be sure to discuss this beforehand and determine whether the older adults are willing to pick up the tab on an evening out for those who might not be able to afford it. Otherwise, you might consider simply eating in.
Step 5

Vacationing with family and friends can be a challenge when it comes to spending a lot of time with people who don’t normally live together. Set some basic rules on things like housekeeping and meal preparation so that everyone knows what is expected. You don’t want to force one person into being the housekeeper and chef for the entire stay. Remember, share the duties and everyone will get to have a vacation!
Step 6

Make one person the banker and have them collect all the money necessary for things like vacation home rental and activities. This will make it easier to make reservations. Split the costs fairly. Don’t leave the designated ‘banker’ hanging when it comes to getting deposit payments to them on time.
Step 7

Plan at least one fun activity that everyone can participate in. Even if it is just a short hike, a sightseeing excursion, or a movie, you will be building a memory that will stay with your group long after the vacation is over.