Planning a large group holiday can be an exciting yet daunting task, especially when the trip is abroad, as the logistics can become overwhelming! Whether it is a family reunion, a friend’s getaway or a corporate retreat (with dates, destinations, budgets, and itineraries to consider) it’s enough to give even the most well-organised of us a headache.
But at Alpha Travel Insurance, we believe a well-planned trip is the key to a memorable group holiday. Our guide will help you navigate the planning stage and ensure you cover all bases, including securing the right travel insurance (the most important part, in our eyes!)
Start planning EXTRA early!
Spontaneous trips away can sometimes make for the best memories, although this is not likely to be the case for a large group holiday. With so many moving parts to booking a holiday such as transfers, accommodations and travel; leaving it until the very last minute could mean missing out on deals or ultimately not being able to book at all.
Planning early will give everyone a chance to free dates up and book time off work. And, if it is a family group holiday you’re booking, don’t forget that you will need to consider school holiday dates.
Step 1: Agree on a Destination
The first step in planning a group holiday is deciding where to go. Yes, you may think this is a simple step, but remember that everyone in the group will have different interests and preferences. Are you looking for a relaxing beach holiday, a trip focused on adventure, or a more civilised cultural experience? Once you have narrowed down your options, we would suggest researching the best time to visit, local attractions, activities and accommodation options.
TIP: Tripadvisor is a great website, allowing you to read through recent reviews and other travellers honest thoughts on places!
Step 2: Set a Budget
Budget can either come before destination or after, this is completely down to your group’s circumstances. Ultimately, it is crucial to determine how much you want to spend as early in the process as possible. This cost should include flights, accommodation, meals, activities, and travel insurance. Having a budget will help you narrow down your choices, making the final decision easier, as well as avoiding any unnecessary overspending.
Step 3: Organise Travel Arrangements
Flights –It can be cheaper to book group flights, as some airlines offer slight discounts on tickets for large groups. Booking all at once also means you will get the same price for each ticket, whereas this could vary if booked separately at different times. Plus, booking early can help you secure better deals!
TIP: Skyscanner is perfect for comparing different airline prices!
Accommodation – Consider renting a large house or villa instead of a hotel, where rooms could be spread across multiple floors and feel very separate. A house or villa is likely to be more cost-effective and provide communal spaces for everyone to gather.
Transport – Depending on your destination, you may need to arrange a way to travel from the airport to your accommodation. Being in a bigger group may mean renting a private bus, or hiring multiple cars. Although this may seem like an expensive option, it is likely to be more cost-effective than taxis.
Step 4: Plan the Itinerary
Creating an itinerary that includes activities everyone will enjoy is important. A good way to go about this is splitting it up day-by-day so that each friend or family member gets to pick at least one thing they are particularly interested in. Do not forget to schedule some downtime too! Balance the schedule with group activities and free time to allow for individual exploration or relaxation. Lastly, it is always wise to pre-book popular attractions to avoid long queues and secure group rates.
When it comes to eating out as a large group, walking into a restaurant spontaneously can sometimes be a bit trickier! This is not to say you need to book all your reservations weeks ahead, but just calling a couple of hours ahead is sometimes worth it and will give you that extra piece of mind.
Step 5: Book Travel Insurance
Travel Insurance is a crucial part of any holiday, especially for groups! It provides protection if the unforeseen were to happen; such as your trip being cancelled, a medical emergency, or lost luggage.
To get a quote for your group holiday, click here.
Step 6: Lastly, Communicate Clearly
Effective communication is key to a successful group holiday. Create a group chat to share updates and information on the bookings, so everyone is kept in the loop and has the same understanding. Ensure everyone has a copy of the itinerary, travel documents, and emergency contact numbers.
Booking a group holiday requires careful planning and coordination, but the rewards are well worth the effort. By following these steps and securing your group travel insurance, you can ensure a smooth and enjoyable trip for everyone.
Amongst all the planning and preparation, don’t forget the most important part of the holiday – to make memories with loved ones and have fun!
Alpha Travel Insurance is a trading name of Travel Insurance Facilities Plc, which is authorised and regulated by the Financial Conduct Authority FRN306537. tifgroup is trading name of Travel Insurance Facilities Plc registered in England No. 3220410. tifgroup; all rights reserved. Registered Office: 1 Tower View, Kings Hill, West Malling, ME19 4UY. All policies offered are on a non-advised basis.
