Traveling with a large group can be a lot of fun and sometimes, a lot of stress. Whether you’re traveling with the kids and other families or having a trip with a group of other parents while the kids are at camp or otherwise occupied, or even a general girls trip or guys trip, take heed. It is important to plan as much as possible and communicate your wants and needs before you arrive at your destination. The whole idea is to have a great time, make treasured memories and still want to be friends with everyone when you get back.
- Start Planning with the Basics
Determine who is going and where you would like to go. Some groups choose their destination based on the popular vote. Others have a destination in mind before they start including everyone. This is a good time to find out everyone’s expectations on time frame, budget, accommodations, meals and activities. “If you are uncomfortable asking some of these things, it might be best not to vacation with relatives or friends,” suggests traveler Chrissy Rundle.
- Pick a Leader
Since groups usually get a discount for transportation and activities, you may want to choose someone who will oversee these arrangements for the group instead of each family making their own. Wanderlog is a great app for the leader to add all their flights, hotels and attraction details. They can collaborate with others in the group to share in real time and everyone has the itinerary at their fingertips.
- Choose Your Lodging
There are benefits and disadvantages to choosing an Airbnb or getting separate hotel rooms. “I’ve always chosen an Airbnb versus a hotel, because it keeps costs down being able to cook in-house versus going out for every meal. We also like the idea of everyone being in the same space during downtime. We could do evening games or fires or watch movies together,” says traveler Tina Rokosz. Conversely, an individual hotel room gives everyone their own privacy. This is also helpful for families who have different sleep schedules, keeping the night owls and early birds separated.
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Transportation
How are you getting to your destination? Determine if it is close enough to drive to or if you need to fly. Will everyone travel together, or will you meet at your vacation spot? It is also a good time to decide how you will get to all your activities. Is there a shuttle from the hotel? If you need to rent cars, determine how many you will need, who will drive and how you will split the costs. Apps like Splittr, Tricount and Splid incorporate Venmo allowing you to add your expenses and split the costs evenly between families.
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Meals
“Discuss eating arrangements ahead of time, because not everyone may be on the same budget,” offers Rundle. Dining out for three meals a day is expensive. Many hotels offer free breakfast, or you can pick up simple foods like fruit and bagels to keep in your room. If you are staying at an Airbnb, you have access to a full kitchen to prepare meals. While less expensive than going out to eat, Rundle suggests determining how many meals will be prepared as well as who will shop, cook and clean and how the expenses will be divided.
- Planning What to Do
After researching the area for things to do and places to stay, gather for a planning session. Let each family (or one representative from each family) share their suggestions, “must” stops and thoughts. You can decide as a group what each day will look like (meals, events and timeline) or let each family plan an entire day for the whole group. “If you are traveling together with young kids, offer a babysitting night for each. One night, you watch the kids. The other night they do, so that each couple (if it is couples traveling) gets a night off and a date night!” Cathy Subber, a traveler based in Illinois.
- Plan Downtime
There is so much to see and do on trips we naturally want to schedule every minute. On our multifamily trip to Disney World, we planned a part of every day for just hanging out at the hotel pool. The afternoon is usually the hottest time of the day, so it gave everyone a chance to regroup and allowed some nap time for those who needed it. It also allowed us to head out to an early character breakfast or stay out later for fireworks and without meltdowns from exhausted kids.
- Prepare to Pivot
Even the best plans don’t work out as you expect them to. “Be flexible. Each day will bring its own unique challenges depending on how old the kids are. Planning a nice dinner out when everyone is exhausted and cranky means you might need to change it up to a pizza delivery and movie night instead,” says Subber.
