Six secrets to planning a successful group trip

• Published date: 08 May 2024
• Publication title: Mail & Guardian: Web Edition Articles (Johannesburg, South Africa)

Planning a group trip can be an exciting adventure and a great opportunity to make memories with your nearest and dearest, but coordinating everyone's needs, preferences and schedules can also be a challenge. Whether it's a family reunion, a corporate retreat, or a destination wedding with the whole family or a school group, getting the logistics right can be the difference between an amazing trip and a scenario of what you asked for versus reality

Here are some top tips from our Flight Centre Specialist Groups team on how to plan a successful group trip.

1. Start planning early

You know what they say — "fail to prepare and prepare to fail." There's no situation where this holds true more than when you're planning a group getaway. Seriously, the sooner you start planning your group trip, the better. You'll have more choices of accommodation, activities, transport and everything else. And yes, you will have the added advantage for getting better rates from multiple suppliers dependent on destination! Bryce Maartens, Head of Flight Centre Groups Travel, advises: "Ideally, you will want to plan at least six months in advance of a big group trip. If you are also travelling with specialised or sports equipment, the more time you have, the better to plan for excess luggage or shipping of the equipment prior to getting it there on time."

2. Have some flexibility

When choosing dates for a group trip, flexibility can be key. Be open to shifting your travel dates by a few days to accommodate everyone and to take advantage of lower prices or more suitable accommodation. If there are only specific days you can make the trip work, it's going to be much harder to find the perfect venue or flights, but it doesn't mean it cannot be done.

"When setting dates, consider factors like off-peak seasons and major holidays, which can affect both availability and cost," Maartens adds.

3. Decide on the type of trip

If you are travelling as a group of friends or family, deciding on the type of trip you're taking is one of the most important parts of a holiday planning process. Are you looking for a tour, a cruise, a holiday package, a golfing weekend or week?

Each option offers different benefits:

Tours are great for groups looking for structured activities and in-depth exploration of a destination and who want the convenience of guides, drivers and pre-planned itineraries.

Cruises provide a mix of relaxation and adventure with everything arranged onboard and visits to multiple...