First off…well done for stepping up, organising any sort of group travel can be a challenge, but it’s also great fun, and very rewarding.
There are of course as many group types as there are activities and interests. In the last few months alone, Mandolay has hosted Poetry Societies, Golf Trips, Bowls Weekends, Theatre Visits, Museum Tours and even a Light Opera Extravaganza.
The reasons behind the trip might vary wildly, but there are some basic ‘rules’ that always apply, no matter how large or small the travelling party is. Actually, ‘rules’ is probably the wrong word, it seems to imply a chore or a strict set of guidelines.
Let’s go with tips.
- Choose a leader or small committee. Any group benefits from a single point of contact, hotels, Golf Courses, Theatres, or whatever will always appreciate a single name that they can deal with, it saves so much time and reduces the margin for error with communications…’ but I told so and so’.
- Look for group rates. Groups of ten or more will often have access to reduced airfares, admission to attractions, discount meals, and yes, special hotel deals. It might not be reduced tariffs, but you could well swing some sweet complimentary room upgrades, late check-out, or luggage storage. It pays to ask (politely).
- Use technology. There are some brilliant Apps that will help you keep everyone organised and on message, Google Docs, and Spreadsheets are great, but check out the free Apps that are designed specifically for group travel organisers.
- Be patient. Even the best of friends can fall foul of a misplaced word or careless comment. Even worse can be a travel companion that wants to change arrangements, but remember that there might be a really good reason for the request. We recently had a group that began every day with a quick, very friendly pep talk, the crux of which was to confirm that theirs was a ‘no blame’ group, and if anyone felt uncomfortable at any time during the day, they should put their hand up.
- Plan everything, well almost everything. There are bound to be times when circumstances dictate a change, and while you can’t plan for everything but it pays to have a contingency for the ‘big things’.
- Check for dietary requirements, allergies, and even preferences. It will save time if you are already prepared, and this is especially helpful for last-minute decisions. It’s also a good idea to check on medications, especially epi-pens or emergency procedures.
- Take a break. It’s your trip too, so don’t be afraid to suggest some time ‘at leisure’, as they say on the cruise lines. If you like an afternoon nap, or a morning stroll then put it in the schedule, you don’t need to stick to it rigidly, but if it’s there it can be your little bolt-hole.
- Have fun. The key to this is to plan what you can, prepare for the unexpected as much as possible, and try not to stress out when Derek loses his glasses for the third time.