Planning a vacation for a large group of friends or family can be a challenging endeavor, but well worth the fun vacation experience. As a villa specialist, I have chatted with many groups looking to plan the perfect vacation and many individuals who have felt exasperated trying to find a vacation rental to please everyone. Here are a few tips we’ve picked up along the way that can make planning your trip a little easier:
Initiate your vacation planning with a meeting:
This could be face to face, facetime, or simply a group phone call. Make sure all adults are present for the first meeting and ask everyone to state 1-3 things they’re looking for in an ideal destination and accommodation. Let each member of the group have the floor for 1-2 minutes to describe activities he/she is interested in doing.
Designate a leader:
Choose one person in the group who is most interested in looking for the destination and accommodations. As a leader, it is important to listen to your group and ask them questions. Set meetings or schedule phone calls to check in with your group so they’re not sending you a barrage of random texts at all hours.
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Don’t make assumptions on a budget:
Though it could be a bit awkward, it is important to discuss each guest’s budget from the beginning of planning. When looking at pricing, it could be better for the group rate to rent a larger villa and invite more guests. If there are members of the group who cannot contribute as much towards a rental, perhaps they would be open to preparing a few meals during the trip! Have open discussions about the budget for a much smoother vacation planning experience.
Set Deadlines:
As you begin to plan your vacation, set a few goals for when you choose a place, when funds should be sent to the head planner, the dates excursions, rental cars, and reservations should be booked, and when everyone should aim to purchase their flights. Sharing timeline goals will help everyone feel more organized and motivated to check the list for planning a great vacation.
Don’t Aim for Perfect, Aim for Adventure:
While some travel experiences are looked back on with a rose-colored filter, almost all vacations have a few moments of discomfort. Travel on airplanes, visiting a new place, and settling in with a large group of people will inevitably present guests with a few obstacles. Putting the added pressure of ‘perfection’ on your vacation can set expectations to an unattainable height where the slightest hindrance can send you falling. But, as long as you see the vacation as an adventure, your group can roll with any minor inconveniences and enjoy the experience of discovering a new place with a wonderful group of people.
Have Fun!
Enjoy your relaxing time away from your day-to-day life and take advantage of this fun time with family or friends. Vacations present us with an opportunity to reset and renew our connection with ourselves, our loved ones, and see our lives from a new viewpoint. Enjoy the beautiful islands of Turks and Caicos with your group of people and give yourself a little hug for planning such a wonderful group adventure!