Planning a Group Trip

Take The Labor Out Of Planning Your Group Trip

Group Travel

By Eva Casey

Take The Labor Out Of Planning Your Group Trip

planning your group trip

If you work full time or go to school the absolute last thing that you want to do is put in even more work for your vacation. Yet sometimes, that’s exactly what’s required of you. Maybe it’s up to you to plan the next family reunion or career trek for your MBA program. You don’t want to let everyone down, but you also don’t want to add anything else to your heavy workload. Planning your group trip can be stressful, and that’s where WeTravel can help you!

Planning your Group Trip

Planning Your Group Trip with WeTravel

WeTravel makes planning your group trip seriously easy. No matter what kind of trip you’re planning, student travel or group tour, WeTravel has you covered. That’s because we offer a free platform that will give you your own personal group trip planner in a matter of moments. Here are the steps to follow:

Planning your Group Trip

Step One: Decide on a Location For Your Group Trip

The first question WeTravel will ask you when you create a trip will be where you’re going. Now, if you already have a set location for your trip, just type it in. If, however, you’re the one who needs to decide, there are a few things you can do.

planning your group trip

If you’re planning a yoga retreat, we’ve got you covered with the top 8 places for yoga retreats around the world. You can also browse our authentic group trips to see if you find any inspiration there. Another option is to forgo location all together, and embrace the spontaneous travel life. WeTravel does give you an option to decide later on your location.

Step Two: Decide on a Time & Date For Your Group Trip

planning your group trip

Once again, you may opt to decide later, or if you know the dates of your group trip, plug them in on the next step. Obviously, when you decide to lead a group trip depends on many factors: when you have time off, when the rest of the group is available, or maybe you’re even going to a specific event such as planning a group trip to a festival or attending a conference.

Step Three: Decide if You Want Your Group Trip To Be Public or Private

WeTravel allows you to make your group trip either public or private. That means that you can list your group trip with WeTravel to make it easier to find for fellow travel lovers or yoga retreat-goers. If you’re planning a group trip for a specific group of people, however, you can make your trip private and only invite those people to come. Only people who you share the link with will be able to access your WeTravel group trip.

Planning your Group Trip

Step Four: Fill Out The Basic Group Trip Info

You will be able to personalize your group trip page exclusively to you and your group. You can do this by deciding on a name for your group trip, uploading photos so the participants know what to expect, and select a minimum and maximum amount of travelers if you wish.

planning your group trip

Step Five: Fill Out The Trip Overview

The trip overview allows you to tell group trip participants a bit more about the trip they are signing up for. It includes sections for ‘what is included’ as well as ‘what is not included’ so everyone is clear on what they are signing up for. As group trip leader you can also fill participants in on what they should know before they go. Finally, you can assign your group trip a general category, such as ‘food and wine,’ ‘culture,’ or ‘spiritual.’

planning your group trip

Step Six: Decide on an Itinerary For Your Group Trip

The next part is optional, but extremely handy both for planning your group trip and letting your participants know exactly what to expect. Create a day to day itinerary including as much or as little information as you want. Let your fellow travelers know down to the minute what they’ll be doing on your group trip, or just give a general idea to excite but not give too much away. You can also include various pictures of the activities you will be doing on your group trip.

planning your group trip

Step Seven: Decide on a Price For Your Group Trip

There is never a WeTravel service fee for you or your travelers, so the price you decide on for your group trip is entirely up to you. You can also decide whether or not to require a deposit from your travelers, if there is a booking deadline, and if you want to offer add-on options to your travelers. These options won’t cost you a thing, but they may be very useful for your group trip participants as they plan their part of the trip.

planning your group trip

Step Eight: Collect Information From Your Group Trip Participants

As an organizer, you often need more information from your travelers than just their name and email (name and email are provided automatically on WeTravel, even if you choose “no”). Please enter any additional information or question you want your travelers to submit when they book your trip. Here some examples of what organizers might need from their travelers:

  • Dietary Restrictions, Nationality, Passport Number, Emergency Contacts
  • Arrival Date, Arrival Time, Flight Numbers
  • “On Day 3, would you prefer to hike Mount Everest or relax at the beach?”

planning your group trip

This is really the key to planning your group trip. The more you know from your participants, the easier time you’ll have. You won’t need to scramble at the last minute, e-mailing your participants to see whether they have any dietary restrictions or not. WeTravel allows you to have a stress-free group trip planning experience.

Planning your Group Trip

After you’ve completed these eight steps, your group trip is ready to either go up on the WeTravel page, or be shared with the people who need to know. Just like that, you’re all ready to go and you don’t have to worry anymore about planning your group trip! Now all you have to do is enjoy the group trip you’ve helped create.

Planning your Group Trip

Ready to create your own group trip? Click here to plan your group trip today. Need a little more info? Request a demo to see how it all works. Or watch this video that explains everything:

Share this story
Share on FacebookShare on Google+Tweet about this on TwitterShare on TumblrShare on LinkedInPin on Pinterest

Article by Eva Casey

Eva Casey travels around the world working as a writer, editor, and social media manager. She writes about her experiences as a solo female traveler finding her place in the world on her blog, Eva Explores. She is also a performing artist, specializing in sketch comedy and improv. Eva is WeTravel's Blog Editor.