The following represents the minimum amount of advance time in planning your group’s next trip. Follow this simple timeline and save yourself and your travel group some serious trip planning headaches.
3 to 6 Months Prior to Departure
Establish the leader, main trip planner (point person) for the trip
Determine the type of trip – possible destinations, themes, budget
Determine timing and duration of the trip
Find quality travel providers who can help plan but also book the trip for you
Start building a rough itinerary
~ 3 Months Prior to Departure
Submit Visa applications (if applicable)
Book travel protection insurance (if desired)
Secure required health documentation forms
Purchase trip (deposit or full pay, depending on travel provider)
2 Months Prior to Departure
Finalize the group’s itinerary and any optional activities, tours, etc. (best to not have any major changes beyond this point)
Load mobile apps to your device and get familiar with them
Share relevant YouTube videos and Pinterest boards about the destination
1 to 2 Months Prior to Departure
Compile a list of necessary gear/equipment to purchase
Review complete itinerary (last chance to make changes)
Determine meeting point for the start of the trip
Reserve upgrades and optional activities
2 to 4 Weeks Prior to Departure
Pay balance due to travel provider
Ensure all group members are paid up too and have necessary forms and documents
Provide updates regarding destination and activities
If desired, confirm reservations directly with appropriate vendors
Distribute emergency contact info
Provide copies of passports to travel provider and emergency contacts
Put together a pack list, purchase remaining items, secure cash, etc.
Departure Day
Have fun together and experience incredible new places and things
Start dreaming, as a group, of your next trip
Sometimes groups have a tough time getting on the same page and planning a trip together that actually departs – lot’s of great ideas have been “left on the table,” and never completed. Remember, ideas are cheap, execution of those ideas are what’s valuable. So, don’t give up. If you are able to take on the planning and get your favorite group of people to a fantastic destination where you do lots of amazing things together you will forever be the group’s hero.
If you have the right disposition and personality to handle being your group’s trip planner, you will be remembered fondly and recognized as a hero and leader for years to come. You can, of course, use Triporama’s free trip planner to make planning fun and easy.
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