The AARP Smart Guide to Family and Group Travel

Traveling is not just about visiting new places; it’s about the unforgettable moments shared with loved ones. Tami Al-Hazzá, cofounder of the travel company Femscape Sojourns, emphasizes how these collective experiences create lifelong bonds. Whether it’s a multigenerational trip or a getaway with friends, how you plan can significantly impact your adventure. Here’s a comprehensive guide to ensure your family or friend-group trip is filled with joy and devoid of chaos.

Planning Essentials

1. Start a Group Chat

Kick off the planning process with a dedicated messaging thread. Selene Brophy, a travel reporter, recommends using WhatsApp for its convenience. This platform allows continuous communication, enabling members to share links to potential activities and stay connected once you arrive at your destination.

2. Assign Trip-Planning Roles

To avoid confusion, divvy up responsibilities. Identify a leader to manage overarching details and assign specific roles such as hotel researcher or flight booker. Confirm everyone’s tasks via email or shared documents for clear reference.

3. Discuss Budget Early

Agreeing on a budget is crucial. Katie Stewart, a senior travel adviser for Ciao Bambino, suggests sharing rough estimates to get everyone on the same page. Don’t forget to account for all expenses, such as flights, accommodations, and activities. Keeping a shared document with costs can simplify tracking.

4. Plan Well in Advance

With travel on the rise, booking early is key. Stewart recommends planning at least a year ahead for the best flexibility and choice. While not every detail may be available, setting a foundation early aids in scheduling time off and transportation options.

5. Be Flexible

Coordinating multiple schedules can be challenging. If possible, remain adaptable with dates. Keeping in mind family schedules will lead to a smoother planning experience, especially when school breaks or work commitments are involved.

6. Hire a Travel Agent

For complex trips involving numerous travelers, consider hiring a travel agent. Brophy notes that this trend is gaining traction, as professional agents offer expertise in managing group needs and can provide support during unforeseen circumstances like flight delays.

7. Get Insurance

Travel insurance is a must, especially for larger groups. Stan Sandberg of TravelInsurance.com emphasizes its necessity for covering each household under their policies. Group plans can simplify insurance management, but individual policies may be easier for logistical reasons.

8. Choose an Easy-to-Reach Spot

Pick a destination that is accessible for everyone. Stewart highlights the importance of selecting locations that cater to a variety of interests and are straightforward for all family members to reach. This approach ensures everyone can participate without hassle.

9. Factor in an Inheritance Alternative

Consider alternative budgeting strategies, like using family travel as a form of inheritance. For example, a grandmother organized a trip instead of leaving an inheritance, presenting it as a shared experience for the family.

10. Ask About Group Perks and Discounts

Utilize resources like AARP memberships for potential savings on various travel expenses. Booking through a travel agent might also unlock exclusive discounts, enhancing your group experience while reducing costs.

Practical Planning Tips

11. Locations to Avoid

Beware of destinations that present language barriers or safety concerns. Be mindful of the health and mobility needs of all travelers, avoiding places that may be physically challenging for some.

12. Split Payments via Apps

Simplify cost sharing using apps like Splitwise or Billr. This can streamline the process of dividing travel expenses, ensuring transparency and fairness.

13. Do a Run-Through

Communication is key throughout the planning process. Schedule a meeting to review the itinerary together, stimulating discussion about preferences and necessary travel documents like passports.

14. Set an Airport Meeting Time

For flying groups, establish a clear meeting time at the airport based on travel recommendations. Arriving early ensures a smooth check-in and security process.

15. Confirm Passport Status

Verify all travelers’ documents well in advance—renewals can take months. Encourage members to consider TSA Precheck or Global Entry for expedited airport experiences.

16. Be Ready to Improvise

Flexibility extends beyond scheduling; be prepared to adapt plans based on group dynamics. Engage in nightly discussions about the following day’s itinerary, and embrace spontaneous adjustments as needed.

17. If Things Go Well, Plan a Reunion

If the trip was a success, start planning your next adventure together. Use your group chat to discuss potential dates and destinations for round two, ensuring the excitement continues long after the journey ends.

By adhering to these guidelines, you can navigate the intricacies of planning family or group travel, fostering meaningful experiences without unnecessary stress. Whether it’s a family reunion, friends’ getaway, or multigenerational exploration, effective planning ensures your adventure is memorable for all the right reasons. Happy travels!