Planning a holiday with a large group can feel like trying to juggle flaming torches while riding a unicycle. With multiple personalities, preferences, and priorities, it’s no wonder that stress can quickly creep in.
Even with groups of parents with kids similar ages, you’ll find eating times and bed times can vary massively. But with some careful preparation and a few smart strategies, you can transform what seems like a logistical nightmare into a memorable, enjoyable experience for everyone.
Start Early and Get Organised
The key to a smooth, stress-free holiday is organisation. The earlier you begin planning, the better. Start by setting a date that works for the majority, ensuring it aligns with people’s schedules, school holidays, and work commitments.
When it comes to deciding on a destination, keep the group’s interests in mind; are they looking for adventure, relaxation, or cultural experiences? Establishing a few initial preferences will help narrow down options.
One of the best ways to ensure everyone is happy is to delegate. Create a shared document or spreadsheet that outlines tasks and responsibilities. For example, who’s responsible for booking flights, arranging meals, or handling transport? This approach not only reduces the burden on one person but also encourages active participation from everyone.
Tip: If you are planning a trip abroad, don’t forget to check with the Foreign Office for any countries that carry any risk to travel.
Choose the Right Accommodation
For a group, the choice of accommodation is vital. Opting for a large property, like Beachlets’ selection of large family holiday cottages, provides ample space and facilities, allowing everyone to feel at ease. Whether it’s a stunning coastal retreat or a countryside escape, large cottages often offer flexibility, privacy, and enough room for communal activities without feeling cramped.
Consider the amenities as having a well-equipped kitchen, multiple bathrooms, and a spacious living area means you can keep everyone comfortable, and the chance for group meals makes for great bonding time. With accommodation sorted, the next step is to think about logistics—how will people get there, what will the transport arrangements be, and are there any special needs to take into account?
Set a Group Budget and Stick to It
Money can be a significant stressor when planning holidays with large groups, so it’s essential to establish a clear budget early on. Talk about how much everyone is willing to contribute, and set expectations regarding shared costs, this can include accommodation, meals, transport, and group activities. Having a transparent system for splitting the costs helps avoid misunderstandings later on.
Some families or groups might prefer to split everything evenly, while others may prefer to contribute according to income. Either way, make sure to keep track of the expenses and use tools or apps that can simplify the process. Nobody wants to be in a situation where one person feels they are paying more than others, which is often the case when alcohol is involved.
Ideally you don’t want to calculate the bill after every meal, but you can always settle things up each day. On a recent Centre Parcs trip, we just wrote on the blackboard who paid what that day, and sorted it out on departure.
Create a Flexible Itinerary
Flexibility is key to stress-free travel with a large group. With different preferences, some may want to relax while others seek adventure. Balance the itinerary with both group activities and personal time. Include moments for downtime, like a beach walk or spa visit, alongside optional activities such as a cooking class, nature hike, or game night.
Make sure the schedule allows for spontaneous moments, these unscripted times often become the most memorable and enjoyable parts of the trip.
Managing Dietary Preferences and Restrictions for Large Groups
When planning a holiday for a large group, managing dietary preferences and restrictions is crucial to ensure everyone enjoys their meals. Here are some tips for handling these needs:
- Gather Information Early: Before the trip, collect dietary preferences and allergies or restrictions from all members. This helps in planning meals and selecting restaurants that cater to everyone.
- Choose Flexible Dining Options: Look for restaurants with diverse menus offering vegetarian, vegan, gluten-free, and allergen-free options. Buffet-style or family-style dining can also work well for large groups.
- Accommodate Children and Elderly Members: Kids may have simple tastes and be fussy eaters, so include familiar foods. For elderly members, consider easy-to-digest meals or those with specific health needs (e.g., low-salt or low-sugar). Ensure any restaurant has a child’s menu.
- Meal Planning: Prepare flexible meals that can cater to different dietary needs, such as pasta dishes, salads, and grilled options. Stock up on easy-to-make snacks that fit everyone’s needs.
Planning a stress-free holiday with a large group requires a bit of effort upfront but pays off with relaxation and cherished memories. By getting organised, selecting the right accommodation, setting a realistic budget, and creating a flexible itinerary, you’ll set the stage for an enjoyable and hassle-free experience. So, gather the group, plan with care, and get ready for a trip everyone will remember fondly.
