Can I/Should I plan a group trip?
 

Hi, the cost of a trip to Italy for my group of families through a tour company is more than most of us can afford. Can I realistically plan a trip for a group of families with a low chance of any major problems? Should I even think about doing it? (In other words, will it age me too much <grin>?) Is it too late now to begin planning for a trip in May? I can purchase some guide books and read them quickly, but is it too late to get decently-priced hotel rooms for May 2007?

I know I sound like a newbie - I am new at planning international trips, so please forgive me if I'm asking ignorant questions. I guess I'm just looking for reassurance that I *can* do this so we can all travel within our budgets. Thank you for your help and advice.

How big a group are you talking about?

I have planned and carried out Group trips for Girl Scouts and it's not that hard, but families strikes me as much more complicated. (Different expectatons, differnt touring plans etc)

For May 07 for a small group you shouldn't have that much trouble getting hotel rooms. My mother and I traveled in May a few years ago without reservations (except for Rome and Florence) and had no problems.

My plan is about 30 people total. Can you tell me a little about how big your girl scout group was, and what your total cost was (per person)?

It would be helpful to know the <b>final destination(s)&lt;?B&gt; and where you are traveling <b>from</b>. Why? For one thing, there may be the possibility of flying to a city such as London which is veritable hub for budget flights onward (if part of that &quot;more than most of us can afford&quot; includes the airfare.

It may not be too early to get decently-priced hotel rooms but that depends on where you are talking about.

More info definitely needed IMO.</b>

Oops..sorry for the bolded throughout text..my mistake...but do tell us more please.

If you are new to planning international travel I would never myself be comfortable with planning a trip for 30 other people!

You don't necessarily need a tour company package (although I wouldn't count that out) but maybe a decent travel agent? There're people who specialize in group trips.

Honestly though, if a budget priced tour company is more than most people can afford, I'm not certain you would be able to bring in a trip enough cheaper once you factor in air, hotels, local transportation, etc. to make it affordable.


That said, no it is not too late to get decently-priced hotel rooms for May 2007.

Suze, could you recommend a budget-priced tour company? Maybe I haven't been looking that the right companies. I'll look around some more, but please let me know if you have any recommendations. I'll also look into a travel agent. I never even considered that option.

JMT,

I have planned tons of groups trips annually for about 8 years for about 22 people. There is SO MUCH you need to know before you do this, so that you will enjoy yourself too.

If you want to give me your e mail, I'd be delighted to let you know all the ins and outs. Just too much to write here!

I would suggest checking out GoAhead Tours - they might be able to put together a package for you or be in your price range - they are not a high end tour company. They have a Venice, Florence, Rome trip that would give you a great overview of Italy and there is quite a bit of free time on the itinerary. Personally, I would not want to put together a trip for that many people, esp if they are on a tight budget - too much grief! You might want to rough out an itinerary, then have the individuals responsible for booking their hotels and airfares. But for that large a group I think it would be verrry difficult for one person to plan it. Just the whole issue of who is really committed to going might turn out to be a huge problem. Lots of people can say, that's great, let's go but then when the money needs to be paid, all of a sudden they get cold feet. But if each were responsible for their own reservations, etc. it won't end up being your headache. We leave soon for a trip with friends - we all sat down and picked dates, then I gave them suggestions for how to find good hotels (www.venere.com). Hopefully it will all go well - I also suggested they get Rick Steves Italy so when we get there they can do some of the sightseeing on their own. That way I don't have to be the unpaid tour guide!

Accomodations and tranportation for 30!!! Quite a job! Planning is one thing but assuming the tour guide role...

&quot;Can I realistically plan a trip for a group of families with a low chance of any major problems?&quot;

IMO: No Way! Murphy is every traveller's friend.

I don't think it will kill you but certainly you will not be able to enjoy the trip.

You should be able to deal responsibly and knowledgeably with people and logistic issues like:

- people that run out of money or without access to it
- history and art questions
- chronically late people,
- partying teenagers and hangovers (drinking age is 18)
- people that might disappear for a few hours or even days
- tired children
- bickering spouses
- missed or cancelled flights / trains / buses,
- medical emergencies
- food allergies and/or picky eaters
- italian museum offices
- people that hate everything you do no matter how hard you try to please them and are h*l bent on turning every single person on the tour group against you
- unpredictable italian business hours

I organise short trips to European cities for my English students every year. One tip: Make sure the hotel rooms are quiet and breakfasts are good. A good night's sleep and a delicious breakfast helps keep everybody in good spirits.

You will have problems ... people's expectations are all different, hence I would not even think about this if I were you. You apparently have no experience in planning international trips, thus you are setting yourself up for a nightmare. Too many people, too many things can go wrong. Sorry to be negative, but I don't see this as something that would be easy to accomplish with no experience.

JMT- Sorry I don't have any specific suggestions (since I have never taken a tour or traveled in a group myself).

But I know from my own trip planning that going independently (and believe me it's nothing fancy) often costs me more than what I see for packaged tours to similar places.

One suggestion, buy a copy of Frommer's Budget Travel magazine. They have a monthly feature called 40 Best Bets, that gives good ideas of lower-priced packages.

I wouldn't even think about planning a trip for 30 if you've never done one before. Maybe you could consider some of those companies that are just packages and aren't too expensive, and keep the trip real simple -- like maybe one or two cities, and people are on their own a lot and just see the highlights. You can always find someplace to eat.

I don't know Italy tours well, but some cheaper companies with limited packages (not a lot of extras or moving around) are and go-today.com and maybe tourcrafters.com Gate1travel.com does have tours and they aren't too expensive, as far as those go. They have a variety of levels from basics to guided to fully escorted.

Tourcrafters has Rome and FLorence for about $800 per person, land only, in May (8 days/6 nights). So, that's about $100 per person per day. You can do it cheaper on your own as that only includes breakfast.

Thank you, so much, to everyone. It's so helpful to read your comments, and know that my initial fears of planning a trip like this for so many was justified. I have planned trips for larger groups, but they were US trips and within 8 - 12 hours drive. Planning international trips, like I said before, are completely new to me.

Now that I've decided to take your advice and not do this &lt;smile&gt;, I can focus my energies on choosing a good, budget-minded tour company. Thank you, again, for your help, and for being honest with me. It's very much appreciated.

Put me in the 'don't do it' camp. Having planned only parts of trips to Europe with business colleagues, I find that many people do no planning themselves, and turn to me for EVERYTHING. EVERYTHING.

I am happy to share everything I know before a trip, but once on the ground I really want to enjoy my own travel and not hold hands with mature, otherwise independent adults. I also find that I like my own space and own independence, and not a bunch of tag alongs following my every single footstep.

Dear JustMeToo,

Wise decision! Buon viaggio!

Agree with the above. If you feel you must help, perhaps just booking the flights / trains and hotels could be done. That way the group is always at the some spot at the same time. After that, it's everyone for themselves.
BUT... you will still be seen as the &quot;tour guide&quot;, so decide if you want that responsibility...what is there to see here, how does the currency work, how do you say, what if we get lost,etc...

JustMeToo, a very reasonably priced and well thought of tour company is Club ABC Tours. They arrange tours just about anywhere but are considered Italy experts. They will also arrange tours for a group your size. Here's their link:
http://www.clubabc.com/
I would suggest that you work with them via telephone as I don't think you could do a big group via their website.

I only scanned your message and the thread briefly. But enough to say: Don't do it! DON'T do IT!! DON'T DO IT!!!
Why in the world would anyone in their right mind undertake what you describe? What will you get out of it?? My guess at an answer -- Complaining, discontent, anger, hatred, and a permanent falling out (probably over money) with at least some of the &quot;group.&quot;