Planning a Group Trip - Any and All Advice Welcome!
Aug 25th, 2017, 02:24 PM
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Planning a Group Trip - Any and All Advice Welcome!
Hello All!
I have received so much wonderful advice here over the years, I thought this would be the right place to turn for some advice. I have been tasked with organizing a family trip to Ireland (16 people!). I was hesitant at first, but it's happening so here it goes.
The trip will be in February - I know, not ideal but for a variety of reasons I won't get into here that's when it has to be. So one week in Feb (2/17-2/14) including travel days.
Lodging has been secured - we are renting a house that sleeps 18 on the west side of Kerry.
All I have so far are flights and lodging. I have some time and will dive into the planning soon, but I know many of you have organized these types of trips before and was hoping for some sage advice as I start to plan.
We are a fun family, we laugh a lot and enjoy each other. Mostly it's an easy-going bunch haha, but I know the stress of travel can change the dynamics. The group is three siblings (50s) and their children (mostly 20s). There will two under 21, a 15 year old boy and a 16 year old girl.
I am feeling a bit overwhelmed at how to approach planning the logistics of transportation and how to approach planning activities. Do I organize day trips and those who want to come do and those who don't are on their own? Do I just suggest options and let people choose? Ugh where to start?!?
Thank you in advance for any help you can offer. I want to avoid disaster. Although Barb's trip report about her trip to Paris with a group of friends is still one of my favorite pieces of funny writing!
I have received so much wonderful advice here over the years, I thought this would be the right place to turn for some advice. I have been tasked with organizing a family trip to Ireland (16 people!). I was hesitant at first, but it's happening so here it goes.
The trip will be in February - I know, not ideal but for a variety of reasons I won't get into here that's when it has to be. So one week in Feb (2/17-2/14) including travel days.
Lodging has been secured - we are renting a house that sleeps 18 on the west side of Kerry.
All I have so far are flights and lodging. I have some time and will dive into the planning soon, but I know many of you have organized these types of trips before and was hoping for some sage advice as I start to plan.
We are a fun family, we laugh a lot and enjoy each other. Mostly it's an easy-going bunch haha, but I know the stress of travel can change the dynamics. The group is three siblings (50s) and their children (mostly 20s). There will two under 21, a 15 year old boy and a 16 year old girl.
I am feeling a bit overwhelmed at how to approach planning the logistics of transportation and how to approach planning activities. Do I organize day trips and those who want to come do and those who don't are on their own? Do I just suggest options and let people choose? Ugh where to start?!?
Thank you in advance for any help you can offer. I want to avoid disaster. Although Barb's trip report about her trip to Paris with a group of friends is still one of my favorite pieces of funny writing!
Aug 25th, 2017, 02:33 PM
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All I can say is good luck to you, and one of my best friends has organized trips like this to Ireland several times in the past and seems to have enjoyed them. To me, this would be the definition of the Vacation from Hell. So good luck to you.I would never in a million years do this, so have no suggestions.
Why do YOU have to organize the trip? Even if I were going to venture down this disastrous path, I would never presume to be responsible for it. I could see decades of nasty repercussions afterward. Your "fun family" might not be so much afterwards.Or it could be fine.
Why do YOU have to organize the trip? Even if I were going to venture down this disastrous path, I would never presume to be responsible for it. I could see decades of nasty repercussions afterward. Your "fun family" might not be so much afterwards.Or it could be fine.
Aug 25th, 2017, 02:43 PM
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My exp in organising us to actually let it as loose as possible. As you mention people who want will join and if they want to sleep etc will not.
I'd plan for a few trips fir all and would pkan the rest for me.
We just had a trip of 3 days semi planned with 2 couples. We really enjoyed it but were on the verge of killing our cousin.
Thank god we all had separate cars.
Ask the others to contribute too.
And the key rule imo is that the Ines who don't pkan have no right to complain. We always make this very clear.
I'd plan for a few trips fir all and would pkan the rest for me.
We just had a trip of 3 days semi planned with 2 couples. We really enjoyed it but were on the verge of killing our cousin.
Thank god we all had separate cars.
Ask the others to contribute too.
And the key rule imo is that the Ines who don't pkan have no right to complain. We always make this very clear.
Aug 25th, 2017, 03:57 PM
#4
Why not just leave it at arranging the air and house and give everyone a list of possibilities for the 5 days and leave it at that. It seems to me people can let you off the hook that much & be responsible for entertaining themselves.
Aug 25th, 2017, 04:27 PM
#5
Where is your house? Is it near a city where there are day tours some could take? Are you renting several cars? I have done a local pub tour to Ireland. We had a driver with a small bus but moved all over Ireland so that is not needed.
In Westport this year we used the service of a local cab company. He charged the five of us 30 an hour and we did a 6-hour tour of our choosing.
I have gone to Italy with 8 and we started our own private group facebook page. When we found restaurants, vineyards, tours, cooking classes etc we posted links. We were not in each other's pockets and split up often. My friend Donna and I tend to hike rather than shop. Another friend and I love history so we hit up historical places. It works. We all split the rent, don't worry about who buys what but some people will throw in a pot some money for groceries for the house. I just buy and share. I can't get caught up in picky stuff. Some friends just did a similar trip to Portugal. 12 family members from 75 to 6. They did great.
In Westport this year we used the service of a local cab company. He charged the five of us 30 an hour and we did a 6-hour tour of our choosing.
I have gone to Italy with 8 and we started our own private group facebook page. When we found restaurants, vineyards, tours, cooking classes etc we posted links. We were not in each other's pockets and split up often. My friend Donna and I tend to hike rather than shop. Another friend and I love history so we hit up historical places. It works. We all split the rent, don't worry about who buys what but some people will throw in a pot some money for groceries for the house. I just buy and share. I can't get caught up in picky stuff. Some friends just did a similar trip to Portugal. 12 family members from 75 to 6. They did great.
Aug 25th, 2017, 05:03 PM
#6
I've taken 13 people to the UK ands my Mom (with a little help from me) organized an extended family trip to Scotland for 17 people. And we survived 
But -- NEITHER trip was in Feb. You might be very lucky -- but most likely the weather will be dreadful.
So it may be all your 'well conceived' plans will be for naught and everyone will pretty much hunker down around the fire (or down at the pub). I would NOT make a lot of specific (weather dependent) plans.
Are you staying at the house the whole time? If so then you will want 3 or 4 rental cars. I'd get a people mover (mini van) and two smaller cars. You will need the flexibility for various day trips.
But -- NEITHER trip was in Feb. You might be very lucky -- but most likely the weather will be dreadful.
So it may be all your 'well conceived' plans will be for naught and everyone will pretty much hunker down around the fire (or down at the pub). I would NOT make a lot of specific (weather dependent) plans.
Are you staying at the house the whole time? If so then you will want 3 or 4 rental cars. I'd get a people mover (mini van) and two smaller cars. You will need the flexibility for various day trips.
Aug 25th, 2017, 06:00 PM
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You really cannot organize itinerary for that many people. You might "attempt" a few group activities. But if that involves a hard commitment, be sure to define how people can get out of the game: do they have to forfeit the shared expense or are others willing to cover for those who drop out, etc.
>>> Mostly it's an easy-going bunch haha, but I know the stress of travel can change the dynamics.
Have you traveled with this group before? Do you really know them? It is always a learning experience traveling with others whom I have known for decades. Some continue to be easy going while others, when faced with one significant money decision after another in an unfamiliar environment where usual procedures do not work, they turn in to Mr. Hyde.
>>> Mostly it's an easy-going bunch haha, but I know the stress of travel can change the dynamics.
Have you traveled with this group before? Do you really know them? It is always a learning experience traveling with others whom I have known for decades. Some continue to be easy going while others, when faced with one significant money decision after another in an unfamiliar environment where usual procedures do not work, they turn in to Mr. Hyde.
Aug 25th, 2017, 06:49 PM
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Have to agree with greg. Took my son, daughter, their spouses and 3 grandkids to Europe last year. My son- in- law who always seemed easy going did turn into a Mr. Hyde. He was unwilling to go along with the itinerary I came up with. Prior to trip I had asked everyone for input but didn't get any from him until we got there. From experience I can say that just one person can make things difficult for all. My advice would be similar to those who have suggested your work is done. Make suggestions as to activities then let them decide what to do. February in Ireland is going to be tough anyway you look at it. Rent a couple of vehicles and make sure several are willing to drive. Check out what you will actually be able to do in the area and don't try to venture to far afield.
Aug 25th, 2017, 08:17 PM
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For day trips, give everybody some info about what attractions are around and each family can rent their own car, unless some wish to share. Easy!
Of more concern for me would be:
On arrival, how are you all getting from the airport to the house? Hope you are not landing in Dublin.
Are you having the house stocked with some food, at least breakfast, fruit, coffee, tea, etc. before you arrive?
If not, are you planning to eat all meals, including breakfast, out?
Otherwise, as soon as you arrive, someone will have to do a market trip, which might not be fun if it is late or they are exhausted.
Are all linens supplied? Sometimes they are, sometimes not. Be sure.
You can say, everybody is on their own, but that is not realistic when you are arriving after an international flight, to a house. I love family trips and the idea of the large house, but do think, in this situation, you can't just arrive, plunk everybody down and say, "que sera, sera" the first night and morning.
With a house that large, there should be the possibility of hiring a small staff for the week, to stock food, prepare some meals and clean. If the owner can provide that, it would be worthwhile to do it.
Expect rain and cool weather. Boots, raincoats, sturdy umbrellas and waterproof tote bags can make it less unpleasant.
Of more concern for me would be:
On arrival, how are you all getting from the airport to the house? Hope you are not landing in Dublin.
Are you having the house stocked with some food, at least breakfast, fruit, coffee, tea, etc. before you arrive?
If not, are you planning to eat all meals, including breakfast, out?
Otherwise, as soon as you arrive, someone will have to do a market trip, which might not be fun if it is late or they are exhausted.
Are all linens supplied? Sometimes they are, sometimes not. Be sure.
You can say, everybody is on their own, but that is not realistic when you are arriving after an international flight, to a house. I love family trips and the idea of the large house, but do think, in this situation, you can't just arrive, plunk everybody down and say, "que sera, sera" the first night and morning.
With a house that large, there should be the possibility of hiring a small staff for the week, to stock food, prepare some meals and clean. If the owner can provide that, it would be worthwhile to do it.
Expect rain and cool weather. Boots, raincoats, sturdy umbrellas and waterproof tote bags can make it less unpleasant.
Aug 26th, 2017, 04:11 AM
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I've always heard that you never really know what people are like until you travel with them and have found that warning to be generally true. Even family can provide some surprises in that regard!
Usually easygoing people can become control freaks, and normally competent ones can become so ditzy that someone has to supervise them. I think some of these issues stem from stress and exhaustion, but some are simply behaviors not so evident until 24/7 togetherness.
Though I have not experienced this personally, it appears that expense sharing can become an issue with a group. Be sure to have an advance plan that everyone supports.
Finally, good luck! I once traveled with a small group that one person spoiled, even though we all thought we knew her well. Since she was a friend, it was easy enough to see much less of her afterward. Family is much trickier!
Usually easygoing people can become control freaks, and normally competent ones can become so ditzy that someone has to supervise them. I think some of these issues stem from stress and exhaustion, but some are simply behaviors not so evident until 24/7 togetherness.
Though I have not experienced this personally, it appears that expense sharing can become an issue with a group. Be sure to have an advance plan that everyone supports.
Finally, good luck! I once traveled with a small group that one person spoiled, even though we all thought we knew her well. Since she was a friend, it was easy enough to see much less of her afterward. Family is much trickier!
Aug 26th, 2017, 04:47 AM
#12
I've done a few of these sort of things, with family and just friends. Given the few temp tantrums I've seen (and i have espeically from the over 50s) etc I suggest
1) Work out who is going to cook/buy food/clean up. If possible sub-con that to people who are not on holiday
2) Work out what the spend/consumption rules are on booze, it sounds silly but people care about this stuff.
3) Agree who is going to work out who owes what to whom. Make sure everyone agrees before you start spending
4) Set out an Itin early on (roughly 4 months before to give time for people to get ansty and then calm down). Put someone in charge and defer to them. No one likes a "but I didn't want to go to Disney" shouted from the back.
5) If people want couple time, plan it in, or at least let other people know, not just wander off on your own.
6) In any group above 2 there will be dietry stuff. Find out about it, if need be discuss it and even get notes on it in foreign so no one gets let down.
7) Don't assume that people you are going with know which side of the road to drive on, how to talk to policemen or immigration, what a no entry sign means or even that foreigners do things differently than they do at home. It is amazing how normaly people who are being "guided" around a country expect everything to be like it is at home except "Jane" is now in charge of common-sense". Make everyone read up a basic, this is Ireland website.
"Mind the gap"
Clip boards are allowed ;-)
1) Work out who is going to cook/buy food/clean up. If possible sub-con that to people who are not on holiday
2) Work out what the spend/consumption rules are on booze, it sounds silly but people care about this stuff.
3) Agree who is going to work out who owes what to whom. Make sure everyone agrees before you start spending
4) Set out an Itin early on (roughly 4 months before to give time for people to get ansty and then calm down). Put someone in charge and defer to them. No one likes a "but I didn't want to go to Disney" shouted from the back.
5) If people want couple time, plan it in, or at least let other people know, not just wander off on your own.
6) In any group above 2 there will be dietry stuff. Find out about it, if need be discuss it and even get notes on it in foreign so no one gets let down.
7) Don't assume that people you are going with know which side of the road to drive on, how to talk to policemen or immigration, what a no entry sign means or even that foreigners do things differently than they do at home. It is amazing how normaly people who are being "guided" around a country expect everything to be like it is at home except "Jane" is now in charge of common-sense". Make everyone read up a basic, this is Ireland website.
"Mind the gap"
Clip boards are allowed ;-)
Aug 26th, 2017, 05:24 AM
#13
Aug 26th, 2017, 05:38 AM
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Thank you so much for all the great advice!!!!!!!! These are exactly the things I want to make sure I think of.
The house does come with linens and will be stocked with food before we arrive (just double checked on it so thanks!)
I have travelled with all in this group but never all together. I think key will be clear rules around who pays for what when. I'll have to think that through.
Macross - Would you mind sharing who you used for a driver and bus? I know the whole group wants to do a tour of Dingle peninsula - this is where our family is from (a small town there) so everyone wants to see it. I think a day trip to a bigger city would be good too, maybe Cork.
We are on a bus route on the Ring of Kerry and a twenty min bus ride to a train connection. I know public transport isn't the best in Ireland, but it's an option. We have not discussed renting cars yet.
I'm sure I will post an itinerary when it gets sooner for feedback, but this advice is great. Thanks again!
The house does come with linens and will be stocked with food before we arrive (just double checked on it so thanks!)
I have travelled with all in this group but never all together. I think key will be clear rules around who pays for what when. I'll have to think that through.
Macross - Would you mind sharing who you used for a driver and bus? I know the whole group wants to do a tour of Dingle peninsula - this is where our family is from (a small town there) so everyone wants to see it. I think a day trip to a bigger city would be good too, maybe Cork.
We are on a bus route on the Ring of Kerry and a twenty min bus ride to a train connection. I know public transport isn't the best in Ireland, but it's an option. We have not discussed renting cars yet.
I'm sure I will post an itinerary when it gets sooner for feedback, but this advice is great. Thanks again!
Aug 26th, 2017, 06:11 AM
#15
I have done this with cyclists, golfers, friends and family. IMO the biggest risk on these trips is that the previously amiable tour leader turns into a drill sargeant. Anyone questioning any trip detail is questioning THEM! The horror!!
Your attitude sounds perfect. Have fun.
Your attitude sounds perfect. Have fun.
Aug 26th, 2017, 08:42 AM
#17
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No advice here as "party of two" has been my maximum.
But may I say bad travel companions are my favorite posts to read ~ from a distance they are endlessly entertaining��
Good luck to your party and TIA if things don't go well and you choose to report back!
But may I say bad travel companions are my favorite posts to read ~ from a distance they are endlessly entertaining��
Good luck to your party and TIA if things don't go well and you choose to report back!
Aug 26th, 2017, 08:48 AM
#18
http://www.butlers-buses.com/ We used them twice for our pub tour
http://www.killarneytaxi.com/ This might be even better for you.
http://www.killarneytaxi.com/ This might be even better for you.
Aug 26th, 2017, 11:36 AM
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I've travelled in Europe a number of times with a group of unrelated adults. We always want to go back for more. Several factors have kept us going:
1.) Put your foot down now, and loudly, to say you are not going to organize daytime group activities. Then any disappointments will not be laid at your door. My friends sometimes have found special attractions, then asked around to see who wants to go. Otherwise the daytime activities are up to the individuals.
2.) We cook dinner together, sharing our anecdotes from the day. Shopping for staples requires a list and someone to take it to the store. Some folks may want to take charge of one dinner (show-offs). Dividing the costs gets difficult over the issue of drinks. Fortunately we have a scientist who is a member of the National Academy who runs a magic spread sheet allocating costs. You may not be that lucky but there probably is someone with an accounting bent who will take over the responsibility.
3.) Most of all, don't wait to work out the dynamics on the road. Settle them up-front and you have a better chance of coming back wanting to do it again.
1.) Put your foot down now, and loudly, to say you are not going to organize daytime group activities. Then any disappointments will not be laid at your door. My friends sometimes have found special attractions, then asked around to see who wants to go. Otherwise the daytime activities are up to the individuals.
2.) We cook dinner together, sharing our anecdotes from the day. Shopping for staples requires a list and someone to take it to the store. Some folks may want to take charge of one dinner (show-offs). Dividing the costs gets difficult over the issue of drinks. Fortunately we have a scientist who is a member of the National Academy who runs a magic spread sheet allocating costs. You may not be that lucky but there probably is someone with an accounting bent who will take over the responsibility.
3.) Most of all, don't wait to work out the dynamics on the road. Settle them up-front and you have a better chance of coming back wanting to do it again.
