If you’re new to planning and leading group trips, you may have some questions surrounding the logistics of it all. Sure, you can design a trip itinerary and invite your friends, but there’s more to being a leader than that. For instance, do you try to lead tours once you’re at the destination, or do you rely on local tour operators? What should you be doing on the first day? How do you handle conflicts among your travelers?
You can get lots of in-depth information about planning and leading trips in our free PDF download Travel Free and Bring Your Friends. But in the meantime, here are answers to some of beginner trip leaders’ most common questions.
1. What should I be doing when the trip starts?
Day 1 of the trip is when the group comes together, whether that’s gathering in a central location to board a motorcoach or meeting at a hotel after everyone flies in on their own. Your job is making sure everyone gets there smoothly.
Get there early.
If you’re meeting to board a motorcoach or van, arrive at least an hour before everyone else does. Make sure your travelers have been given clear directions and a definite time to arrive by. Be prepared to answer calls and texts assisting with directions.
If your travelers are planning on meeting at the destination, it’s a good idea to arrive a day early and set up a “base camp,” such as the hotel the group will be staying at. That lets travelers rest while they wait for others to arrive. Ask travelers for an estimate of their arrival time so you can pick them up or send a car their way. After everyone has arrived, gather the group for introductions and a nice group meal to kick off the trip.
2. How should I manage the schedule?
Sticking to the schedule is imperative on a group trip. It may not be a big deal to miss a reservation for a solo traveler, but missing a group reservation for a tour or meal can cost the trip leader hundreds of dollars and leave a void in the schedule. You should communicate the importance of sticking to arrival and departure times to the group in advance.
During tours and activities, give everyone a couple warnings that the departure time is approaching. Sometimes tours run over or unexpected variables crop up and jeopardize the schedule. Make sure you have contact information for all the places the group has reservations in case this happens so you can give them a heads up.
3. Should I be guiding tours if I’m the trip leader?
We don’t recommend trying to take on two roles at once if you can avoid it. That’s because on every group trip, travelers need to have two people they can turn to: a tour guide who can answer destinations questions and a trip leader who can handle logistical concerns, such as first aid or questions about the schedule.
Trying to act as a guide, even in a destination you know well, could shortchange both you and your travelers. You would be so busy trying to relay information and keep up with the logistics of managing your group simultaneously that neither task would get your full attention. Besides, hiring a local guide takes away the pressure to know and effectively relay all information about the destination. It’s a great way to contribute to local economies and to get an authentic experience — two factors leading to meaningful travel.
4. What do I do if conflict breaks out in my group?
One of the biggest benefits to group travel is building friendships on trips. But unfortunately, your trips will sometimes include clashing personalities. Begin each trip with a chat reminding your group you’re all there to have a great time and encouraging them to stay positive. If the conflict that breaks out is mild — for instance, two people bickering — try sitting between them at meals and diffusing tension when you can. But if there’s a more problematic occurrence, such as a traveler whose negative attitude is spreading to everyone, you’ll have to address the problem head on. Take them aside and ask if there’s anything that you can do to improve their mood or address any problems. If they continue to be unpleasant to the point where it’s affecting others or if they display seriously inappropriate behaviors, you may have to be more forceful about the consequences of their actions, from disinviting them from future trips to taking them immediately to the airport and booking them a return ticket home.
5. How do I make sure everyone’s having fun?
You can lead a horse to water, but you can’t make him drink — and the same is true when it comes to travelers and having fun. However, you can craft conditions in which fun is most likely to be had.
First, slow down. Cramming an itinerary with back-to-back, structured activities all day long pretty much guarantees travelers will feel rushed and worn out. Plan plenty of time for activities and work in independent or less structured time for the group to enjoy. That could include a three-hour window for groups to explore the destination on their own or even rest if they need to.
Another tip: Incorporate the outdoors, even if only for a short time. People tend to feel better when they’re enjoying the natural world, and physical movement encourages the production of endorphins. If your group is able, a short hike or visit to local natural wonders is an excellent mood booster.
6. What do I do if there’s an emergency?
Being prepared for an emergency is a must for every trip leader, which is why we talk about it so much. To prepare for medical emergency, make sure you have a good first aid kit and are equipped with medical information from your travelers. Note any allergies or conditions that would impact the trip and have that information on you in an easily accessible place. Have emergency contacts as well. From cuts and scrapes to allergic reactions to life-threatening serious illnesses, you’ll be less nervous if you know how to handle these (thankfully rare) situations.
