Trip planning timeline for friends and family trips

The following represents the minimum amount of time in advance to plan your group’s next trip. Follow this simple timeline and save yourself and your travel party some serious travel planning headaches.

3 to 6 months before departure
Establish the leader, main trip planner (contact person) for the trip.
Determine the type of trip: possible destinations, themes, budget
Determine the time and duration of the trip.
Find quality travel providers who can help you plan but also book the trip for you
Start building a rough itinerary

~ 3 months before departure
Submit visa applications (if applicable)
Book travel protection insurance (if you wish)
Mandatory insurance health documentation forms
Travel purchase (deposit or full payment, depending on the travel provider)

2 months before departure
Finalize the group itinerary and optional activities, tours, etc. (it is better not to have major changes beyond this point)
Load mobile apps on your device and get familiar with them
Share relevant YouTube videos and Pinterest boards about the destination.

1 to 2 months before departure
Compile a list of equipment / equipment needed to buy
Review the entire itinerary (last chance to make changes)
Determine the meeting point for the start of the trip.
Book optional upgrades and activities

2 to 4 weeks before departure
Pay the balance owed to the travel provider
Make sure all group members are also paid and have the necessary forms and documents
Provide updates on the destination and activities.
If desired, confirm reservations directly with the appropriate providers.
Distribute emergency contact information
Provide copies of passports to the travel provider and emergency contacts.
Prepare a package list, buy the remaining items, secure the cash, etc.

Day of exit
Have fun together and experience new places and amazing things
Start dreaming, in a group, about your next trip

Sometimes groups have a hard time getting on the same page and planning a trip together that really goes away; many great ideas have been “left on the table” and never completed. Remember, ideas are cheap, it is the execution of those ideas that is valuable. So don’t give up. If you can take the planning and take your favorite group of people to a fantastic destination where they do many incredible things together, you will always be the hero of the group.

If you have the right disposition and personality to be your group’s trip planner, you will be fondly remembered and recognized as a hero and leader for years to come. Of course, you can use Triporama’s free trip planner to make planning fun and easy.