How to Plan a Multi-Family Vacation
Making these type of memories on a multi-family vacation can take a lot of work. Don’t get overwhelmed, stay calm, and follow these tips!
Thinking about pulling off an epic multi-family vacation but not sure how to start? Want to create those once-in-a-lifetime memories with your extended fam or your kid's besties and their folks?
Planning a getaway for a group with all sorts of different tastes can seem like a herculean challenge. You've got to stay within a budget, sync up everyone's calendars, and find activities that'll keep the whole gang smiling – all while navigating the sometimes-tricky waters of group dynamics. But take a deep breath and relax, because I've got your back. With some savvy tips and tricks I'll share with you, planning this adventure will be as breezy as a beach day on Lake Michigan. Are you ready to tackle this adventure with less hassle, more confidence, and a lot more fun? Put on your planning pants, and let’s get started!
Assemble your group
Before diving into selecting dates and destinations, I strongly recommend that you consider the composition of your travel group. Ask yourself, who will be invited to go on this trip? Will it be a gathering of friends and their families? Are multiple generations involved? Don’t overlook the inclusion of spouses, partners, or children. Focusing on 'who' will be part of your travel party is crucial; it shapes numerous aspects of your trip, such as the schedule, budget, and even the general mood of your vacation.
Let's think about how well everyone's going to mesh. Has your crew taken trips together before? Do they share any hobbies or interests? If we're bringing kids, are they around the same age—will they play nice together? It's also good to figure out everyone's style—are they chill and ready to roll with whatever, or are they the type that likes a game plan?
Now, don't stress yourself out over this—it's not like picking who makes the cut for a sweet sixteen bash. But, you'd be surprised how many people breeze past this step, and, trust me, it can make or break the trip. I've seen it happen—people who can turn a small hiccup into a big deal without thinking about the group. So, let's keep our eyes peeled on how we mix and match our plans, so they're cool for most of your crew.
Once you’ve (or your group) has decided on who is going to be invited, assign a point person for each family or group and consider scheduling a regular call or meeting to discuss travel plans, share updates, and make decisions. If there’s a lot of ‘cooks in the kitchen’ consider appointing one person to facilitate the planning process or hire a travel planner or advisor to coordinate amongst the groups. Consider requesting deposits from each family prior to booking accommodations or activities (especially if they are non-refundable); it helps to have some skin in the game and not leave the organizer(s) with paying the tab on a large vacation home because someone drops out at the last minute. Plans change and emergencies do happen; make sure to talk about these contingencies before booking and pay attention to cancellation policies across all of your bookings.
Alright, once you've got your guest list figured out, pick someone from each family or group to be the go-to point-of-contact. Consider setting up a regular chat or catch-up to swap travel ideas, updates, and make choices together. Now, if everyone's trying to steer the ship, maybe it's best to have just one person take the lead - or even bring in a travel guru to keep things smooth between everyone.
Also, why not ask for a little cash upfront before you book places or activities that can't be refunded? It's like everyone throwing in their chips, so you're not stuck footing the bill if someone bails at the last minute. And hey, life's full of surprises, right? So make sure you have a good talk about 'what-ifs' before you hit the 'book now' button, and definitely, eyeball those cancellation policies for wherever you're planning to stay or do.
Set your budget
So, you've pulled together your trip-planning squad – awesome! Now comes the kinda awkward bit: talking money. Here's the thing, everyone's wallets and ideas of splurging vs. saving are going to be different. You'll have folks hunting for the absolute bargain-basement deals on flights, hotels, or grub. Meanwhile, others are totally cool with shelling out a few more bucks for a touch of luxury. 😉
The key is to hash this out **BEFORE** you even start dreaming about destinations or dates. Why? 'Cause your budget's going to steer where you can jet off to. Maybe that all-inclusive beach fest in Cancun during peak season is outta reach, or those swanky seaside cocktails in Mykonos will have to wait. So take the temperature on how much dough people are up for spending.
Start by feeling out what things cost – like food, places to crash, tickets for shows, or experiences. Will you be dining out a lot, or does your stay let you whip up your own feasts? Do a quick dive into prices and then toss around some numbers.
Remember, this doesn't need NASA-level precision, just a rough target to aim for. And don't forget, no matter where you go, there's always those extra temptations – like a cool local tour or an impromptu boat trip. Make sure to budget for your must-haves: flights, rental cars, accommodations, and meals. Now you're all set to pick a spot and pin down those dates. Keep an eye out for the part of the article where I dish on divvying up costs so everybody's in the loop and knows what they're chipping in for.
Finalize your destination and dates
Let's talk about the whole where and when of planning a trip, shall we? I squished location and timing into a single step, and here's the scoop on why: sometimes, these details are kind of predetermined for you. Take our spring break scenario I brought up earlier – for a lot of us, that's the golden ticket, the time when everyone can actually agree to hit pause and get out of dodge. So, if your travel dates are more or less already penciled in, why not dive into a fun brainstorm session on where to jet off to?
Maybe your crew has this awesome tradition of hitting up the same spot year after year. Whether it's that charming city with the quaint cafes, a country brimming with culture, or the beachfront resort where the staff knows your name – it's like a second home. But hang on, what if we mix it up this year? How about aiming for a whole new vibe and seeing your favorite destination through the lens of a different season? There's just something exciting about shaking up the routine a bit, yeah?
So, you all know how I love a good deal on flights, right? Well, it's kind of my thing to pick destinations based not just on the allure and attractions, but also where I can snap up those wallet-friendly tickets. Here's a little pro-tip for our upcoming adventure: let's throw some ideas into the mix and see where we can get the best travel bargains.
Who's up for a little destination brainstorming in the group? Are we flying in from separate locales or is there a common airport in the picture? Is your destination driveable—perhaps easier and cheaper to get to? Narrow it down to, say, 3 to 5 places to keep your research tight and focused. The location you land on will say a lot about your vacay vibe and budget. Take DisneyWorld in peak summer, for instance—oh boy, unforgettable memories, but you'll feel it in the wallet (totally worth it for some epic family fun, though!).
If you’re watching our spend, don’t torture yourself with those fancy expensive destinations. There are tons of cool spots that aren't swarming with tourists. Have you thought about going off-season or during those cooler 'shoulder' periods? We could save a bundle. And why splurge on hotel suites or condos when we can cozy up in a vacation home? It’s friendlier for our budgets and can be a blast for bonding!
Decide the length of your trip
This goes hand-in-hand with trip timing but certain locations can lend themselves to longer trips. Headed somewhere internationally? You’ll probably want to spend at least a week there. Driving 3 hours to a lake house for the 4th of July? You might be able to get by with a long weekend. And, perhaps it goes without saying, the longer the trip, the more expensive the trip. Maybe the group wants a shorter trip but that allows you to find nicer lodging. You’ll find they are always trade-offs when planning travel so be sure to communicate honestly within your group/family about what they can afford and honestly how long they want to spend as a group together.
When your group is syncing up our calendars for the trip, it's totally worth considering that some spots just scream 'epic week-long adventure.' Thinking of jetting off internationally? Trust me, you'll want at least a week to soak it up properly. But if we're talking a sweet escape to a lake house just a few hours away for the 4th of July? A long weekend might be just what the doctor ordered.
It might go without saying, but the longer you’re away, the more cash we're gonna burn. This is where it gets real—you could opt for a shorter trip but splurge on some swanky digs instead. It's all about the trade-offs, right? Hash out what fits everyone's wallet and how much quality time you can all handle together. Every family is different!
Agree on a trip vibe
I’d almost consider putting this step closer to the top of my list because it can affect your budget and even destination depending on what experience you’re looking to have during your trip. Are we suiting up for action-packed days with the crack-of-dawn starts and lots of walking, or are we thinking more along the lines of a chill-out, do-as-you-please deal, Bronzing up at an ocean-side retreat?
Finding that sweet spot between a planned itinerary and just going with the flow is crucial. To all the trip leaders and organizers out there, remember, this getaway isn't just about you. It's about creating an amazing time for everyone, after all, they’re all pooling time and money for this experience. Sometimes, that means easing up on the reins or the schedule a bit.
It’s worth noting that when you're planning outings to places like theme parks or national parks, a lot of the structure is laid out for you. Take hiking at Angel’s Landing in Zion National Park for instance – it's super popular, so they have this lottery system in place for tickets. It's a unique twist, making sure everyone gets a fair shot at that unforgettable climb. And if you're all about the thrills of Galaxy’s Edge in Orlando, well, strap in and get familiar with their reservation system. With a good game plan, you and your crew can totally squeeze the most out of every minute in the park.
Start your research
So, you've got the bare bones of your trip laid out – nice work! Start gathering some info on your destination. I'm talking reviews, insider tips, the low-down from people who've already been there, and all those must-try recommendations. Start monitoring flights and putting a list together of accommodation options.
Speaking of where you’ll be staying: make sure your whole group is on the same wavelength before you click 'book'. Maybe each family in your group is craving a bit of elbow room – snagging their own hotel room, floor or suite might do the trick. Sure, it's nice to not be climbing over each other for bathroom time, but heads up – it could toss a wrench in that 'together vibe'. For what it’s worth, planning your day or sharing meals might get tricky if everyone's spread out in different units or parts of the hotel, if you go down that route.
Now, if your group's tight-knit, or past trips together have been a blast, why not level up with a vacation home? It's not just about the savings compared to booking a bunch of separate hotel rooms. It's about those moments making pancakes together, board games that turn into laughfests, or those impromptu chats that just seem to happen when everyone's stomachs and hearts are full. Plus, lots of these places come with sweet perks like a game room in the basement or a hot tub on the deck. Imagine the kids (or the 'big kids') kicking back in shared spaces – it adds a whole new layer to vacationing together!
Track your expenses
Let's talk money – not the most fun topic, but still super important. Apart from your solo spends like flights, you'll probably be pitching into the group pot for things like your awesome vacation rental or group groceries. Now, no one wants any awkwardness over the bill, right? Get everyone on the same page about who's paying for what.
And hey, for tracking everyone's share, Splitwise (get the pro version, it’s worth it!) is a game-changer. Add your travel buddies, log those costs, and voila, it's like having an accountant in your pocket. When it's time to settle up, Splitwise does the math so you can clear the air with zero hassle. This little trick makes sure everyone knows who's paid for what, keeping things nice and transparent. Easy peasy!
Be flexible
On a multi-family trip, you’re going to lots of people with different preferences and ideas on how they want to enjoy their vacation. Some folks may want to catch some extra z’s while others will get up early to seize the day. Not everyone is going to necessarily want to do the same thing at the same time, and that’s OK. Consider chatting each night about the plan for the next day so everyone knows what’s going on and when. Communication is key!
Keeping things relaxed with a flexible schedule (if you've got the wiggle room) is a real game-changer. Say, if you're plotting an epic morning hike, how about leaving the afternoon wide open? That way, folks can recharge their batteries with a nap or some leisure time before the evening shenanigans begin. And if there's a big celebratory dinner or party on the horizon, maybe take it slow the following morning.
Sometimes kicking back and enjoying some downtime is what the vacation doctor ordered. Not everyone's itching for a whirlwind of activities every single day, right? So, keep in mind, a little breathing room for the gang can do wonders. Clearly communicate with the family leaders when you want to do things together as a full group and when folks have a chance to peel off and choose their own adventure—or which couch to fall asleep on ;)
Enjoy your vacation (duh)
Taking a break and truly relishing your time off may seem like a no-brainer when you're on your trip. But let's be real—there's a ton of effort that goes into planning these getaways, from juggling all the logistics to balancing the budget and even playing peacemaker with different personalities. It's all too easy to get so wrapped up in the details that you overlook the whole point of your vacation. So, remember to pause and soak it all in. Sure, not everything will go off without a hitch, but that's just part of the adventure, right? Snap some photos, live in the moment, and above all, have a blast.
Settle up post-trip
You know that feeling where you come back from a trip and feel like you need another vacay just to recover? Yeah, let's not get stuck there. While the memories are still fresh, tackle those post-travel to-dos. We're talking about setting up expenses, washing travel grime off your clothing and gear, and putting everything away. (Confession: I'm pretty terrible at that last part.)
Oh, and sharing those pics and moments with your crew? Personally, I'm a big fan of Google Photos. It's a game-changer for dropping those snaps and clips into everyone’s collective inboxes. If you're feeling extra, how about doing a trip debrief by yourself or with the group? Scribble down the highs, the lows, and maybe a thing or two you'd switch up for the next adventure. Trust me, your future self will thank you.
Other helpful tips for planning a multi-family vacation
Decide on sleeping arrangements ahead of time: Decide on these ahead of time so families (especially kids) don’t fight over who is sleeping where. Consider having a ‘bedroom lottery’ or some fun way to determine who gets certain bedrooms, assuming family size, health, ability, or personal preference don’t prevent you from simply assigning spots. For instance, grandparents might by default get the bedroom on the 1st floor of a multi-floor condo because it’s hard for them to climb lots of stairs. Some vacation rentals will even have dedicated kids areas with bunk beds and toys.
Give yourself plenty of time to plan: If you're eyeing a trip that's over a week long, especially one that crosses borders, you'll want to give yourself a hefty lead time—think about starting the planning chat around one year out, or even better, 18 months if you can swing it. I know, it feels like ages away, but you'd be surprised how quickly those months can zip by.
There's a whole laundry list of things to consider for a big family getaway. We've got to think about the money side of things, giving everyone a chance to budget and save up for the trip. Timing's a biggie, too! Trying to figure it all out amidst summer camps, sports, and life's million and one commitments takes some real Tetris skills. And, here's a pro tip: for those hot-ticket spots or coveted national parks, you'll need reservations locked down way ahead of time—sometimes a whole year in advance.
Come up with some standard house rules: Staying in a large vacation home with multiple families? Consider coming up with some standard living and behavior agreements for your time there. What time is it lights out? Who is going to prepare meals and clean up after them? If you’re near a body of water, should kids wash off sand and dirt outside before they come in? No one wants to feel like they're living in a prison on vacation but having some fair ground rules that everyone can abide by will make your trip go so much smoother.
Got a big vacation house booked for the whole gang? It's a blast, but let's be real, it'll go a lot smoother if y’all get on the same page about how you’re going to coexist during the entirety of your trip. So, how about we figure out a few simple rules of the road... or house, in this case?
You don't have to go full military mode, but how about deciding on a general 'lights out' time? Also, let's talk kitchen duty—who's the chef of the day and who's on cleanup? And if there's a beach or lake nearby, maybe we agree that the kids do a quick rinse off outside to keep the indoors sand-free to help with cleanup and check-out? This isn't about turning your holiday into boot camp. It's just about setting up a few guidelines so everyone can kick back and enjoy without stepping on each other's toes.
It’s your turn…
Alright gang, I threw out a lot of advice for you and hopefully some of it sticks. I’m curious, what would you add or change about this list? Have you had a recent trip or vacation that didn’t work out as planned? What would you change about the next time you travel with other families?