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Planning a trip with friends can make for an exciting adventure or be fraught with conflict and difficulties. In this post, you'll learn how to plan a trip with friends so you stay friends.
We've traveled with friends many times and have managed to stay friends. In fact, travel has deepened our friendship.
For instance, when traveling for the first time with friends to a supposed "nice" hotel in Mexico, we found that the water main was broken. We had to find a bucket and make trips back and forth to the half-full, slimy green swimming pool to get water to flush the toilet. We learned a lot from each other about how we cope and have remained fast friends ever since.
We've also NOT traveled with friends because we knew our travel styles differed significantly, and we preferred to remain friends.
Based on my experience, following are some of the best tips for creating a memorable travel experience with friends and, most importantly, staying friends. Being flexible and willing to compromise are the most important ones.
Feel free to use this as an agenda to start discussions with your friends as you plan your trip.
Deciding Where to Go: Planning a Trip That Works for Everyone
Can't think of anything more fun than traveling with a group of girlfriends.
When planning a trip with friends, the first step is to get your friends together and discuss everyone's travel goals and expectations. Do they want to relax on a peaceful beach, join an African photo safari, visit a developing country for a unique cultural experience, or something else?
Be sure to consider practical issues detailed in the sections below, such as health, mobility, and budget. This will make sure you accommodate everyone's needs.
As you finalize your destination, the itinerary should include elements that cater to each person's interests so that no one feels left out.
If your group is having trouble deciding on a destination, consider visiting a few different ones. Another option we employ is meeting up with our friends every few days. In between our meet-ups, we do what we're interested in; they do what they're interested in. Then, when we get together, we have some great stories to share.
It's also important to be bold and step out of your comfort zone a bit. We've done some really fun and interesting things when traveling with friends that we wouldn’t have done if we were alone.
>>> READ MORE: 10 Travel Planning Tips to Create the Perfect Trip
Planning the Trip: Spreadsheet or Wing It?
We probably don't plan the same as our friends. Some friends like to travel with detailed spreadsheets, while others want to see what each day brings.
To navigate different planning styles, see if you can find a middle ground. Maybe the spreadsheet people could plan the airfare and accommodation, and the wing-it folks could come up with a few key activities everyone agrees on while leaving lots of room for on-the-fly exploring.
However you decide on a destination, if you want to stay friends, you need to make sure everyone's needs and preferences are acknowledged and respected.
Expert advice
Different Travel Styles: Understanding Each Other’s Travel Habits
By the time we reach 50, our travel habits and preferences are pretty well established. Recognizing that your way isn't the only way and accommodating different the travel styles of your friends are key to making the trip work for everyone.
Is everyone an early bird or a night owl?
If not, then rather than scheduling activities for everyone early in the morning or late at night, early birds can start the day with a leisurely breakfast or morning walk, while the night owls can join later for group activities.
This way, everyone enjoys their preferred start and to the day without feeling rushed, left out, or exhausted.
When you plan a trip with friends, you need to consider meal habits as well. Some people prefer to graze throughout the day with small, frequent meals and stop eating after an early dinner, while others might look forward to one big, satisfying meal at 8 PM at night.
If that's the case with your friends, then make lunch the main meal when you get together, and let people eat other meals according to their preferred schedule.
Not everyone has the same energy levels, either. Some people want to pack their day with sightseeing, and others want to have plenty of time to relax and recharge. Some want to visit all the historic sites, and others like to shop.
The solution to energy differences? Balance the itinerary with both planned activities and free time. Those who want to do more can do so, and those who want to relax can do that, too.
>>> READ MORE: Discover the Top 50 Travel Tips for Travelers Over 50
Health and Safety Concerns: Setting Boundaries
Start with an open discussion of health issues, especially about any special needs or concerns about mobility, medication, or diet. These factors need to be taken into consideration when planning.
You should also address safety concerns. Each of your friends may have different thresholds for safety, such as being comfortable walking alone at night, navigating cobblestones, or being uncomfortable with how things are done in other cultures. You need to have these conversations beforehand so you can choose accommodations and activities that align with the group's collective comfort zone.
Expert advice
Share emergency contacts and create a plan in case someone falls ill or has an emergency.
Dealing with Finances: Best Rules for Group Trips
Finances can be the stickiest part of planning a trip with friends, and it's the one designed to create the most conflict
Start by establishing a clear budget before you start planning.
Discuss anticipated costs for accommodations, meals, and activities, and agree on a spending range that everyone is comfortable with. This way, you can arrange travel, lodging, and activities that work within everyone's budget.
Agree up-front on which costs will be shared and which expenses are optional. This way, each friend can opt in or out of extras depending on their budget and interests.
Then, decide on a method of managing money that will work best for the group.
You may choose to have one person pay upfront, with reimbursements handled later. For example, my parents and their friends traveled by each putting the same amount of money in the "pot" every day, and then they would each take turns paying the bills out of combined funds. Back then, they used cash, but you can use apps like Venmo to manage the money.
Instead, if you trade off paying bills as you go, you can use apps like Splitwise or Tricount. These apps let you track expenses and calculate who reimburses who by how much. This keeps everyone accountable and ensures nobody is left footing the bill alone.
Giving Each Other Space: It’s Okay to Do Your Own Thing
Remember, you don't have to do everything together!
To make sure everyone enjoys their vacation, you need to provide time for people to spend time by themselves to pursue an interest or activity that excites them, whether it's wandering through another museum, hiking a local trail that no one else is interested in, or lounging with a good book by the pool.
Patience and Compromise: Flexibility Is Key
Not everything will be to your liking when traveling with other people. So, everyone needs to be flexible and patient.
Remember why you're traveling with friends anyway: you want to enjoy their company, not have everything go exactly how you want.
If you want to stay friends, compromise will be needed. What's on schedule today might not be how you'd choose to spend your time, but tomorrow's activity might be what you're looking forward to most.
The Nitty-Gritty of Planning a Trip With Friends: Who Takes the Lead
Now that you've discussed where to go, the budget, and people's needs in various areas, the next step is deciding how to manage the planning process. Should one person be in charge, or should you divide the work?
Having one leader makes things more simple. This person can create the overall itinerary and handle booking transportation, accommodation, and activities. (I should say it makes it simple for everyone except the leader!)
On the other hand, dividing up the job allows each group member to contribute. For example, one friend might be willing to book the hotels, while another would love to arrange the activities based on the group's preference.
Expert advice
Use apps like Google Docs or Trello to organize the planning. Everyone can view and contribute to these programs.
Conflict Resolution: What to Do If Tensions Arise
Trips can be tiring and frustrating, and it's natural for things to get out of whack occasionally. And the larger the group, the more likely conflict will occur.
Compromise is key! It's essential that everyone feels heard and that their opinions are respected. Then, you have to do your best to find a middle ground.
If things become overwhelming, it's okay to take a break. Revisit the issue later, and I'll bet you can find a path forward.
Final Thoughts
Going on a trip with friends is a great way to build friendships and make great memories.
One of the most important things when planning a trip with friends is to have open communication. Discuss everyone's preference for destinations and activities, health, safety, and budget needs, and ensure everyone agrees on the final plan.
Remember your way isn't the only way, so you'll need to stay flexible and compromise with your friends on occasion.
Most importantly, keep in mind that the goal of your trip is to have fun with your friends. Don't let minor things prevent you from having a great trip.
After you get back home, plan a post-trip get-together to share stories about your trip and look at each other's photos.
If you think you might want to travel again together, discuss what went well, what didn't, and what you'd do differently next time.
Here's wishing you a fabulous trip and wonderful memories with your friends!
❓❓❓Have you traveled with friends before? What did you learn? What tips do you have for us?
🔆🔆🔆 Here are some more posts that may be of interest to you as you plan your trip with friends:
20 Essential Tips for Healthy Air Travel After 50
How to Plan the Ultimate Road Trip: What to Know Before You Hit the Road
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