Trip Planning Timeline

Group Trip Planning Timeline

Make sure you've started planning far enough in advance of your departure date. Your upfront work is likely to pay off (and then some) as your departure date nears. The following represents the minimum amount of advance time in planning your group trip:

3 to 6 Months Prior to Departure

  • Establish leader (point person) for the trip
  • Determine the type of trip - possible destinations, themes, budget
  • Determine timing and duration of the trip
  • Find quality travel providers who can serve you
  • Start building a rough itinerary

2 to 3 Months Prior to Departure

  • Finalize the group itinerary and optional activities, tours, etc. (best to have no major changes beyond this point)

1.5 to 3 Months Prior to Departure

  • Purchase trip (deposit or full pay, depending on travel provider)
  • Submit Visa applications (if applicable)
  • Book travel protection insurance (if desired)
  • Secure required health documentation forms

1 to 2 Months Prior to Departure

  • Compile a list of necessary gear/equipment to purchase
  • Review complete itinerary (last chance to make changes)
  • Determine meeting point for the start of the trip
  • Reserve upgrades and optional activities

2 to 4 Weeks Prior to Departure

  • Pay balance due to travel provider
  • Ensure all group members have necessary forms and documents
  • Provide updates regarding destination and activities
  • If desired, confirm reservations directly with appropriate vendors
  • Distribute emergency contact info
  • Provide copies of passports to travel provider and emergency contacts
  • Put together a pack list, purchase remaining items, secure cash, etc.

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