Agree on the trip frame
Before comparing hotels or activities, confirm the reason for the trip and the boundaries everyone is planning within.
- Traveler list and decision makers.
- Possible dates and the deadline for committing.
- Destination or destination shortlist.
- Target budget and what it includes.
- Accessibility, dietary, documentation, and room needs.
Choose how the group will decide
Decide which choices require consensus, which can be delegated, and what happens when someone does not respond. A clear rule—for example, majority choice within a fixed budget—prevents every decision from reopening.
Assign booking ownership
Record who will book transport, accommodations, activities, and shared reservations. Confirm names and traveler details before payment, document cancellation terms, and avoid assuming one person will absorb unreimbursed costs.
Create a shared source of truth
Keep the current itinerary, booking references, addresses, arrival details, responsibilities, and backup contacts in one place. Use group chat for conversation, not as the only record of the plan.
Recheck before departure
Confirm bookings, entry requirements, official safety and health guidance, payment expectations, airport or station transfers, connectivity, and a fallback plan for disrupted travel. Share only the personal information each traveler genuinely needs.