Assign roles
Name one lead for accommodation, one for transport, one for experiences and one for payment tracking. Keep final decisions in one shared document.
Use transparent payments
Record what each person has paid, what is refundable and which supplier received the money. Avoid unclear cash collections and last-minute pressure.
Choose activities that fit the group
Ask about capacity, age suitability, mobility, dietary needs, pickup area and cancellation rules before collecting money.
Planning checklist
- Create one itinerary
- Set payment deadlines
- Record refund terms
- Confirm group size
- Collect emergency details
- Reconfirm every supplier
Check current official information
Entry requirements, health guidance, festival programmes, opening arrangements and transport conditions can change. Confirm time-sensitive details through official authorities, airlines and the organiser responsible for the experience before travelling.