A little information on planning a trip from the secrets of a TripLeader
Hello dear future TripLeaders and all who want to become one! Today I write about a few personal experiences and tips and tricks on how to plan your first trip. What are the go-tos, what to consider and how to best organize a group trip! Come join me while I take you through my personal travel planning and execution of a group trip. Hope you will find some inspiration from it 🙂
If you need help with the soft skills of creating your trip, feel free to check here, if you wanted to learn more about the trip creation process I recommend this article.
Don’t know how to promote your trip? We have more information on that as well.
1. Planning the destination
- Destination: Is the destination a safe destination? How high is the crime rate? Have you been there before and maybe even have first hand experience if the country is good? What are the covid regulations, are you allowed to enter? Is it foreseeable if these restrictions will change or tighten in the coming weeks? It is best to keep an eye on newspapers and the latest news so that you know what is happening in your destination and what the situation is like at the moment.
- Travel time: What are the temperatures like? Since I was planning a CoWorking trip, it was important for me to know roughly what the weather is like. Portugal was the best choice here for September – it was not too hot, but warm enough to refresh in the sea, and not too cold not to freeze in the evening at dinner outside. Towards the end of September, though, you do need a jacket. Something like this is good to know when you are on the phone with your TripMates and questions come up about what to pack. So just research how the weather is generally at the desired travel time in the destination country.
- Excursion destinations: What are the local excursion destinations? What can you do on a day off? What are the distances – do you have to have a car or can you get around well by public transport?
Do you already have an idea where you would like to travel? Then create your own trip now!
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2. Number of TripMates 
Strangers who become friends
When you think about groups, how many people do you feel most comfortable with? At what number do you feel like you lose track? Think about your group of friends and previous trips you have taken. It varies from person to person how many people you feel comfortable with and what is the optimal group size for you. Once you know roughly how many people you want to travel with, there is the organizational side.
Organisational planning
There are also a few aspects to consider here. How many rooms does the accommodation have? Are all beds double beds or are there single beds? Can I find TripMates to share a room? How many cars will we rent and in what size? Good communication is the key here! Get a picture beforehand and then discuss with your TripMates what fits best for you.
You don’t know with whom yet? No problem! With JoinMyTrip you can easily find your group with whom you can explore the city or chill on the beach!
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3. Accommodation
Who shares a room? How much space is there in the accommodation? What is the purpose of the accommodation? For example, if you are organising a CoWorking Trip, as I am, it is important that there is enough “space” for everyone. That means, for example, does everyone have a good workspace? What is the noise level like, can you find a quiet place to work when your TripMates are on the phone a lot? How many bathrooms are there?
Here again the group size is crucial, from 4-5 people it is great to have a second bathroom available. Also, if you’re going to be doing a lot of cooking at home, it’s not a bad idea to take a closer look at the kitchen – what’s the equipment like? Is there a grill for a BBQ evening? Also, is there a room to “chill” in, or maybe a balcony or garden?
When researching, think about what is important for you personally and the group and choose the right accommodation.
4.Communication with TripMates
- Telephone
What are the key dates of the trip? Is there anything you would like to clarify beforehand? During the phone call you can ask if the TripMate is willing to share a room and if he/she could imagine being a driver. Of course, TripMates want to know about the current situation with Covid and who else is coming along on the trip.
- Whatsapp Groups
If you know who is coming on your trip, you can create a Whatsapp (or Telegram, Signal,…) group. Introduce yourself again and ask all participants to do the same. A virtual round of introductions, so to speak – feel free to add a fun fact about yourself, this makes the first contact more relaxed and increases the anticipation of getting to know each other in person.
- Packing list
Things that you need as a group, you can divide among themselves and everyone takes something. For this you can use the Whatsapp group for communication. For example, things like mailing lists, card games, board games, ideas for cooking recipes for the group, and so on.
- Shopping list
Just before you take your things and leave for the airport, you can send a list to the group of things you generally need. These are, for example, detergent, dishwasher tabs, Wettex, possibly charcoal if you have a grill, and foods that are generally eaten by most people, such as bread, pasta, fruits, vegetables, spreads, etc.
5. Activities 
On this point, there is no general “to-do” or “not-to-do” – I suggest simply picking activities that your group might enjoy. Since I was in Portugal, I picked out a few things that are good to organize and do specifically there and as a group. Here are my personal favorites:
– Surf Course
We all signed up together for a surf lesson with a surf instructor. Since Ericeira is known for surfing, this was almost a must – and definitely worth it!
– Architectural sights
In most places there are certain buildings that are worth seeing and/or interesting from a historical point of view. From Ericeira, for example, we drove to the towns of Obidós and Sintra and looked at local castles and palaces before stopping at a nice restaurant for an afternoon snack.
– Stroll through the city and buy souvenirs
ALWAYS go! It’s always nice to explore the surroundings on foot, by bike, scooter or Segway – be creative and get to know the place you are in different ways! Have fun looking and being in marvel at what the surroundings have to offer!
6. Renting a car
Find out the best way to get around locally. Is there a lot of public transportation? If so, how are they priced? Is there Uber or Bolt?
If you are renting a car, it’s good to know in advance who is renting the car and how many cars you want to rent. You can discuss this best in the Whatsapp group.
Do you feel like planning your own trip? Then check out JoinMyTrip, create a trip with your desired destination and find fellow travelers!
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You prefer to sit back and enjoy the trip as TripMate? Then check out our website and find top destinations!
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Enjoy these great trips as TripMates ☀️
