Group Trip Advisor

By guest blogger Jeff Gayduk

If you've ever traveled with family and friends, you know what an enjoyable, rewarding experience it can be. Until something goes wrong of course, then everyone turns their attention to the group leader for a quick resolution.

If you're planning your own group trips, being out on an island like this can become very uncomfortable. Here's some tips to help get you through:

1. Prepare for the best but plan for the worst. While your co-travelers are on vacation, you're working - at least to the extent that everyone is safe and secure. Understand the logistics of your trip and have a contingency plan in case something goes awry. Collect emergency contact information for all your travelers, and a list of any medication they may be on. This way, if something does go wrong, you are prepared to deal with medical professionals and family/friends back home.
2. Pass out Chill Pills. True story - one group leader gives each of her travelers a sugar pill on the first day of the trip while explaining that at one point during the trip some thing's not going to go as planned, because, well that's the way travel is. She advises them to ingest the pill at the first sign of distress. It sets the mood for a relaxing trip.
3. Share the responsibility. Not an accountant? Somebody in your group is probably good with numbers. Assign them the task of group accountant for shared meal or drink expenses. Look for buddies that can also help arrange transportation, tours, and make sure everyone stays on schedule and is prepared for the day's activities.
4. Protect your investment. Travel insurance used to be thought of as an unnecessary expense that was geared for seniors. However, with today's tumultuous travel climate and tighter restrictions on private insurance policies it's a necessary evil. Look for a travel insurance policy with "cancel for any reason" options.
5. Go with a pro. If handling hotels, sightseeing, meals and activities is too much of a load - find a capable tour operator to plan your group's trip. This is especially true with overseas travel, with companies like Globus, Go Ahead Tours and Collette Vacations specializing in working with small groups. Another benefit? The group leader travels free with as little as 8 paying passengers (shh!).

Group travel planning can be a fun, rewarding experience if you follow these guidelines. For more group travel know-how, visit our magazine website at www.leisuregrouptravel.com

Jeff Gayduk is a 24-year veteran of the group travel industry and the founder and publisher of Leisure Group Travel magazine and InSite on Leisure Group Travel e-newsletter.

Is being able to walk to nearby restaurants, bars, coffee shops and shopping important to your attendees? What about access to public transportation?

There's a lot of talk about "green" events these days and the best way to make your event fun and green is to choose a location with convenient access to the amenities and activities your attendees want and that doesn't require them to drive long distances or wait in endless cab lines to get around.

The folks at Walk Score, which measures the walkability of any address, just ranked the most walkable covention centers. Here's the top 5:

Check out the rest of the list and know the Walk Score of your next event.

Check out this demo of Trippy, a Google Wave application that integrates Lonely Planet's content into a collaborative trip planning experience.

Group travelers have unique needs, depending on the trip purpose. Bachelor party planners debate over which type of alcohol to consume and whether or not a stripper is appropriate. Family reunion organizers decide how big of a reunion to have and where to have it. Brides and grooms deliberate on pros and cons of a destination wedding or a home-grown wedding.

Peruse these planning guides to find tips, advice, and new approaches to planning anything from a road trip, to family vacations, to ski trips, to weddings, to girls getaways, and more.

Family Reunion Planning Guide: Gathering the generations together takes time and patience, but is worth the lasting memories.

Group Getaways with Friends: Travel with college friends, poker pals, other couples, golf buddies, or just the girls.

Wedding Planning Guide: Whether the ceremony is a quick Vegas-themed affair, in a dreamy destination, or where you live and work, the devil is in the details. Here are tips to simplify the wedding planning process.

Ski Guide for Groups: Snowboarders and skiers alike can use this essential planning tool of ski resorts, checklists, and aprés ski activities before hitting the slopes.

Group Reservation Guide: Tips for negotiating group hotel rates, group flight reservations, and more.

Clubs, Teams, Organizations Guide: Become a group trip planning expert with tips about group reservations, how to organize a trip with ease, and other helpful advice.

By guest blogger Jacquelin Carnegie

On a group trip, even when you're traveling with family and friends, you usually find the good, the bad and the unexpected. The good—you make a new friend. The bad—one annoying person drives everybody insane. The unexpected—you visit a destination or attraction you never would have discovered on your own that blows your mind.

No matter where you go, any great trip begins with smart planning. Here are some tips to consider as you get your family, friends or wedding party ready for a trip together:

Test drive the group: Your wild friend Bob and crazy Uncle Larry may be fun to hang out with on a Saturday night but they might drive everyone nuts during a two-week trip. Before spending a vacation together, try a long-weekend group trip to see what the dynamics are like. Then, plan accordingly.

Set ground rules: It is very important to make the "ground rules" crystal clear at the beginning of the trip. It helps to have them written down and handed out (even to your family members). Ground rules can include how costs are divided up, daily departure times, who’s responsible for driving, etc.

Timing is everything: When traveling as a group, the "on-time" issue usually causes the most friction. Invariably, one or two people are always late for the morning blast-off and/or wander off at stops and are nowhere to be found when it’s time to hit the road again. Nip this situation in the bud immediately! It’s not only annoying but unfair to the rest of the group.

If a gentle (or harsh) reprimand doesn’t work, a) assign an on-time "buddy" to the person (this task can be rotated among the group members); b) simply state that the car/van/bus will take off at the appointed time and persistent latecomers will be responsible for getting to the next stop on their own. (You can put this in the ground rules memo.)

Schedule downtime: Don’t let the desire to see everything blind you to the need for daily downtime. Be sure to plan for time to relax by the pool and/or change clothes back at the hotel.

Staying connected: Even on vacation, we are all so attached to our need to check e-mail. Find out in advance from your hotels if there’s a WiFi connection in the rooms or if there’s a business center for those who don’t have or don’t want to bring a laptop. Also, check if there is a hotel "hotspot" charge to access the internet.

Provide options: You may love your family and group of friends, but spending every waking moment together for a week or two can be trying. Plan optional activities and restaurant choices so individuals or smaller groups can branch off on their own.

Activity options could include a choice of museum hopping, shopping or a sports activity. For restaurant choices, contact your hotels in advance and get three good restaurant suggestions for each place you’ll stop for meals. You might wind up eating together anyway, but it's good to provide choices for those who might need a break from a little too much togetherness!

Jacquelin Carnegie is a contributing travel editor to Accent magazine. For the past 15 years, she has covered international travel destinations for both consumer and business publications.

If you're putting together vacation plans with friends or family, there are great resources online for researching activities, attractions, destinations in the U.S. Many state tourism sites offer travel ideas for where to go and how to entertain your group; quality sites have useful information, beautiful photos, clean designs, give an accurate glimpse of what to expect from visiting the area, and are easy to navigate.

Type the state plus the word tourism in any search engine to find the official state tourism sites. Here are some of my favorite U.S. state tourism sites for trip planning and idea gathering:

Washington
Aside from TripHub blogging, I also write features for this site. Have a look at Washington's great outdoors, national parks, farmers markets, and one-of-a-kind Washington. If you like what you read, the writer graciously thanks you. ;-)

Oregon
This is an easily usable site with useful travel ideas and descriptions of what makes Oregon unique and enticing as a place to gather the troops: wineries, culinary travel, outdoor activities, mountain hiking, urban experiences, etc.

Utah
Clean design, lots of information, easy navigation.

Colorado
Clean design, good amount of information, relatively easy to navigate.

By guest blogger Brianne Wheeler
Part two of two-part series on travel insurance and precautions to take

Preparations and precautions can and should be taken when traveling in groups, especially to foreign countries. Here are the Consumer Reports on Health risks and precautions to be taken to prepare better for a trip. They go hand in hand with travel insurance to provide traveler peace of mind.

Traveler's Diarrhea
Most common illness, strikes up to 60% of visitors to developing countries

• Self-help step: Avoid non-pasteurized dairy products and tap water
• Self-help step: Choose foods served steaming hot
• Medical supplies to pack: Non prescription loperamide (Imodium A-D)
• Medical supplies to pack: Prescription antibiotics for more severe cases

Motion Sickness
Nausea as a result of the inner ear, eyes, and body sending conflicting signals to the brain while flying, boating and driving

• Self-help step: Keep head still, close eyes or look at stationary objects
• Self-help step: Avoid reading
• Self-help step: Open vents or windows to increase air flow
• Self-help step: Move to the center of the boat
• Medical supplies to pack: Prescription scopolamine skin patch (Transaderm-Scop) or tablet version (Scopace)
• Medical supplies to pack: OTC drugs dimenhydrinate (Dramamine) and meclizene (Bonine) are not as effective

Jet Lag
Insomnia, irritability, and foggy-headedness caused by a sudden time-zone shift

• Self-help step: Before traveling, shift activities to correspond to time zone of destination
• Self-help step: After arrival, spend time in the sun
• Medical supplies to pack: Melatonin (2-3mg) may ease symptoms when started on first night of travel (has not worked in some studies)

Insect-Borne Diseases
Across much of Latin America, Africa and Asia, mosquito-borne malaria and dengue fever are serious concerns

• Self-help step: Wear long-sleeved shirts, pants, closed-toe shoes
• Self-help step: Use repellents containing 30-35% deet on exposed skin
• Self-help step: Sleep under mosquito net treated with permethrin repellent (Duranon, Permanone)
• Medical supplies to pack: No vaccine is available for Malaria; ask your doctor for the best drug for your destination
• Medical supplies to pack: No vaccine or preventative drug is currently available for Dengue Fever

High Altitude Sickness
Headache, fatigue, nausea and vomiting resulting from a rapid increase in elevation

• Self-help step: Before going to a high altitude, spend a few days at an intermediate elevation
• Self-help step: Until you are acclimated, avoid rigorous activity
• Self-help step: Drink a lot of fluid to avoid dehydration
• Medical supplies to pack: Prescription acetazolamide (Diamox) starting 1-2 days before altitude change

Blood Clots in Airplanes
Prolonged sitting increases the risk of leg clots, potentially causing a life-threatening lung embolism

• Self-help step: While seated, flex ankles and knees often
• Self-help step: Walk in the aisles about once an hour
• Self-help step: Drink plenty of non-alcoholic beverage before, during and after flight to avoid dehydration
• Medical supplies to pack: If you take a drug that increases the chance of clots or have other risk factors, consider compression stockings, and/or ask your doctor about preventative aspirin or heparin

Car Accidents and Other Injuries
Accounts for about 1 in 4 travel-associated deaths

• Self-help step: Don't drive at night in rural areas
• Self-help step: Don't drink while swimming or boating
• Self-help step: If possible, choose lodging with smoke detectors and sprinklers
• Medical supplies to pack: Bring bandages, sunblock, tweezers, moleskin for blisters, water purification tablets, pain reliever, topical antibiotic
• Medical supplies to pack: Carry list of medical conditions and contact numbers

Avian Influenza A (H5N1)
Transmission to humans is rare, but the influenza is widespread in birds

• Self-help step: Avoid contact with chickens, ducks, geese, live-food markets, places contaminated with poultry excrement
• Self-help step: Make sure food is thoroughly cooked
• Medical supplies to pack: No vaccine for Avian Flu is currently available
• Medical supplies to pack: Risk is too small to warrant carrying anti-flu prescription drugs

Source: Courtesy Consumer Reports on Health

Brianne Wheeler is the Assistant Marketing Manager for Travel Assist Network, a global medical services company that provides medial evacuation, travel protection, and critical information services to travelers worldwide. It also provides custom protection for corporations, travel groups, and non-profit organizations tailored to meet each group's coverage needs.

By guest blogger Brianne Wheeler
Part one of two-part series on travel insurance and precautions to take

Since the September 11 attacks, many travelers and group travel organizers have become increasingly concerned with their health and safety while away from home. As a result, many companies have launched travel protection products to give travelers peace of mind.

Here are common travel insurance options for individuals and groups, plus tips for finding what's right for you:

Medical Evacuation: Provides emergency transportation for a traveler who has a medical emergency, which is especially important when traveling to remote areas.  Medical evacuation membership programs offer an array of additional benefits, such as lost luggage compensation and guaranteed hospital admission.

The fine print:

• Nearest Appropriate Facility: With this coverage, you are likely not going to be transported to your home hospital, but rather to the nearest clinic or hospital that the insurance company deems adequate. You can also look for coverage that provides transportation to the home or specialty hospital of your choice. Independent medical evacuation services, as opposed to comprehensive travel protection policies, often provide this option.
• Coverage Limits: If a group of travelers purchases a plan covering $20,000 of medical evacuation per person and one of the travelers has a medical emergency with a cost to evacuate of $75,000, the patient is responsible for covering the remaining $55,000.  Be sure to purchase coverage that is unlimited or has a very high dollar limit.

Travel Health Insurance: These policies typically cover expenses that a traveler may incur from being in the hospital or seeing a physician while traveling. Coverage may also include benefits such as trip interruption, trip cancellation, travel delay, extreme sports and identity theft assistance. Note: Coverage may also include medical evacuation coverage, but several companies offer medical evacuation as an independent service.

The fine print:

• Trip Cancellation Coverage: Before purchasing trip cancellation, make sure you know what the limitations are. For example, if a group of surfers plan a trip to Florida and a hurricane hits three days before their departure, most companies require that they cancel prior to the storm being officially named. Outside of bad weather, some policies will allow you to cancel for any reason; however, many only let you cancel for personal or family medical reasons.
• Terrorism Coverage: With the recent political unrest around the globe, some companies have listened to travelers' concerns and expanded coverage to include benefits for travelers who are injured victims of a terrorist act. You'll want to ensure your coverage includes this benefit.

Although, thankfully, the majority of people travel to and from their destination with no medical emergencies or other issues, it's nice to have peace of mind and protection from unforeseen events. A tip for groups: purchase coverage together because groups usually receive discounted rates. Finally, here's a list of travel preparations and risks in various regions of the globe. Bon voyage!

Brianne Wheeler is the Assistant Marketing Manager for Travel Assist Network, a global medical services company that provides medial evacuation, travel protection, and critical information services to travelers worldwide. It also provides custom protection for corporations, travel groups, and non-profit organizations tailored to meet each group's coverage needs.

The Seattle Times republished an article on what to ask before signing up for a group tour. It goes well with our previous coverage of group tour preparation such as 10 Tips: How to Choose the Right Group Tour and Lucky 7 Tips from a Volunteer Vacation Leader.

In planning a multi-day group tour, volunteer vacation, or multi-week trip abroad, all of these questions are useful for determining which group tour is right for you.

1. What is the max. number of people on the tour?
2. What kind of bus is used?
3. Does the tour company sublet its tours or use its own employees?
4. Is the tour guide a native English speaker?
5. Is the tour offered in English?
6. Will you get the same tour leader in each location or local leaders per town?
7. Are all entrance fees included?
8. Are tips included also?
9. Are hotel transfers part of the package?
10. Can the tour guide change the itinerary when weather changes?

Are you the group geek? Along for the ride and prefer not to bother with trip details? Enthusiastic about one very specific element of the trip but indifferent about others?  See how to use your natural talents to the fullest when planning that next group trip.

Here are common group profiles I've witnessed over the years:

1. Group geek: The one who must bring a cell phone, blackberry, or other widget lest they feel isolated from their real world of technology. This is also the person who brings a GPS and on camping trips, ski trips, or outdoor adventures and everyone ends up appreciating this person the most. Sound familiar?
   Suggestion: Careful not to geek out by tripping on the latest iPod or Zune features. Instead, think outward and perhaps suggest a GPS treasure hunt activity for the gang while traveling together. Offer your uber efficient Internet research skills for the troop leader in finding the best hotel and give your quick comments in the hotel discussion area of search results, then post it to the group's trip home page.
2. Troop leader: The idea person. The charismatic rally gal/guy. The motivated one who seems to have an internal compass pointing them in the right direction and helping them make decisions quickly, gather input, urge people to make reservations on time, offer activity options, and send out invites. This person is the point person of the trip, who can get as frazzled about pulling loose ends together as excited for the trip itself. Sound familiar?
   Suggestion: A smart troop leader delegates. If you prefer to be in control of certain trip aspects, just make sure you ask for input on key decisions such as hotel rooms, etc.
3. Indecisive: They love their friends, family, or the people with whom they'll travel. Or perhaps they like the ski club with whom they'll swish down the slopes. They're an open person who sees all sides of arguments and is likely philosophical. The good thing is they really don't care which mountain to ski on, what time the group leaves, which shuttle is used for transportation, as long as they're on the slopes. Problem is people sometimes need input and opinions so they can make decisions about where to stay. While the indecisive person oscillates between choice A and B because they may not want to hurt anyone's feelings who recommended either, ultimately decisions need to be made. "Whatever everyone else wants" can be a disguise for "I have no freakin' idea!" Sound familiar?
   Suggestion: Take a stand. Take your pick. Your flexibility and openness is appreciated, but your vote counts and is desired. In trip blog discussions, join in on conversation topics so decisions can quickly be made. Just as on election day, your voice counts.
4. Whiner and/or Frequent Special Requester: Surprisingly, these people may not realize they are doing this because it can be so subtle. The overt whiners are obvious and tend to bring the group down by taking every opportunity to moan about something or other. Subtle whiners can hold back key trip decisions by being slightly selfish or continually making changes to pre-set plans; for instance, saying they agree to a wine-tasting tour but later announce that they might go on a no alcohol detox diet (after the tour has been booked) so may not be able to participate. These are the special request kings/queens. The high maintenance types. We all want what we want, but consensus (which may mean compromise) on group trips is imperative. Sound familiar?
   Suggestion: Careful not to let negative feedback cloud the pre-trip planning process. Remember the trip is geared around everyone and remind yourself how great the rewards will be: seeing old friends and getting away. If you have a special request, you may be able to arrange that separately. Or save the most important special request to share with the group.
5. Group Socialite: This type of person wants to be in the heart of everything all the time. That doesn't mean they necessarily have to be the center of attention (although extreme versions exist). But they have more energy than most people and often push to stay up late, go the extra distance on physical activities, and even make new friends while traveling. This natural extrovert is an ideal person to help get the word out about the trip if you're organizing a trip where you can invite anyone. Sound familiar?
   Suggestion: You're a natural trip promoter and might be the best person to help organize key parts of the trip such as researching activities, etc. Let your enthusiasm bubble over into the trip planning process.

Who am I missing? Know of any other group profile that sounds familiar?