Tips for Arranging a Group Trip

If you’ve drawn the short straw and are arranging a group trip for you and your friends or colleagues, then you may be at a loss as to where to start as there is so much to consider.

Here at Bellarome Italian holidays, we are experts in arranging group travel and, in this blog, we want to share with you some of our best tips when it comes to arranging group travel. However, if you’d prefer to skip the stress and hassle of arranging a group trip to Italy or elsewhere in Europe, why not contact one of our travel experts for a tailor-made group holiday quote – with our 20 years of experience in the travel industry, you can rest assured that we can create the perfect vacation itinerary for you and your friends or colleagues, with seamless group transfers, accommodation and pre-arranged activities and tours.


Get Organised


To avoid stress as your trip approaches, we recommend being organised from the start. Sit down with your friends or colleagues and consider what you need and want from your vacation, and then make a note of all the details that need to be taken care of.

Top tips:

  • Have a folder dedicated to your travel arrangements, so that everything is kept in one place.
  • Appoint a deputy, who can take over arrangements if you are away or need help.
  • Mark on a calendar any important dates that you need to keep in mind, such as dates when you need to pay the outstanding balance on your holiday or when you need to arrange online flight check-in.
  • Consider setting up a group on social media, such as a Facebook group, where you can post updates and polls, or ask for feedback.




Book your flights as soon as possible, especially if you are travelling during the peak season. Also consider pre-buying the seats so that you can be sure you will all be seated together (if this is important to you).

Other things to consider:

  • We can’t stress enough the importance of getting everyone’s name right when it comes to booking flights. Many airlines charge for name changes or, even worse, the passenger could be denied boarding if the mistake isn’t picked up.
  • Does your group need cabin baggage or hand-baggage only? Be sure that all group members are aware of the size/weight limits as these tend to vary with the airline.
  • Online check-in: Many flight companies now offer online check-in. If you are opting for online check-in, consider whether each passenger will be responsible for their own check-in or whether one group leader will be responsible for checking everyone in and printing their documents.
  • API: If you are opting for online check-in, then keep in mind that you will need to provide the airline with Advance Passenger Information (API), which includes passengers’ dates of birth and passport information. This can be quite laborious to fill-in so we recommend ensuring that you enter this information as soon as possible to avoid any last-minute stress.




Airport and inter-city transfers (if you’re moving between cities during your trip) can be a major source of stress if you have not made pre-arrangements. We highly recommend pre-booking your airport transfers to avoid long delays at the airport or falling prey to an unlicensed cab.

In addition, if you plan to take a train between cities, then be sure to pre-book the tickets as many inter-city trains in Italy have reserved seating and can be busy – the last thing you want is to arrive at the train station and find out that all the trains are fully booked!




This is another thing that you’re going to want to book early as many hotels in Italy become fully booked during the peak seasons.

Top tips:

  • Location, location, location: While you may find a cheaper hotel on the outskirts of the city, this can be a false economy as you will then have to travel into the city for sightseeing/business meetings. Ask group members for their preferences when it comes to location, perhaps by running a poll on a private social media group.
  • If you are struggling to find a hotel large enough to accommodate your group, consider booking two or even three hotels that are nearby one another – this is easy in the larger cities, such as Rome.
  • To save money, ask group members if they are happy to share a room as this avoids single-person supplements – just be sure to request a twin room when you book the hotel!
  • If you’re travelling to Italy on business, seek out a hotel that has meeting rooms, which could be used for business catch-ups or brain-storming sessions during your trip.




To complete your trip, even if it is for business reasons, consider arranging some sightseeing tours. We highly recommend pre-arranging these as tours booked last minute can be more expensive or not available for larger groups.

Things to consider:

  • Do you want private tours for just your group or would you be happy with a tour shared with other people, which can be the cheaper option?
  • Some venues have restrictions on what you can wear (such as churches) or what you can take in with you (such as the Colosseum in Rome). Make sure all group members are aware of any restrictions prior to the tour to avoid disappointment.
  • Does any member of your group have a special requirement? It’s best to notify your tour guide in advance of any special requirements, such as walking difficulties, so that they can make special arrangements or recommendations, if necessary.


We hope that you have found these group travel tips helpful. If you would prefer to avoid the stress of arranging a group trip to Italy, then do get in touch with one of our travel experts, who will be happy to help. We create tailor-made travel itineraries and we take care of all the details, including online check-in for flights, group accommodation, arranging transfers and train tickets, and pre-arranging tours with reputable and licensed guides. If you would like to find out more about our personalised service and group discounts, contact us today on (UK) 01223 637331 or (US) 347-594-5500, or click here to send an online enquiry and we’ll get back to your right away.

Search Keywords

Enter keywords below to perform a search within the events to find more relevant posts