10 Steps for Planning a Group Cruise

Planning a group cruise is a fantastic way to gather family and friends for a memorable group vacation on the open sea. However, the logistics of coordinating multiple travelers, destinations, and activities can get tricky. To ensure your trip goes smoothly, it’s important to plan ahead, establish clear communication, and consider all the details before booking.

Partnering with one of our group travel advisors during the group cruise planning process ensures every detail of the booking process is accounted for, from start to finish!

1. Appoint a Group Leader

There needs to be someone responsible for keeping everyone in the group informed and organized, as well as leading planning conversations. This person should handle communication with the group and your travel advisor, manage decisions for the group, and relay key information like confirmation numbers, payment details, important dates, and departure times.

2. Invite Family and Friends

Whether it’s a family reunion, a trip with friends, or a multigenerational getaway, you’ll need to confirm exactly who is joining you. After inviting family and friends, establish a group text message, Facebook message, or email chain to keep everyone informed. Make sure everyone knows the trip dates and any other key details from the start to avoid confusion later on.

3. Start Planning Early

Group cruises require more careful planning than solo or couple trips. Early on, find a time that works for everyone, considering factors like peak travel season in your destination and school breaks. You may also need time for group members to secure necessary travel documents, such as passports or visas, ahead of your anticipated departure date.

4. Set a Budget

It’s hard to determine a concrete budget for a group trip since everyone has different spending habits. However, it’s important to have a rough idea of what essentials like transportation, accommodations, food, and group activities will cost. This can help avoid last-minute cancellations later on.

5. Find a Travel Advisor

Once you have a good estimate of how many people will be in your group and how much you might want to spend, a travel professional can be very helpful. Use their expertise to find group cruise packages and deals you may not find on your own. A group cruise travel advisor can help you book cruises, departure port accommodations, flights, and other elements of your trip. They also help keep you organized and informed on travel details as your trip approaches.

6. Choose Your Cruise Destination

One of the most important decisions you’ll make is where you want to cruise. The destination should appeal to everyone in your group, so take account of what experiences group members are looking for. Our travel advisors can help you narrow down options based on your group’s interests and guide you to a fantastic destination!

Some popular group cruise ideas include:

• The Caribbean
• Alaska
• Hawaii
• European rivers
• Disney cruises

Note that your preferred destination affects where you can depart from and what cruise lines you can choose from, as not all ports and cruise lines serve the same destinations.

7. Determine Your Departure Port

Once you know where you want to go, determine your departure port. This is another area where a travel advisor’s knowledge adds a lot of value, as you’ll need to consider the entire group’s travel to your port city when planning this step.

8. Document Accommodation and Activity Preferences

Ask your group what kind of accommodations and activities they’re looking for. Each cruise line and ship has unique offerings, so it’s important to select a ship that covers all of your group’s needs. A travel advisor can help you plan:

• Cabin configurations: Look for family suites, adjoining rooms, or private balconies.
• Dining options: Choose between set meal times or flexible dining options.
• Onboard and off-ship activities: Research entertainment options, port of call shore excursions, and other opportunities.
• Family-friendly vs. adult-only: Some cruises may cater specifically to families, while others may focus on adult-oriented activities and entertainment.

9. Book the Trip

Once your group has agreed on the details, it’s time to book. The earlier you finalize the booking, the more likely you’ll be able to secure the best cabins and itineraries. Remember, booking the cruise is just one part of the journey. Additional components, like flights to the departure port and hotels for the night before, also need to be reserved. Be sure to coordinate arrival times so everyone is at the departure port with time to spare. Also, look into booking shore excursions or group activities ahead of time to ensure everyone can participate together.

10. Pack the Essentials

Packing for a cruise is different from your average vacation. Make sure everyone in your group knows what to pack so no one forgets the essentials.

• Casual, comfortable clothing: Bring activewear, casual outfits, and swimwear.
• Formal attire: Pack at least one formal outfit for special dining events.
• Shoes: Bring both comfortable walking shoes and a pair of formal shoes.
• Travel documents: Safely transport passports, cruise tickets, and any other travel documents.
• Toiletries & medication: Make sure to bring any required medication or toiletries.
• Sun protection: Don’t forget sunscreen, sunglasses, and hats.
• Other essentials: Pack electronics, chargers, a jacket for cooler evenings, and beach towels.