The Art and Science of Planning the Perfect Group Trip

Shared experiences are the surest way to build new bonds and shore up old relationships. But pulling off a truly great group trip takes a whole lot more than making sure there’s enough bed space for everyone. It takes considering dietary restrictions and thinking about ways to fill up downtime and finding the kind of communal spaces that can foster connection. In other words, it takes a ton of planning and a little bit of finesse. Whether you’re looking to host a cool corporate retreat or a fun family reunion, these tips will help you maximize your attendees’ enjoyment and minimize your stress.

Bringing your crew to Buellton? Start by exploring places to stay at Flying Flags and sharing your plans with our event-planning team. We can talk through your group’s needs, from sleeping arrangements to gathering spaces, so you can get the details in place before everyone books.

1) Keep Downtime Top-of-Mind

Do your colleagues love wine? They might enjoy a tasting at Alma Rosa’s tasting room in downtown Solvang. Do your nieces and nephews love animals? A visit to Ostrichland USA could give them plenty to talk about on the way home. Check each attraction’s current booking requirements, especially when you’re bringing a group.

Don’t forget to leave time for Flying Flags amenities, too. A dip in the pool, a game of bocce or a stop at the playground can give everyone a welcome break between planned activities.

2) Make Room for Togetherness

On any group trip, the most memorable and meaningful interactions are often unplanned. They’re the conversations around the campfire that stretch late into the night. They’re the early-morning omelet fests that leave dishes dirty and bellies full. They’re the big ideas and far-fetched dreams that are shared over games of bocce ball. When you’re searching for the perfect place to host your group trip, make sure it offers the kind of communal spaces where your attendees will naturally want to congregate.

3) Prioritize Personal Space

Like many of the best things in life, togetherness is best enjoyed in moderation. It’s important to ensure that the accommodations you book offer plenty of space for solitude. And it’s equally important to make sure that your itinerary leaves enough time for people to enjoy it. Because, as any family reunion organizer can tell you, a little bit of decompression and a good night’s sleep can be the difference between a respectful debate and an afternoon-wrecking fight.

4) Make Sure Meals Aren’t Left to Chance

Hanger can hamper all kinds of great experiences. And when you’ve got a party of 18, finding food on the fly can be more than a little challenging. That’s why it’s always a good idea to plan group meals well in advance. If you’re planning for a group of 10 or fewer, you can start by creating a list of everyone’s dietary restrictions and preferences and cross-checking the menus of local restaurants against that list. If you’re planning for a larger group, it may be easiest to ensure that everywhere you eat offers dairy-free, gluten-free and vegan options. Reservations are always recommended for group meals. But, as the organizer, it’s also important to remember that you don’t have to be responsible for planning every last lunch. It’s okay to occasionally ask attendees to fend for themselves—so long as they have enough time and advance notice to do so.

5) Use Commonalities to Create Shared Experiences

The best group activities often start with something you already share. If your grandmother used to bake spritz cookies for the holidays, a stop at Olsen’s Danish Village Bakery in Solvang for Danish butter cookies might bring back a few sweet memories.

Or, if the theme of your corporate retreat is Driving Change, consider a visit to Mendenhall’s Museum of Gasoline Pumps & Petroliana in Buellton. Tours are by appointment only, so arrange your group’s visit before adding it to the itinerary. A little shared history can give everyone one more thing to connect over.

Between the logistics involved in ensuring that everyone has a place to sleep and the creativity required to come up with fun things for everyone to do, planning a group trip isn’t easy. But with a good organizational system and a few guiding principles, you can foster the kind of shared experiences that make relationships richer. And in our opinion, that makes every minute of the planning process worth it.

Ready to bring everyone together at Flying Flags Buellton? Our event-planning team would be happy to hear what you have in mind. Send us an event inquiry or call 805-691-8086 with your preferred dates, estimated guest count and a little about your gathering. We’ll help you explore the options for your group getaway.

Plan a Group Getaway