How to Organize a Group Cruise
You may have read in one of my previous posts, Wheelchair Accessible Cruising on a Budget, that organizing a group cruise can not only save you some cash, but in some cases earn you a free cruise. In this post, I’ll be giving you all of the information you need on how to organize a group cruise.
My 10 Tips for Organizing a Group Cruise
1. Find out who’s interested
So, the first step is to talk to your family, friends and even acquaintances to find out who may be interested in going on this adventure. To help organize this and allow everyone to share ideas or ask questions, you may consider forming a private Facebook group or if possible, organize in person meetings and information sessions.
Some ideas to get everyone together could include doing a family reunion onboard the ship, a college reunion with friends, a church trip, vow renewals, wedding or almost any occasion…. even if it’s just a fun vacation.
2. Decide on Dates
One of the challenges you’ll encounter is finding dates when everyone is available to travel. I recommend coming up with a couple of different time frames (as that will give you more flexibility in choosing a destination). Understand that it is possible that not everyone will be available to go on all of the sets of dates chosen, but that having options will be helpful and the group can vote on final decisions.
3. Make a List of Possible Destinations
With so many places to choose from, it can be a bit overwhelming sometimes. Just know that there really is no bad choice. Ask the group to list their top three choices of destinations and see what answers overlap the most.
I recommend taking the top three answers from the group and looking at possible dates for those destinations. Sometimes the dates people are available to travel won’t line up with the best time to go to a particular destination.
Also look into the accessibility of those destinations. There group may have some great ideas, but if those destinations have no or very limited accessibility, that may be a factor to consider. You want everyone in the group to enjoy the vacation and not just those that have good mobility.
4. Choose the Right Cruise Line for the Group
Choosing the right cruise line can be a challenge when you’re only planning a trip for one family, but when you add many families to the mix and accessibility needs, it can be even harder.
Consider the ages of the people who will be traveling and what their interests/needs are. Would people enjoy the features of some of the mega ships (like water slides, go-cart tracks, sky diving simulators, rock climbing walls etc.) or would they prefer a relaxing vacation and not have a need for the features I just listed.
Itineraries can also be a factor in choosing the right cruise line. Although most sail to similar destinations, the ports (and length of time spent in port) may vary. Looking at itineraries can help narrow down your options.
5. Consider Price and Budget
It may be helpful to talk with people within the group (privately) whether there is a certain budget that they would like to stick to. Although this talk can be uncomfortable, it can help you make better and more informed decisions when deciding on a destination and or cruise line. Some destinations are known to be pricier than others. For more information on wheelchair accessible cruising on a buget, click here.
6. Present Options to the Group for a Final Vote
When you decide on a cruise line (or more than one to give the group options), itineraries and dates you can present the options to the group. Let the group vote on which itinerary and dates they like the best and let a simple majority win.
Essentially as the group organizer, you’re doing the research and leg work while giving the whole group a voice in planning the trip.
7. Book the Cruise
Once the group has made a final decision on where, when and with whom they’d like to sail, it’s time to book the cruise. This can be done through the cruise lines personal cruise consultant or with a travel agent. Just make sure that whoever you book through won’t try to steal your perks (like the free cruise for one person).
Having someone that is familiar with group bookings is also helpful. They will be able to help guide you through the process. Be sure to have the contact information (phone numbers and/or email addresses) for everyone in your group. This way, the travel agent can reach out to them directly to book their desired room category and get their deposits.
8. Talk about Expectations
Once the cruise is booked, it’s a good idea to have a group discussion about expectations for the trip. For example, will everyone be eating dinner together every night, is it expected that everyone does the same shore excursions etc. Helping to clarify what everyone wants and needs will make sure that there won’t be hurt or upset feelings on the trip.
While it’s great for everyone to spend time together, allow for people to have some “alone time” as well. Maybe meet up before dinner for a cocktail on some nights, or have shore excursions that everyone can choose to join while letting them have the option of doing their own thing as well.
9. Shore Excursions
Also, have a group discussion about what everyone would like to do while on vacation. If there is a consensus on particular activities offer to look into excursion options. Doing a private excursion with a group of people can often be cheaper than booking them through the cruise line.
If someone else in the group wants to spearhead this task, let them.
10. Consider adding a souvenir
To add a bit of fun to the group and to let everyone have something to remember the trip by, consider making a group T-Shirt that everyone can wear. This lets others know you are all travelling together and will be a memento for years to come.
At the very least, consider taking a group photo at some time during the trip. You do not have to use the ship’s photographer (those photos can be pricey) but ask a fellow passenger to take the group’s picture somewhere on the ship.
Conclusions on How to Organize a Group Cruise
While there is a lot of work that goes into planning a group cruise, it can be a fun and fairly affordable way to travel with people you care about. The task of organizer is best left to someone who is organized and dependable, but really anyone can do it. I hope that my guide on how to organize a group cruise helps you to have a successful and fun group event.
