How do you coordinate dates with a group?

Start by creating a poll using tools like Doodle or a shared group chat. clear deadline for responses. Suggest specific date ranges rather than asking 'when are you free?'. Once a majority agrees on a range, lock it in. Don't try to accommodate everyone perfectly if the group is large; aim for the dates that work for the core majority.

How should we handle money and shared expenses?

Transparency is key. Agree on a budget range before booking anything. Use expense splitting apps like Splitwise or Tricount from day one. Decide how you'll handle 'uneven' costs (e.g., if someone wants a bigger room or drinks more alcohol). A 'kitty' system where everyone contributes a set amount to a pool for shared meals/transport can also work well.

How do we decide on a destination?

Have every member propose one destination with a rough budget and 'why go there' pitch. Vote on the options. Alternatively, rotate the 'trip leader' role each year who gets to pick the destination (within an agreed budget). Or use an AI trip planner to suggest destinations that match everyone's aggregate preferences.

How to avoid arguments during the trip?

Plan for 'me time'. You don't have to be together 24/7. Agree that it's okay for the group to split up for different activities during the day and meet for dinner. Discuss sleep habits (early risers vs night owls) beforehand to arrange roommate pairings appropriately. 'Hangry' people fight, so keep snacks handy and don't skip meals!

Who should book the flights and hotels?

For flights, it's usually best for everyone to book their own to manage their own miles/points, but coordinate the specific flight numbers to arrive together. For accommodation, one person should book (to ensure you're in the same place/villa) and get reimbursed immediately. Apps like Troupe can also help centralize this.

How to Plan a Trip with Friends: The Ultimate Group Travel Guide

The Golden Rules of Group Travel

Traveling with friends can be the best experience of your life or a friendship-ending disaster. The difference usually comes down to expectations and planning. Here is the step-by-step framework to ensure smooth sailing.

1. Talk Budget First 💸

Nothing kills the vibe faster than one person wanting street food while another expects Michelin stars. Agree on a total budget per person before you pick a destination.

2. The "Benevolent Dictator" 👑

Democracy is great, but inefficient for travel planning. Appoint one person as the detailed planner (or "Benevolent Dictator") who presents narrowed-down options to the group for a final vote.

Step-by-Step Planning Framework

Align Schedules Early

Don't ask "When are you free?". Create a poll with 3 specific date options and ask everyone to vote. Go with the option that works for the most people. If you wait for a date that works for everyone, you might never go.

Choose Accommodation Wisely

For groups, Villas or Airbnbs often beat hotels. You get common areas to hang out, a kitchen for breakfast/drinks (saving money), and it feels more communal. If choosing a hotel, try to get rooms on the same floor.

Build Flexibility into the Itinerary

Don't schedule every hour. Plan one major group activity per day (e.g., a boat tour or group dinner). Leave the rest of the time open for people to split up. Some might want to shop, others nap, others hike. Reunite for dinner.

Using AI to coordinate the Group

One of the hardest parts is agreeing on an itinerary that suits everyone's tastes. This is where NxVoy's AI Planner shines.

Input all travelers' interests (e.g., "Reviewer A likes museums, Reviewer B likes beaches").
Ask the AI to generate an itinerary that compromises and balances these interests.
Instant budget estimation for the whole group.

How to Plan a Trip with Friends