Booking a Group Holiday

Create a date availability poll using Doodle or When2meet

Offer a 2–3 week range and add timezone notes.

Set a firm decision deadline for date responses

Pick a clear cutoff (date and time) so bookings can proceed.

Confirm travel dates once the poll closes

Announce final dates to the group and lock them in.

Hold a budget alignment chat with the whole group

Discuss expected spend levels and deal-breakers.

Agree a per-person budget and what it covers

Define if budget includes flights, meals, activities, and extras.

Collect interests and activity preferences from everyone

List must-do and optional activities to spot overlaps.

Vote on itinerary options and finalize main activities

Use a simple poll and set a final itinerary draft.

Designate a lead booker and a backup and list responsibilities

Assign who books, who tracks payments, and who manages changes.

Create a shared Splitwise group and add everyone

Use Splitwise or similar to track group costs and repayments.

Collect dietary, medical, and accessibility requirements

Ask about allergies, intolerances, mobility needs, and meds.

Research and shortlist accommodation options with policies

Compare location, reviews, room types, and cancellation terms.

Allocate rooms and sleeping arrangements for each booking

Match roommates by preference, budget, and privacy needs.

Reserve accommodation and pay required deposits

Have the lead booker confirm payment method and keep receipts.

Book transport and transfers once dates are confirmed

Compare group fares, luggage rules, and transfer options.

Share booking confirmations and the final itinerary in one place

Use Google Drive, Slack, or an email thread for docs and numbers.