What tips would you give to those travelling with a group

We have some group organizers/tour leaders on this board (Hi Frank!) who I'm sure have lots of useful advice for you.

My advice is about EXPECTATIONS. For a happy group, leaders and followers, it's about communicating expectations. I think this is one reason that Rick's tours generally turn out so well. They emphasize (almost to the point of overkill) the tours are no-frills, carry your own bag, be on time, no grumps, lots of walking, etc. In my experience, this means the people on the tours know exactly what they are getting into and generally have the same travel mindset.

Agree with Liz,, re ; expectations,, everything must be made very clear..

If paying budget rates,, rooms WILL be smalll.
If taking public transport ( trains etc) ,, pack LIGHT.

I note one issue small non commericial groups may have is finding places that will accept group reservations for dinners . Many places are small, they do not feel comfortable saving 1/2 or more of their seats without guarantee you will show up,, or they do not have the kitchen staff and size to prepare 15 or 20 meals at same time( in normal evening,, peoples food orders go into kitches somewhat staggered.. so chef is not expected to have 20 meals done at once!

I suggest you think very carefully about taking this on,, it always sounds easier then it is..LOL

As someone who usually travels independently, but has taken one Rick Steve tour and several walking tours, I would say to leave some time for independent travel. Rick Steves excels at getting this balance. They have a mix of group dinners vs independent and scheduled tours and open time. Another thing I really appreciate about the woman who leads my walking tours is her ability to build a group spirit. I think she does it by listening, paying attention to each of her clients, and encouraging people to get to know her and their tour mates. My Rick Steves Guide did the same and Rick Steves tours really are as advertised and that makes a huge difference.

Pam

It will depend on age of students. We were involved in two high school band trips to Europe. Break them down into small group responsibility. We use ten but you could go smaller. Like the buddy system in swimming. The group moves -- not individuals. Second, have an absolute backup or recovery system if someone gets lost. And they will. Hammer forever on security of personal property -- money belt, etc. On our second trip we took 150 band members, 20 chaperons, and 50+ misc. parents through Italy, France, and home from Paris and did not have a single theft. On the first trip, have two girls go missing within fifteen minutes of the bus trip in from Heathrow. They thought they were being cute. Twenty-four hours later they were on a flight headed home.

Pat that's an excellent point about restaurants. We will probably split into smaller groups for dinner based on your advice, but it would be nice if we could have one nice group dinner somewhere.

Since I was mentioned in the first posting, let me say that there is a big difference between taking paying customers on a pre-planned tour and planning a tour for students.

You neglected to tell us the age of the students or how big your group is.

There are others on the board who have planned student trips and hopefully they will respond.

In the meantime, if your group is large enough, there are excellent companies that specialize in putting trips together for student groups. They know hotels, restaurants that can handle groups, how to get discount air and rail, etc.

ONe company I know of, and had a friend who worked for them as a tour leader, is EF Tours.

Thanks Frank
The group will be between 16 and 24 with college professors and college students. I'm sorry that I wasn't more clear in my initial post. I've got all the hotel/transport nailed down. I was more looking for tips pertaining to group travel dynamics ie people getting along, personalities, etc. For those who have been on group tours--- what were the good and bad "surprises". For those who've organized a small group what are the possible pitfalls (such as Pat's mention of the problems with taking a large group to one restaurant).

When I was in training there was one word that we heard every day and was told we had to be every day--flexible. Nothing ever goes 100% as planned. There will be unexpected delays, problems, etc. Go with the flow. With a college age and older group, you really can't put too many restrictions on them.

I'd suggest they always carry a copy of their itinerary as well as the names, address and phone numbers of their hotels with them at all times. This way, if they get lost, all they have to do is look at the name of their hotel and ask for directions. And after a night out of enjoying wine, beer or whatever, this comes in handy. Additionally, make it a firm rule...if they are late, they will be left behind and will have to make their own way whether it be back to their hotel or to another city. There is no reason to hold up an entire group because one person is inconsiderate of the others. In all of my years traveling, I've only had to leave one couple behind--and they were not upset. (Long story). (And another reason to keep their itinerary and list of hotels with them at all times.)

If the group is coming from one place, you might suggest a get together before you leave to discuss the trip, itinerary, free time, what is planned, etc. If coming from different places, arrange for a group dinner your first night to do this. Your hotel can help you find a place that can accommodate that size group. Don't try to force group dynamics. I've found that the individuals will get to know each other and then form into smaller groups of similar interests or personalities.

If you have group activities planned, make sure you announce the schedule the day before so that everyone knows what time you are leaving.

I'm guessing that since you are organizing it, you are leading the group as well. It is important that everyone knows who is in charge and who is responsible for the group.

If you made group reservations, you register as a group. (Another suggestion is to get a list of everyone's full name, nationality, country of birth, date of birth and passport number the first day--or better yet before hand--and make photocopies of the list. (If you get it beforehand you can type it out neatly.) Sometimes this is all hotels will need rather than having to collect everyone's passport.)

I was the fearless leader for my gruop of friends 2 years ago.

One thing I would recommend is having a meeting point (aside from the hotel). That way people are not obligated to stay with the group, and can venture on their own. For instance, at 3:00 meet at this place, or dinner will be at X time.

If there are a few carrying cell phones, get the numbers of the phones but have one number as the main contact.

The biggest problem was taking public transportation. A group makes it hard to take the tube in London. So before getting on the train, we all agree to get off at THIS stop.

And, get the business card of the hotel you are staying and pass it out. If they need to find their way back to the home camp, they have an address to refer to.

Last summer I traveled with an informal group of 19 people, led by an art historian and her husband.
All but one of the 5 planned group meals had something go wrong with them. The one that worked was due to the fact that a local was hired to make all the arrangements there. So I would suggest either limiting the group meal to maybe the first and last nights or just not having any group meals at all.
Also, getting started in the A.M. frequently was a hassle due to stragglers. So I would suggest both a 15 minute prior to departure meet-up and a "if-you're-not-we-leave-without-you" rule.

Just a quick thought that you may want to suggest to the group to bring ear plugs. Sleeping arrangements may not be typical (for example, if you have 2 single people, it may be cheaper to combine them in one room) and one person may be a snorer. You may also want to consider placing individuals together that may have 'similar' needs (such as don't put someone who may stay out LATE with someone who will go to bed early). Obviously, I wouldn't worry too much about this, or spend too much time arranging this, but you may want to do a quick check with people at the beginning of the trip.

Ask someone in the group to be the "nurse" and bring the first aid kit. There will always be someone with some ailment. The group leader can not be the one to look after someone who took a tumble down the marble steps or ended up with diareahha. If someone accepts the nursing rule, it will alleviate alot of pressure from the rest of the group and allow the others to carry on with their plans.

I've taken high school seniors on their senior trip for 20 or so years. Here are some things I've learned:

Have a meeting before the trip. Explain the itinerary, what all you will be doing, expectations of behavior, dress, etc. along with consequences of misbehavior.

Be flexible when you can be but don't allow individuals to try to change your plans just because they want to do something else. Once you start letting individuals do this, you lose all control because then everyone else wants to start getting their way too. Don't assume that just because one person wants to do something different that they all feel that way too. You cannot please everyone so just stick with your plans unless YOU see a need to make changes. Or, if you don't care, take a vote.

When making decisions where you want the input of the other adults, do this away from the students and then have a united front about what you decided.

Expect gripers and whiners and try VERY HARD to not let it bother you. Some young people just seem to do that out of habit and with no regard for who it hurts. It can really ruin your trip if you let it because you feel like they don't appreciate all your efforts--and some don't. Just turn a deaf ear to them and stay away from them when possible.

I don't know how much freedom you are giving college age students but when you want them all to go to certain places, don't let some stay behind just because they don't want to go. This is one of things to explain before the trip.

Have someone in charge of the money, when paying for things as a group. You will be very busy with leadership responsibilities--it's great to have someone else take that stress off of you.

When you are paying for the group's meals, I've found it easier to give each student their money. That way they can't go over budget and if they want to spend more than the budget, they can add to it. That is hard to do when you are paying for it all.

My only advice about travelling with a group?

Don't.

I ran out of space but I won't go on much longer.

I've quit assigning rooms. Who knows which teen/young adult likes who on any given day. I just tell them boys in boys rooms and girls in girls rooms. Once it all shakes out, get a list of who ended up where so you will know where everyone is in case you need to find one of them or so their roommates will know if someone is missing.