TroopTrip Blog

THE NITTY-GRITTY

Booking Your Trip

If you’re the designated-organizer for your family reunion, the job of booking travel for a large group of relatives can be described in many ways…but “fun” is generally not one of them. It’s time-consuming, for one thing. And this is one job where the devil’s definitely in the details (and in which some family members may act a bit like devils!). But at TroopTrip.com, we can help take the pain out of the process. We have all kinds of ways to make the process go smoother, and easier. And we’re developing new ones all the time!

One thing’s important to remember from the start. Don’t forget to ask about group discounts. And don’t forget that the bigger the group, the better the discounts you might be able to arrange.

Don’t forget, as well, that someone’s got to mind the books. And, in this case, it’s generally the group leader. Make firm deadlines (well in advance) for getting the payments in. And – as tough s this might be with family – stick by your deadlines. You don’t want to become a money-chaser from your own family; it puts you in a very awkward position.

And if you’re the one doing the books, make sure they’re accurate; you need to know exactly who’s paid what and who owes what.

If you’d rather not have to chase down your own relatives for their payments, however, there is another option. You can just have everyone make their own arrangements. Keep in mind that you could be forfeiting the opportunity for any group discounts if you go this way. But it might be worth it to preserve the family peace.

WHO WANTS TO DO WHAT

Do you want to be – and are you expected to be – the Activities Director? Or would you rather not take on this task? If you choose the former, you’ll have to be somewhat of a tightrope-walker, providing opportunities for togetherness as well as opportunities for families or individuals to enjoy some personal time. And providing the option to choose.

One thing’s for sure, though – family members love to reminisce about the time Uncle Charley dove into the lake and his bathing suit fell off, or about the time that Cousin Carol’s dog wore a birthday hat for a family birthday party. So encourage everyone to bring family albums and videos. And, needless to day, make sure the reunion doesn’t end without adding to the collection!

Perhaps the most important rule of all is this: Don’t event think about planning your family reunion without TroopTrip.com! We’re now adding our special “Agent Assist” feature – which will enable you to get advice from travel agents right on the site! It’ll be a huge time and money-saver. And it’ll make your job much easier.

After all, we want your upcoming family reunion to be the star of new photo albums and videos!

By Steven Winston

If you were the one picked (or who volunteered) to manage the family reunion trip, you’ll have to play the role of facilitator, arbitrator, and mediator. You won’t be able to please everybody…so don’t even try. Just make sure you take a thorough poll. And then report the results…along with your own recommendation (after all, you’re the facilitator, arbitrator, and mediator!).

That being said, there are a few definite no-no’s. For example, if you’re planning a reunion to which some people are flying in, and it’s a few hours from the nearest airport, don’t be surprised if you don’t receive that annual birthday card any more from Aunt Martha and Uncle Paul. And don’t be surprised if your name is “mud” – among other, less-quotable things – with the rest of the family.

There are definitely a few perennial family-favorites. A lot of families hold their reunions at national parks, theme parks (think Disney; Universal Studios; SeaWorld; Busch Gardens; Hersheypark, etc.). But if you (and others) are theme-parked out, consider big cities. Most have plenty of attractions, shopping, and restaurants (in other words, pretty much something for everyone).

You – and everyone else with a voice in the decision – also should consider how much togetherness is too much togetherness. Do you want to spend several days in a big vacation home with the whole family, spending all your time together? Or would you rather not have to look at (and share bathroom and cooking facilities with) your weird cousin or talkative uncle (or your spouse’s family!) all the time?

If price is the biggest concern, you may, indeed, all want to stay together. But the savings may not be worthwhile if you’re going to return home from your “vacation” a nervous wreck. There are alternatives, however, that would allow you to be close to family…but not in the same house. For example, you can rent individual cabins or cottages together at a lakeside or mountain resort…leaving you in charge of how much time you spend with whom.

Another thing to keep in mind about rentals – unless you’re going to eat out every meal, somebody’s (or somebodies!) got to do the grocery-shopping, cooking, and cleaning. So if your idea of a vacation means not getting anywhere near a kitchen, you should probably consider resorts or hotels. And if your idea of a vacation includes indulging eating potentially five or six times a day, consider a cruise.

Also remember that some family members may not get around so well any more. A large house with stairs or a loft won’t be appropriate for older folks. And one with balconies may not be appropriate for small children.

NEXT WEEK: PART 3 – THE NITTY-GRITTY

By Steve Winston

I’ve always believed that Orville and Wilbur Wright’s flight had the unintended affect of breaking up the American family. When I was a boy, we’d have extended-family “cousin’s club” picnics every summer in upstate New York, at the farm of a distant relative. Our family came to the farm from all over New York, New Jersey, and Connecticut, for a day in the mountains. These days, however, I live in Florida…and my relatives live in places like New York, New England, California, D.C., Oregon, and Texas. And, oh, yes…Canada and the Dominican Republic!

These days, family means a lot to us. And many of us are making efforts to bring together our extended families. But we’re not doing one-day “cousin’s clubs” anymore. Now, because so many are coming from so far, these get-togethers are extending into several days…sometimes longer. And, often, we’re not doing them at the home of a relative; we’re doing them in interesting places we might never see otherwise.

A reunion can provide memories for a lifetime. For the “designated planner,” however, the memories may be of a lot of work! But if you’re picked for this role, don’t despair. We can offer you guidelines that’ll make things easier.

BABY STEPS

This is going to take planning – you’ve got to start at least six months in advance. And, if it’s a large reunion, or you’re booking things like cruises or vacation rentals, you may want to start a year in advance – yes, a year! Keep in mind that the earlier you plan, the wider your choices, and the lower your price.

If the reunion won’t be large, you can probably take care of most of the details by yourself (among them: researching destinations, getting a consensus, booking reservations, collecting and managing funds, keeping everyone in the loop, planning activities, etc.). If the group’s larger, you may want to form a committee, with each member handling a specific area.

There are a lot of questions to ask your relatives. How many will actually come? How does travel-time fit into the equation? What about budget? Want to stay in a location that’s central for most people? Or try one that’s a bit on the exotic side?

Then there’s the question of “When?” Summer? Fall? Winter skiing? Weekends or school holidays (when prices are often higher)? It may be a good idea to propose a few different dates, and then put it to a vote.

And use the Web!! That’s why we’re here – to help you with a time-consuming, but very worthwhile, process. And to help you have a family reunion that‘ll provide you with warm, beautiful memories for the rest of your life!

This post is part of a 3 part series. Next Week: Destinations 101!

By Steve Winston

So you and your friends are hiking, mountain biking, mountaineering, all-round wild people of the woods. And you want to go on vacation together. I’m guessing the prevalence of group travel cruises and beach resort fly-and-flop options aren’t really for you then. Run-of-the-mill group vacation packages may cater for more simple holidaying needs but that doesn’t mean that a group adventure trip can’t be planned, or is even too tricky to be arranged. It just needs a little more forethought put into the initial setting up stage.

To tour operator or not to tour operator

Specialised adventure travel companies are perfect for people too busy to plan their own trip and offer a plethora of ready-made tours. Generally these firms market what they call ‘small group adventures’ for 12 to 14 passengers and take care of all the minute logistics and preparation. All you have to do is find the friends who want to join, a departure date that suits you, and book. The downsides are that the itineraries are usually set in stone and can’t be tweaked to your specifications. Also, unless you can find enough friends to fill the whole trip you’ll be sharing the tour with strangers. If you’re time-poor but cash-rich most operators also run private (known in the industry as ‘closed’) trips as well. These allow you to book a tour just for your friends and change the schedule but are a costly endeavour.

If you’re really strapped for time or this is the first time you and your friends have embarked on an adventure-style trip together booking through an experienced tour operator is a great, no-hassle, idea. If you’re feeling up-for-it though, you might want to consider organising it yourself.

The two most important pointers to make adventure trip planning a breeze

Pick a destination that has it all: Whether you want to stay local or go long-haul the trick to group adventure travel planning if you’ve decided to do it independently is to stick to one place or theme. There’s no point adding the extra stress of itinerary planning in three or four different destinations when you’ve already got to organise the logistics for the activities you want to add into the mix. Choose a destination known for its adventure junky credentials and you can roll them all into one. Countries such as Costa Rica and New Zealand are two great examples of nations which have capitalised on their adventure travel kudos and have a reputation for make planning simple for independent groups.

Schedule time wisely: Obviously creating the perfect itinerary for you and your adrenaline-hound friends depends on what activities you want to include but always remember to schedule in rest/break days: this is especially important if you’re travelling long-haul. For example if you were planning a 10 day trek make up at least a 12 day itinerary (excluding travel time) leaving you with a free day at the beginning and at the end. This not only allows time for sorting out unforeseen problems or situations if they rear their ugly head but also allows those that need it to have a rest day, or, if they’re energetic folk, to go and see other sights.

Remember, designing a trip should be fun not a headache. With a little beforehand thought your adventure travel plans will have you and your friends enjoying the great outdoors with the least of hassle. Happy adventuring.

By Jessica Lee

With work commitments and busy social lives sucking away most of our spare time, a family trip is one way of catching up and spending some quality time with your parents but be warned, travelling as an adult with your family in tow is a completely separate ballgame than travelling with friends and needs a different approach.  To avoid your plans becoming a parental disaster, follow some simple rules.

Put away the rose-tinted glasses

Remember those sun-drenched family holidays of your youth? Those sepia-toned memories of barbecues, beaches and family fun with the Frisbee that make you all nostalgic for the days when your brother used to let you win at connect-4 and mum slathered sunscreen across your nose. You can’t recreate them as they most likely never happened. The reality of your rose-tinted reel of reminisces is that it rained for most of the week so you were all stuck indoors getting cabin-fever together. Dad nearly burnt down the veranda in a barbecue mishap and had a fight with mum. You ended up in tears because your brother kept winning connect-4. There is no such thing as a perfect holiday, let alone a perfect family holiday. Having visions of one week of Brady-bunch perfection is going to end up with you being disappointed that your family can’t live up to your expectations (unless your family is like the Brady-bunch of course). All your family’s foibles will still be their foibles when you’re away and they’ll be more starkly visible when you’re living with them 24/7 on holiday.

Which brings me along to my next point.

Just because you’re on holiday doesn’t mean you have to live in each other’s pockets.

As an adult you might see your parents once a week if you’re lucky. If you live in another city, it may be only a couple of times a year, which makes the idea of having some quality-time on a family vacation even more enticing. Remember I said the word ‘quality’ not ‘quantity’. You may have booked a two week vacation in Hawaii for you and your folks but that doesn’t mean you have to spend every second together. Give yourselves time to yourself. Plan the shopping trip with mum, the snorkelling with dad, but let yourself have time to breath and be alone and let your parents enjoy some quality vacation time as a couple. When you all meet up for dinner in the evening you’ll not only have more to talk about but you’ll all be much more pleased to see each other.

Remember your family’s interests as well.

Planning an adrenaline-packed adventure to New Zealand, or pounding the pavements of Florence to see every art gallery, may be your idea of a good time but is it your parent’s? Unless your parents and you share the same interests save your more exuberantly hobby-led trips for travels with like-minded friends.  Try to plan simple and keep in mind what your parents like. If they’ve only ever taken local vacations that doesn’t mean you can’t introduce them to something more exotic but be aware that just because you spent six months backpacking in India and adored it doesn’t mean that your parents will share your enthusiasm. Yes I know it’s tempting to try and impart on them all the things you love but be realistic. Ask yourself will they love it too. Remember it’s supposed to be a vacation not a lesson on your life. You want them to have fun and enjoy spending time with you.

Parents are weird, wacky and wonderful people. We love them unconditionally even when they drive us up the wall. Taking them away for a vacation can be a wonderful thank you for a lifetime of support. Just remember to plan wisely and take the rose-tinted glasses off before you leave.

By Jessica Lee

Spring is here. And so is the group-travel season. Here are five types of destinations that industry folks believe will be “hot” this year…

CIVIL WAR REENACTMENTS

It’s the 150^th anniversary of the start of the Civil War. Reenactments of the war’s battles have always been popular; this year’s, however, will be especially poignant. Two good ones…

• Annual Gettysburg Civil War Battle Reenactment; Gettysburg, PA; July 1-3  – Massive pyrotechnics, Confederate and Union camps, horses, cannons, and fife-and-drum marches, along with a Living History Village and Activities Tents.
• Battle of Rich Mountain 150^th Anniversary Reenactment; Beverly, WV; July 9-10  – Authentic re-creation of a little-known but important battle.

RESORTS ON THE RESERVATION

Resort casinos on Native American reservations combine the best of both worlds – colorful Native tradition with modern amenities and top-flight entertainment.

• Harrah’s Cherokee Casino Hotel, Cherokee, NC - Harrah’s is undergoing the largest hospitality expansion project in the Southeast, with great new restaurants and shops (including one by Paula Deen). The reservation in the forest is living history. And the Smoky Mountain location is stunning.
• Tulalip Resort Casino, Tulalip, WA – Thirty miles north of Seattle, this resort has won the coveted AAA Four-Diamond Award the past two years. Surrounded by the majestic beauty of the Northwest…and the 100+ upscale shops of the Seattle Retail Outlets.
• Mohegan Sun, Uncasville, CT - There’s a 10,000-seat arena with top entertainment. A world-class spa. Restaurants by celebrity-chefs like Bobby Flay and Todd English, and shops like Coach, Tiffany, Tommy Bahama, and Swarovski.

MOUNTAIN RESORTS

Spectacular mountain vistas. Fresh air. And first-class resorts. Doesn’t get any better than that!

• The Homestead, Hot Springs, VA – People have been coming to this marvelous slice of Americana for 245 years, to “take in the waters,” take in the scenery, and take in the ambience.
• Cheyenne Mountain Resort, Colorado Springs, CO – A first-class, self-contained resort, and the natural wonders and Old-West attractions of the Pikes Peak region.

LAS VEGAS

It still boasts more shows, more great hotels, more casinos, and more sheer excitement than just about anywhere. And the region’s economic troubles – and a drop-off in meetings – make for very reasonable prices.

NEW YORK, NEW YORK

The City That Never Sleeps is still the media, glamour, cultural, culinary, and attractions capital of the world. Economic bonus of the recession: increased value for groups.

By Steve Winston

Update: Since this post was written TroopTrip.com has begun making several changes to its travel planning processes to make the user experience easier to understand. Users will still have the ability to leave options such as destination and dates open ended if they are still planning those trip elements, but it will not work exactly as described on this blog post. –Daniel Aaron Bernal

In my search for a good online travel planning tool (that simply wasn’t looking to sell me travel) I came to realize the problem with most planning tools available (not many) is that they only accommodate planners whose plans have materialized and are somewhat “set in stone”.

As a frequent traveler and occasional organizer I knew that plans don’t always come in one form, just like water isn’t always in the same form. Plans usually start out as open ended suggestions like:

“We should take a trip in June” or “Let’s plan a trip to Hawaii sometime this year”

During this trip idea incubation stage, is unfortunately where most trip ideas or plans die, never to materialize into actual travel. Why? Well, there are many reasons, but the most common culprits are usually lack of interest and lack of leadership, both a result of poor communication and collaborative planning. People’s busy schedules and tight budgets also contribute to both of the above.

It is our goal at TroopTrip.com to not just make planning mature trip ideas easy but to also help incubate these ideas in their infancy so that more people can enjoy travel with friends and family without the headache of organizing travel plans and motivating friends to actually go.

This is where TroopTrip.com’s Fixed, Flexible, and Fluid options actually come in. When selecting your Dates, Destination, and Who you plan to travel with you can utilize these 3 options and the flexibility they provide.

Fixed is simple, it means that for your dates, destination, or friends the selections you provide are already decided on. Invited travels can simply decide whether to come along or not.

Flexible allows the organizer to submit 2-5 options for Dates and Destinations (accommodations, transportation, activities, etc) and once the invites go out, the online collaboration and discussion begins with voting, suggestions,  and idea sharing on the TroopTrip.com website.

Fluid means the organizer is not making any selections and is leaving either the dates or destination open ended. Invited guests can then make their own suggestions and vote online.

There is a big gap between when people decide to travel and when they actually research a destination and purchase airline tickets. We at TroopTrip.com hope to fill this gap with the most innovative free travel planning and collaboration tool available.

Traveling with friends and family can be very fun, but until now planning and organizing group travel has been a complicated headache.

Travel planning usually starts with an idea shared during a casual conversation and ends when the flights, hotels and activities are booked. But what happens in between?

– Endless unorganized email conversations and facebook messages
– Phone calls & text messages, here n there
– Motivating friends & family to go,
– Deciding on and arranging details
– It’s like herding cattle!

And that’s why only the few, take on this responsibility!

TroopTrip.com Solves this problem by providing a free social travel planning experience which takes the headache out of organizing a trip.

Our travel planning service starts with you selecting the 3 basics of any trip; when, where, and who. If you aren’t sure about the basics or details of your trip then you can rely on the “3F planning process” we offer; Fixed, Flexible, and Fluid.

Fixed – meaning part of the trip is already decided.
Flexible – which lets you select 2-5 options and your group can vote and discuss online.
Fluid – Which leaves that part of the trip open ended to suggestions & voting from the group

You can also plan, collaborate, and vote on details like hotels, getting there, and what to do when you get there. TroopTrip.com will send invites to your friends so they can join you in the planning process or just let you know if they can go. On the trip planning page you will find a discussion board to discuss details of the trip and share ideas.

And soon we will offer insider trip suggestions and personalized offers from travel agents that want to share their knowledge with you, based on when, where, and who is traveling.

So we welcome you to start planning your next trip, provide us with feedback, and make sure to check back soon as we enhance the TroopTrip.com experience.

-Daniel Aaron Bernal, Founder