When Should You Start Planning A Christmas Group Trip?

Christmas may still feel some way off, but if you are organising a group trip, it is worth starting your planning well before December arrives. Popular Christmas markets, West End shows, restaurants and coach hire companies can become busy surprisingly fast.

So, when should you start planning a Christmas group trip? Ideally, as early as possible, particularly if you are travelling with a large group or have a specific date and destination in mind.

Start planning in October

For many groups, October is a good time to start making arrangements. At this stage, you can decide what sort of trip you want to organise, how many people are likely to attend and which dates could work. 

You will also have a better chance of finding availability for popular attractions, restaurants and events. Starting early does not mean you need to have every detail finalised immediately. Begin with the essentials and build the itinerary as plans become clearer.

For a company, this could mean deciding whether you want a Christmas shopping trip, festive meal, West End show or Christmas market visit. For a private group, family or club, you might choose a particular destination and work backwards from there.

Book popular attractions early

Once you have chosen your destination, check whether any of the activities require advance booking. Christmas markets are an obvious example. Some are free to enter, while others have timed entry or ticketing arrangements. 

Theatre shows, seasonal attractions, light trails and special Christmas experiences may also have limited availability. If there is something your group particularly wants to do, it makes sense to secure those tickets before planning the rest of the day around them.

The larger the group, the more important this becomes. Finding ten or 20 individual tickets can be very different from finding availability for a large organised party.

Think about restaurants

Christmas is an extremely busy period for restaurants, particularly in city centres and popular destinations. If your trip includes lunch, dinner or a festive meal, consider making a group booking well in advance. 

It can also help to decide roughly when you want to eat before filling the rest of your itinerary. A long lunch followed by a theatre performance, for example, will need a different schedule from a quick meal before an evening event.

Arrange group transport

Transport should be part of the planning process rather than something left until the last minute. December can be a busy time for coach operators, particularly around weekends and popular Christmas events. 

Booking early gives you more opportunity to secure transport for your preferred date and time. It also allows you to think through the practical details, such as where the group will be picked up, where you need to arrive and when you expect to return.

For groups travelling into London or another busy city, travelling together can also simplify the day. Rather than arranging separate cars or asking everyone to navigate public transport independently, a coach can provide a central meeting point and keep the group together.

November: confirm the details

By November, your main bookings should ideally be in place. This is a good time to confirm numbers and make sure everyone has the information they need.

Send the group details of the departure point, departure time, destination, itinerary and expected return time. If there are any tickets or bookings that individuals need to know about, make sure these are communicated clearly.

It is also worth checking the arrangements for your destination closer to the date. Christmas opening hours and event information can sometimes change, so make sure you have the latest details.

Build in some flexibility

Even with careful planning, winter travel can be unpredictable. Traffic, weather and busy venues can all affect your schedule. For a group trip involving an evening event, it is particularly important to allow enough time for the journey home.

Avoid making your itinerary so tight that a small delay causes problems for the rest of the day. Allow extra time for journeys and make sure everyone knows where and when to meet.

Start planning before the festive rush

For the best choice of dates, activities, restaurants and transport, October is a sensible month to start planning a Christmas group trip. By November, you should ideally be confirming the final details and making sure everyone knows what to expect.

Whether you are arranging a company Christmas outing, family day trip, Christmas market visit or group theatre trip, a little advance planning can make the festive season considerably easier to enjoy.