The Complete Group Planning Guide

Coordinating a big group trip is like herding cats—expensive, opinionated cats with different flight schedules. Here’s exactly how to pull it off.

Step 1: Get Organized Early

Set Up Your Command Center

Before you do anything else, create your communication hub:

Group Chat (Pick One):

WhatsApp — Best for groups with mixed phone types, supports polls
iMessage — Great if everyone has iPhones
Facebook Messenger — Good if your group is active on FB
Slack — Overkill for most, but organized people love it

Money Management (Essential):

Splitwise — Tracks who owes what automatically. Game changer for groups.
Venmo/Zelle — For actually moving money
Google Sheets — For the organizer who wants full control

Shared Planning:

Google Doc — For itinerary, links, and info everyone needs
Google Sheets — For budget tracking and RSVPs
Shared Apple Note — Simple, works if everyone has iPhones

The Planning Timeline

6 Months Out:

Propose dates (give 2-3 options)
Get firm commitments and deposits ($100-150 per person)
Book accommodations immediately

3 Months Out:

Book flights (share flight info in group chat)
Research activities and restaurants
Assign roles (more on this below)

1 Month Out:

Make dinner reservations (call directly for 10+)
Book activities (spa, classes, tours)
Finalize headcount and collect remaining balance

1 Week Out:

Confirm all reservations
Share final itinerary with everyone
Assign Day 1 tasks (groceries, decorations, etc.)

Day Before:

Stock the house
Share address and check-in instructions
Create emergency contact list

Step 2: Handle Money Without Drama

Money ruins trips. Here’s how to avoid that.

The Golden Rules

Collect deposits immediately — Anyone who doesn’t pay isn’t really committed
Use Splitwise from Day 1 — Add every expense, even small ones
Settle up daily — Don’t let it pile up until the end
Over-budget by 15% — Surprises happen

What to Collect Upfront

Item	When to Collect	Amount
Initial deposit	At commitment	$100-150
Accommodations balance	1 month before	Remainder of housing
Activity/dinner fund	1 week before	$150-200

Handling the Bride’s Costs

Traditional approach: The bride pays for her flight but the group covers:

Her portion of housing
Her meals
Her activities
Her drinks (to a reasonable point)

Divide her costs evenly among all other guests when calculating per-person totals.

Sample Budget Calculator

For a group of 12, 3-night stay:

Expense	Total Cost	Per Person (11 paying)
House rental	$3,000	$273
Groceries/supplies	$400	$36
Group dinner 1	$800	$73
Group dinner 2	$1,200	$109
Group activity	$600	$55
Decorations/supplies	$150	$14
Group Total	$6,150	$559

Individual costs (flights, personal meals, drinks, Ubers) add another $200-400.

Step 3: Assign Roles

Don’t do everything yourself. Delegate.

Essential Roles

The Coordinator (You)

Books accommodations and manages reservations
Handles money collection and Splitwise
Creates and shares itinerary
Makes final decisions when the group can’t

The Hype Woman

Manages group chat energy
Sends countdown updates
Handles matching outfits/accessories
Creates playlists

The Scout

Arrives early to stock the fridge
Sets up the house (decorations, etc.)
Has the address and check-in instructions

The Navigator

Handles Uber coordination for the group
Knows restaurant locations and walking routes
Keeps track of time during outings

The Documentarian

Takes photos and videos
Creates shared album for everyone to upload to
Posts to social media (if bride wants)

How to Assign

In your group chat:

“Need volunteers for a few roles to make this weekend run smooth. Who wants:

Hype Woman (group chat energy, playlists, matching stuff)

Scout (arrive early, stock fridge, set up house)

Navigator (Ubers, directions, keeping us on schedule)

Documentarian (photos, shared album, social media)”

Step 4: Transportation for Groups

Getting to New Orleans

Flights:

Louis Armstrong Airport (MSY) is 30-40 min from French Quarter
Southwest often has good deals to MSY
Share flight info in a spreadsheet so people can coordinate

From the Airport:

Uber XL fits 6 people (~$35-45)
Uber Black SUV fits 6 comfortably (~$60-70)
Airport Shuttle is cheap but slow (~$24/person)

Pro tip: If 4+ people land within an hour of each other, coordinate one Uber XL.

Getting Around the City

Walking — French Quarter, CBD, Marigny, Bywater are all walkable during the day

Uber/Lyft — Your main mode of transport

Regular Uber: 4 people
Uber XL: 6 people
For 10+ people, order two cars and share one destination

Rideshare Tip: One person orders all Ubers for the group. Settles up on Splitwise later.

For Large Groups (12+)

Party Bus/Limo Services:

Great for night-out transportation
Usually $150-300/hour with 3-hour minimums
Worth it for one big night

Local options:

NOLA Party Bus
Big Easy Limos
Southern Comfort Transportation

Pedicabs — Fun for short French Quarter trips, usually $5-10/person

Step 5: The Shared Itinerary

Create a Google Doc with everything. Here’s what to include:

Essential Info Section

TRIP DETAILS
============
Dates: [Dates]
Address: [Full address with unit number]
Check-in: [Time and instructions]
Check-out: [Time]
WiFi: [Network and password]
House Contact: [Name and number]

EMERGENCY CONTACTS
==================
Coordinator: [Name] - [Phone]
Local Hospital: University Medical Center - (504) 702-3000
Non-Emergency Police: (504) 821-2222
Uber Emergency: Use app

Day-by-Day Schedule

FRIDAY
======
3:00 PM - Check-in (Scout arrives at 2pm)
4:00 PM - Pool time / settle in
7:00 PM - Get ready
9:00 PM - Dinner @ Cochon
         Address: 930 Tchoupitoulas St
         Reservation: 9pm, name: [Name], party of 12
11:00 PM - French Quarter walking tour (self-guided)
1:00 AM - Uber home (Navigator coordinates)

SATURDAY
========
[Continue format...]

Packing List

EVERYONE BRING:
- Walking shoes (cobblestones!)
- Going-out outfits (2-3)
- One nice dinner outfit
- Swimsuit
- Sunscreen/sunglasses
- Phone charger
- Any personal medications
- Cash for tips ($50-100)

WHAT WE'RE PROVIDING:
- Pool floats
- Decorations
- House supplies
- Snacks and drinks for house

Step 6: House Rules for Groups

Establish these early to avoid conflict:

Space Allocation

First deposit = first choice on bedrooms, OR
Random lottery for fairness
Bride + MOH get first pick regardless
Pull-out couches go to whoever volunteers (or discount their share)

Shared Spaces

Kitchen is shared — clean up after yourself
Living room is common space — no sleeping in
Pool area — music stops at 10pm (neighbors)

Morning vs Night People

Quiet hours: 12am - 9am in bedrooms
Early risers should have coffee access without waking others
Night owls take the party outside or to a bar

The Bathroom Situation

Post a morning schedule if there aren’t enough bathrooms
“Ready by X time” means fully ready, not just showered
Bring your own toiletries — don’t assume

Step 7: Communication Templates

Initial Save-the-Date

“[Bride]’s Bach Weekend in NOLA! 🎉

Dates: [Dates] Location: New Orleans Estimated cost: $500-700 per person (not including flights)

Please respond by [Date] if you’re in! Deposit of $150 due by [Date] to hold your spot.”

Collecting Final Payment

“Hey everyone! Balance for the trip is due by [Date].

Your total: [Amount] (This covers: housing, activities, group dinners, bride’s portion)

Venmo: @[handle] Include: [Bride] Bach

Individual costs (flights, personal meals, Ubers) are separate.”

The Itinerary Drop

“IT’S OFFICIAL! Here’s everything you need for [Bride]’s Bach Weekend:

📍 Itinerary + all details: [Google Doc Link] 📸 Photo album to upload to: [Link] 🎵 Playlist to add songs: [Spotify Link]

Flight info spreadsheet: [Link]

[Days] until NOLA! 🎉”

Step 8: What Can Go Wrong (And How to Handle It)

Someone Drops Out

Get deposits upfront and make them non-refundable
If someone drops, remaining group splits their share
Exception: true emergencies — group decides together

Someone Can’t Afford It

Offer payment plans
Assign them a cheaper bedroom option
Suggest they skip one activity
Never shame anyone — money stress is real

Group Can’t Agree on Plans

Coordinator makes final call
Build in “free time” where people can split up
Not everything needs to be a group activity

Drama Between Guests

Handle privately, not in group chat
Seat people strategically at dinners
Have backup plans for activities where people can opt out
Remember: this is about the bride

Someone Overdoes It

Buddy system every night
Keep the address saved in everyone’s phone
Know the signs of alcohol poisoning
Don’t be afraid to call it early and Uber home

The Ultimate Checklist

Print this out or save it to your notes:

Before the Trip

Packing for the Group

Day of Arrival

You’ve got this. The best bachelorette parties aren’t the most expensive ones—they’re the ones where everyone felt included, the logistics ran smooth, and the bride felt celebrated.

Now go make it happen.

Questions about coordinating your group? Our FAQ covers the most common ones.