Work with your group to find a destination. Sit down with the members of your group and figure out where you want to go, what you want to see and the goals you expect to accomplish from this trip. If it is for a school, select somewhere the kids can both have a good time and learn from their experience. Plan to go somewhere historical, such as your state's capital, Washington, D.C., or another historical site. For churches, select somewhere your group can both learn from the trip and help others. For example, make your mission trip to a community that does not have a strong school system and help some students with reading, math and other subjects.
Search hotels at destination. Call around and get information and rates for the time and location you plan go as a group. Ask for group rates and special discounts if you have more than a certain number of people and rooms. Keep in mind that some travel companies consider a group to be more than 15 people. Make sure you will have this many people going on the trip before you start calling around asking for group rates.
Find local things to do. Stop by a travel agent's office, bookstore, library or search online for things to do at your destination. Call the hotel or local Chamber of Commerce for things to do in the area. Go through materials you have collected and pick out those that will be appropriate for your group and propose your ideas to the group. As a group, select things to do together so a majority of your group will be happy with the trip.
Decide how you are going to travel -- by plane, bus, train or car. If traveling by plane, train or nonchartered bus, know how your group will get around at your destination. Look into rentals and public transportation options at your destination.
Write up an itinerary of events that will happen before and during your trip. Give members of your group a schedule of deposits, final payments and the last possible day to cancel to get a refund. Also include a list of activities, departure and arrival times for during your trip.
Make reservations. Once you have deposits start making final hotel and transportation reservations. Get confirmations from travel companies, hotels and transportation. Keep all of the confirmations and list of deposits from each member of the group in separate folder. This way you can refer to it should someone ask you how much they still owe for the trip.
Schedule any tours and dining reservations. Go through your travel itinerary and make a list of tours and restaurants your group wants to go on with all contact information. Start calling all of the businesses and make arrangements for tours and dining times for your group.
