Planning your next family reunion, couple’s getaway, or a celebration? If you’re seeking a group trip that can satisfy everyone in your party, you need to book a group cruise! Where else can you check off new exploration, relaxation, local experiences, friendly for all ages. It all comes down to the type of cruise line you choose, the time of year, the duration, and the location. Sounds simple right?
Guess what? You’re not going to find the right cruise by Googling, “best cruise line…”.
Why not? Without knowing your group’s travel preferences, you’re not going to get curated results.
Ok so how do you plan and book the best cruise?!?! You’re in luck, we’re sharing our step by step process and a timeline for how to book a group cruise..
8-12 Months: Initial Planning
Form Your Group and Brainstorm
- Gather your group and brainstorm ideas for the type of cruise or destinations that interest you.
- Pick 2-3 ideal time frames and lengths of cruises (weekend, week-long).
- Your options are extensive! Between massive floating cities to adventurous expedition ships and at every size cruising around the world, there’s a cruise that fits your group.
Establish a Budget
- Determine your budget, including travel insurance, gratuities, drink packages, excursions, and specialty dining.
Partner with a Travel Advisor
- Partner with a travel agency, like True Blue Waters Travel, to provide the best cruise options, book everyone together, manage payments, and answer questions.
- Check for additional perks and special group benefits your travel agency can provide like additional onboard credit, special group rates, etc.
- With access to Virtuoso amenities, True Blue Waters Travel has offers you can’t find online.
Select a Group Leader
- Choose a group leader to relay important information to everyone.
Finalize the Cruise Details
- Finalize the cruise line and itinerary preferred and submit deposits.
- Check cabin or stateroom availability.
- Ensure passports are valid for at least six months prior to travel.
- Select dining time preference
6 Months: Securing Arrangements
Book Accommodations and Transfers
- Book accommodation for at least one night pre-cruise to gather the group and kick off the trip.
- Book group transfers to and from the port.
Plan Shore Excursions
- Select and book shore excursions in advance to secure space for your group. Decide whether some shore excursions will be self-selected by households or coordinated as a group.
Reserve Event Spaces
- Reserve any event space required for planned onboard gatherings and meetings.
Book Flights
- Book flights in advance, especially for international cruises.
3 Months: Preparation and Coordination
Host an Info Night
- Set up a cruise night with your travel advisor to share helpful information for first-time cruisers and updates on group events.
Final Payments
- Final payment is generally due 60-90 days before the sailing. Send reminders in advance and often.
Packing List and Group Swag
- Share a packing list for the destination.
- Order group swag (shirts, bags, hats).
Confirm Arrangements
- Confirm flights, transfers, and hotels.
1 Month: Final Preparations
Check-In and Cruise App
- Check-in to the cruise.
- Download the cruise app and virtually explore the ship, shows, activities.
Packing Tips
- Create a packing list of essentials.
- Opt for versatile clothing pieces.
- Roll clothes to save space and minimize wrinkles.
- Pack essentials in your carry-on.
- Pack a power strip with USB ports to handle limited cabin outlets.
1 Night: Last-Minute Details
Distribute Group Swag
- Hand out group swag to everyone.
Pack a Day Bag
- Pack a day bag for embarkation day.
And finally, enjoy your cruise!
Ready to Set Sail?
With these steps, you’re ready to embark on a group cruise filled with laughter, celebration, and lasting memories. Download a PDF version of our timeline & checklist!
True Blue Waters Travel is here to ensure your journey is seamless and unforgettable. Contact us today.
Happy cruising!
