First time planning a large group trip - need advice

[MrDannyOcean]

Hi all! I'm not a frequent poster here, so I'd really love some advice from those who know more than me.

 

I've been on a few cruises. Perhaps 6 or 7 in the last five years. So I'm not a super experienced veteran, but I do know the general layout of how things work. But what I've never done before is plan a big trip with 40+ people, and that's what I'm doing now.

 

My goal is to have a big family trip which will involve around 40 people in July 2025. I would love any advice on the best practical ways to make this happen. Which cruise line will make things easiest for me? Who offers the best group discounts, and will any of them comp my room if I bring on 40 people? How do we arrange for a giant group like that to eat dinner together? What other things am I not even thinking of that I need to plan for?

 

Thanks for any advice!

[CruiserBruce]

Find a TA that can help you. Usually the free cabin comes along at about 15 cabins.

[Mike981]

19 minutes ago, CruiserBruce said:

Find a TA that can help you. Usually the free cabin comes along at about 15 cabins.

 

100% the truth. There is no way I would take on this type of 'project'. By getting a travel agent involved they become the point person and everyone who has questions/concerns/or needed changes would contact them. NOT YOU.

[zqvol]

I agree with the above, get a TA that you can talk with not an online seller of cruises. A brick and mortar store might be the best. 

[Essiesmom]

I believe you need 8 cabins to get a free berth, double that to get both berths in the cabin free.  But note that the free berth is in the class of cabin that you book the most of.  So you may want a balcony, but the most cabins in the group are insides, that’s the free berth you get.  EM

[Host Kat]

6 hours ago, MrDannyOcean said:

Hi all! I'm not a frequent poster here, so I'd really love some advice from those who know more than me.

 

I've been on a few cruises. Perhaps 6 or 7 in the last five years. So I'm not a super experienced veteran, but I do know the general layout of how things work. But what I've never done before is plan a big trip with 40+ people, and that's what I'm doing now.

 

My goal is to have a big family trip which will involve around 40 people in July 2025. I would love any advice on the best practical ways to make this happen. Which cruise line will make things easiest for me? Who offers the best group discounts, and will any of them comp my room if I bring on 40 people? How do we arrange for a giant group like that to eat dinner together? What other things am I not even thinking of that I need to plan for?

 

Thanks for any advice!

 

Hello @MrDannyOcean and welcome back to the Cruise Critic website & our message boards! I see it has been a while since you have posted.

 

The main thing is to use a TA that is an experienced cruise specialist. They should be able to answer your above questions and more as you think of them. Cruise promotions, inclusions and even onboard programming can change on a dime. Working with an experienced cruise specialist will help meet the needs of your family -- and your budget -- with up-to-date information on your sailing. Your agent can even help you get your price adjusted if it drops, and many times a bonus of onboard credit or some sparkling wine upon arrival sweetens the deal. They can also alert you to limited-time promotions offering free kids' or third- and fourth-passenger fares. For more information, here is an oldie but goodie Cruise Critic article last updated January 07, 2020: Finding a Cruise Travel Agent

 

A little off topic I know, but there will be times when you will feel like you are "herding cats" when trying to "wrangle" your family. Perhaps something in this Cruise Critic article last updated August 20, 2018 will be helpful: Planning a Family Reunion Cruise

 

Even though it is about cruising with friends, perhaps something will be helpful in this newer article last updated July 07, 2023: 7 Tips for Cruising With Friends

 

And if there will be first time cruisers in your family group, you will be peppered with all sorts of questions about cruising. I speak from experience! My first cruise in '88 was a family group cruise. My DH and I were the only virgin cruisers in the group. We had many questions (& fears to be squashed!) for our group leader. Again, perhaps something in this article last updated February 05, 2024 will be helpful for any of your newbie cruisers in the group: 15 Things to Know Before Your First Cruise

 

And yes, everyone in your group should meet up at least once a day. In my more recent family group cruises, nobody was "joined at the hip" during the day. However, Early Dinner in the MDR was best for us. Have all your bookings linked together by your TA so all will be seated together. That's when everyone tells about their day, shows pictures, etc. And then everyone tells what their plans are for the next day. And of course, on the last night everyone will bemoan the fact the cruise is almost over!

 

Hope you and the rest of the family have a wonderful cruise!

 

Host Kat

[KreinKrunker]

7 hours ago, Mike981 said:

 By getting a travel agent involved they become the point person and everyone who has questions/concerns/or needed changes would contact them. NOT YOU.

Totally agree with this.  

[CPT Trips]

Interview several TAs. For a group of 40, the TA should kick in more than simply the perks that the cruise line will offer. 
We had a group of about 30. TA provided a welcome aboard and a farewell cocktail party with hors d'oeuvres. 

[MCC retired]

Everyone wants to cruise with your group until it comes time to pay.

Having your TA chase down payments is a whole lot less frustration for the group organizer (and their services cost you nothing).

[Mary229]

I will only add that you need to get on this immediately.  Summer 2025 is just around the corner and securing enough cabins can be an issue. 

[clo]

On 9/12/2024 at 6:47 PM, Host Kat said:

And yes, everyone in your group should meet up at least once a day.

THIS! Please don't try to do any single thing all together. And dinner seating for 40 people? Whew. I'm also wondering if 2025 is too soon. A ton of people here seem to be booking in 2026. Maybe that would give you a better chance for that big a group.
PS: You are very, very brave 🙂

[ldubs]

We do a lot of family/friend group cruises.  Most in the 10 to 12 persons range.  I think the largest headcount was mid 20's.

 

People are provided the TA info.  They do their own booking for the cabin they prefer and make their own payment arrangements.  Bookings are linked.  Common dinner times are requested.  Tables to accommodate the group size are in proximity to each other.   Nothing formal is set up for breakfasts or lunches.  It is common for many of the group to end up together.  Just seems to happen.  

 

Excursion and other daily activity ideas/options are shared prior to the cruise.  Usually the group will split up into two or three excursions.  Sometimes everyone goes on the same excursion.  It is up to each person what they want to do.  Someone wants to stay onboard, no problem.