A group trip timeline

Big places book early, and big groups decide slowly. This is the order we'd use. Treat the timing as a suggestion, not a rule.

12 months out

• Pick two possible date ranges and a headcount range.
• Name one person who makes final calls, and one who handles money.
• Build a shortlist of three to five places.

9 to 12 months out

• Send the same questions to each place.
• Compare full prices, with fees and taxes, per person.
• Book, and get the cancellation terms in writing.

6 months out

• Collect deposits from each household.
• Assign bedrooms, and keep the bed list handy.
• Check who needs step-free rooms or special meals.

8 weeks out

• Confirm the final headcount with the operator.
• Set the meal plan and who cooks.
• Share the address, the parking plan and arrival times.

1 week out

• Reconfirm check-in steps and the local contact.
• Share quiet hours and house rules with the group.
• Check road and weather conditions for mountain drives.

Start your shortlist and come back to it as your plans firm up.