How To Book the Perfect Group Stay for Your Family Vacation

If you’re tired of cramped hotel rooms or traveling with a larger group, it may be time to look into group accommodations. 

Staying in a group vacation rental can create a unique experience because multiple families or generations can be together. 

While you’ll need to work together so everyone agrees on where to stay, group accommodations could save you money, offer more space to relax, and provide unique amenities you won’t get at a typical hotel.

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Benefits of Booking Group Accommodations

There are plenty of reasons to consider a group accommodation instead of a hodgepodge of hotel rooms. The cost, spaciousness, and activities might make this option best for you.  

• Cost: Group lodging can be cheaper when split among multiple families. You may find the cost of a 16-person rental more affordable than each family getting their own place. 
• Space: Group accommodations like vacation homes can be customized to fit your needs. Everyone can have privacy for sleeping, plus you can have larger gathering areas for cooking, dining, and hanging out. Space for preparing (and eating) meals can also save money because you can split grocery costs instead of always dining out. 
• Family-friendly amenities: Many vacation rentals have great amenities right on-site. You might have your own private pool and hot tub or designated play areas for kids.

READ MORE: Family Travel Planning Tips for Unforgettable Vacations

Types of Group Accommodations to Consider

There are a few different options for group accommodations, depending on what you’re looking for in your ideal stay.

Vacation rentals

Check out vacation rentals available through Airbnb or Vrbo or a rental service local to your destination. These provide customizable options for large groups and offer the comforts of home. There are often discounts on longer stays, too.

With a vacation rental, you’re more likely to have amenities like a grill, pool table, or game room, and plenty of recreational space. 

Family-friendly hotels

Some hotels offer suites or adjoining rooms that make it easier for all the adults to keep an eye on all the kids. 

You might also be able to find a hotel with kids’ programs like a social time in the evening or on-site childcare. 

All-inclusive resorts

Who doesn’t love an all-inclusive resort? You get your room, meals, and certain activities all for one price, so there’s little guesswork in the cost of your vacation. 

Though many resorts only allow up to four people per room, some all-inclusive properties have larger capacities or suites that fit everyone in the family. 

READ MORE: How To Find All-Inclusive Resorts for Families

Hostels with group rooms

Hostels are often tailored to students, but you can find hostels for families that allow group bookings. 

This is more of a budget option, perfect if you need no-frills lodging as a home base for your adventures. 

Factors to Consider When Booking Group Accommodations

Your vacation rental has to work for everyone in your group to be comfortable. It also must provide activities you want and ease of transportation to and from the main attractions (such as walking distance from the beach). 

If needed, find a place with wheelchair access or other accessibility features, like elevators or ramps.

Ideally, look for a place that offers flexible booking — so if you have to cancel at the last minute, you won’t be out that money.

Tips for Saving Money on Group Stays

Group stays can be cost-effective if you plan them right — but they can also be pricey if you don’t. Here’s how to get the most bang for your vacation buck.

Book early for the best deals

No surprise: Booking early can save you money. Plus, popular destinations may only have a few group accommodations, so they’ll fill up fast. 

Booking early gives you the best selection and often the best price. 

Negotiate directly with property owners

Clicking to book online is convenient, but reaching out directly may be better. Vacation hosts are often willing to give discounts if you call or email, creating a personal connection. 

Even hotels, if you call them directly, may negotiate discounts since you’re saving them from dealing with third-party travel booking sites. 

Use rewards programs

You may be a member of a hotel loyalty program or credit card, so check your points balance and see whether you can redeem points for free nights. 

Remember to book through your rewards program so you’ll earn additional points for future stays! 

COMPARE: Best Hotel Credit Cards

Travel during the off-season

No matter the size of your travel party, taking a vacation during the off-season is nearly always less expensive. 

If school and work schedules permit it, travel during less-popular times of year for the cheapest prices. 

READ MORE: How to Budget for Family Vacations Without Overspending

How to Keep Everyone Happy on a Group Trip

Traveling with friends or family can be a fantastic bonding experience… or an absolute nightmare. But if you go into the trip prepared, you can make it a great time for everyone.

Establish clear expectations

It’s the kind of thing that could break a friendship or family relationship: disagreements over money. To avoid causing a rift, set clear expectations for group travel in advance. 

Decide on the type of lodging everyone wants and how you’ll split the costs. For instance, will each family unit pay the same regardless of family size, or is it a per-person split for the entire bill? This could be a sticky issue if one person has two kids and another has five! 

Be sure to discuss meals and activities, too. How will you split the cost of groceries? Are some people going on excursions while others stay at the rental? Agree ahead of time to avoid any tension or bruised feelings. 

Plan for shared and private time

Expectations apply to how you’ll spend your time as well as your money. Going as a group doesn’t have to mean spending every second together (in fact, it might be wise to give each other space). 

Try to balance group hangout time with moments of calm or downtime. You’ll be exhausted if you book high-energy excursions every single day. Also, not everyone should have to participate in all activities.

Plan to spend specific days together and leave other days wide open so people can choose their own adventure. 

Choose properties with entertainment options

One of the best parts of group vacation rentals is the variety of entertainment options. 

Instead of just a hotel with a pool, look for properties with a game room, outdoor activities, or plenty of attractions nearby for everyone. 

Book for flexibility

It’s always best to book refundable accommodations if possible. Emergencies and schedule changes can happen, and the more people involved, the likelihood of those changes increases. 

Travel booking sites show you clearly if your booking is refundable or not. 

Pay attention to the dates, however. Even refundable bookings usually charge you for cancellations after a certain point. 

Read reviews and ratings

I often go overboard with this one. Be sure to read recent reviews of any rental property. 

A few people with negative experiences might not be a deal-breaker, but watch the percentage of low ratings and read specific comments to avoid unpleasant surprises.

Check for hidden fees

We’ve all heard complaints about cleaning fees on certain booking sites — don’t be caught off guard! You should see the cleaning fees listed and include them in your calculations. 

Watch for other potential fees like charges for extra guests or pets, as well as parking fees, taxes, and resort fees. And remember to factor in tips for service workers! 

READ MORE: How To Avoid Hidden Fees When Traveling

FAQs About Booking Group Accommodations

What’s the best platform for finding vacation rentals for large families?

It depends on your needs. Airbnb, Vrbo, and HomeToGo all offer a variety of vacation rentals, so tailor your search to what your family needs, and read carefully to understand the rules, fees, and amenities. 

Are all-inclusive resorts worth it for large family groups?

Consider the type of travelers you’re bringing. Typically, an all-inclusive resort charges its fees per person, not merely per room, so it depends on your group. 

Think about food and drink as well as other amenities like childcare and activities, and decide what’s important to you and your family. You might not only save money per person but also avoid hassle by lumping your expenses together. 

What’s the ideal time to book group accommodations for peak seasons?

Ideally, book accommodations in advance, though the amount of time can vary. A few months is a good baseline (booking a June trip in February or March, for example). 

TL;DR: How To Have a Great Group Trip

Booking group accommodations for a family vacation can be a cost-saving and fun alternative to other lodging options. You'll typically get more space and better value, plus private amenities like pools or game rooms. 

The key is to plan ahead and communicate with everyone involved, to make sure the accommodations meet everyone’s needs and fit everyone’s budget — you want clear expectations about shared costs and schedules before the trip begins.

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