Group Planning: No Easy Task (with Tingz Nice)

With 60 days and counting left for Trinidad carnival; if you haven’t started planning in some sense, shape or form then God’s speed, luck and all amount of prayers to you. My friend and sister in blogging Shamair aka Tingz Nice (check out her blog and store www.tingznice.com ) approached me with a great idea to do a post on group planning.  Check out the video and post below:

TingzNice: In light of the carnival preparations that are taking place AS WE SPEAK I think it’s only appropriate to shed some light on the woes of group planning.

I was thrilled to find out through my blogging explorations that I’m not the only travel addict who despises this task. So, for this special topic I had to pull in fellow blogger and carnival junkie Crista aka Ms. Bahamianista!

In one of her recent posts , Crista (see Carnival 101 with the Carnival Info App here ) expressed her mutual dislike for planning trips for other people. When I saw that I immediately knew we needed to join blogging forces.

I’ve been planning group trips since my first visit to Crop Over in 2010 and I’ll admit its pretty addicting. Crista when did you start?

Crista: Ive been planning since Miami 2009 or 2010 or so. Initially, I just started out with a group championing one area of the trip but as time went on started to adopt more and more responsibilities.

Group trips are amazing; but, the amount of work that it takes to make them happen is no fun and games. So we opted to collaborate to give you the behind the scenes scoop on our group planning experiences. This will EITHER 1. Help you prepare for your upcoming group trips 2. Remind you of why you need to stay away from planning group trips and lean on other resources. 3. We hope that this will give the non planners an opportunity to appreciate what their group leaders go through to make these trips happen.

Now, everyone has their own reasons for wanting to plan. I personaly like to take the lead for multiple reasons; the main reason is because I want to ensure that there are suitable living accommodations that match my standards and my bank account. I personally can’t take up residence anywhere and thus I cannot trust that other individuals will select suitable living quarters in an ideal location for a decent price. I also like to be in “the know”; I really don’t like having to ask a lot of questions. Crista, what’s your motivation for taking point on group trips?

Crista: Lol I’m a control freak and I hate doing things last minute especially carnival planning because it gets so pricey or you lose out on tickets waiting for people to get their “you know what” together.

Shamair: OMG Can we talk about that though! Ugh “I completely agree”! Over the years, I’ve had to work with a number of interesting individuals whom I have the pleasure of calling friends. Some are easy to work with but others are a pain in the petunia’s. With that being said, Crista and I wanna introduce you to a few relatable personalities. If you’re a “plannee”, just see which one of these people you identify with the most. If you’re a “planner” sit back and get ready to laugh in agreement LOL.

Shamair: Last Minute Larry

Never buys anything on time

Always has a disclaimer or excuse

Is likely to purchase the most expensive plane ticket out of everyone

Will buy most, if not all his fete tickets at the door

Probably has the most fun out of everyone (he better…he paid enough)

Always asking for a bly because he missed the deadline

But somehow always get through with a costume or a fete no matter how much sell out …are you Last Minute Larry?!

Crista: Out of The Loop Lucy

Has spoiled tendencies

Rarely responds to group messages (yall know bout the whatsapp chats)

Asks the same questions whenever she does decide to reply

Has no problem making payments

Will say “oh I didn’t know” the most during the trip…are you her?

Shamair: Too Early Errol

Always wants to give you his money in advance

Sometimes forgets what he paid you for

Is very picky

Will keep asking you for updates

Will know the itinerary better than anyone else

Crista: Indecisive Ingrid

Never has an answer for anything

Prefers to go with the majority to avoid making a decision

Will be the one to say “I knew we should have done that instead” several times during the trip

Will be the first to throw blame when and if something goes wrong

Shamair: No Show Nolan

Is the first person to express interest in the trip and the only one that doesn’t show

Can’t hear from him, find him, not even smell him when money is due

Will be the one to say “take a whine for me guys, I’ll be there next year”! (No he won’t).

Crista: Obedient Dee Dee

follows instructions to a tee

Only asks questions that haven’t been addressed.

Steps in to answer questions so others don’t get cut eye from the planner

Serves as the planners “co-signer” when they are accused of not doing something.

Is a rare breed. {a God send, a planners right hand}

We know you recognized somebody in dat group, but front if you want to. Bottom line we just want you to know dat group planning isn’t easy especially when you have a mix od personalities like this. It takes a certain level of organization, common sense, responsibility and sanity to pull this off.

We leave you with a few Quick Tips just in case you want to step into the planner seat one day…

(Thinking of putting this on a document and attaching it somewhere…anything to add)?

1. Get as much information as possible before sending your initial group email. Conduct thorough research and keep participants informed.

2. Always give the participants an opportunity to voice their needs and vote on lodging options. If you don’t hear from them use your best judgment keeping all participants in mind.

3. Always set payment deadlines at least 1 week earlier than they are really do (deposits, balances etc.)

4. Inform the group of your preferred payment methods and provide them with the necessary information (bank account numbers, bank name, PayPal info etc.).

5. Try to avoid “fronting” the money for others (especially if they are not good for it).

6. Always include your original emails when sending updates.

7. Create an electronic itinerary and update it regularly with each persons arrival and departure information, fetes, costume pick ups and other obligations.

8. Create a private Facebook Page for your group. Post reminders and other useful information in here. This allows them to have various resources to pull data from. Also give an area to share pictures and videos.

9. Put all disclaimers out there EARLY. In a kind and firm way let them know what will happen if they don’t follow through in each area. Place the own-ness on them.

10. Save every receipt and confirmation page. You should have a nice folder filled with all your needed information prior to departure. Don’t put all your faith in technology.

11. Most importantly…BREATHE. Cool down for 30 minutes before you respond to any DUMB *** question or vexing comment. LOL. Group planning done correctly should NOT ruin friendships!

 

Agreed Sha! For more on Sha’s blog visit tingznice.com and follow her on social media:

Instagram: @tingznice

Facebook: https://www.facebook.com/TingzNice

Twitter: @tingznice

  

 Hope you liked the post! Comment and let us know what you think! And don’t forget to subscribe!

 

Crista S.