Group trip planning checklist: from idea to departure

Take a copy for your group

Print the Awaii checklist, annotate the PDF, or copy the text version into a shared note. Fill in an owner, a due date and a result for each task. No account is needed for the download.

For example: “Stay booking — Jo — Friday — confirmed for 9–12 October, confirmation held by Jo.” A task is finished when the group can find its result.

Before booking: agree on the trip

• Confirm the people. Write down who is in, who is still checking and the date you need an answer.
• Compare availability. Collect possible windows and confirm both arrival and departure days. Note anyone joining for only part of the trip.
• Set a comfortable spending range. Say what it includes: travel, accommodation, meals and activities. Keep personal purchases separate.
• Choose a destination shortlist. Keep two or three realistic options and a reason for each. Check whether the journey fits the time you have.
• Agree on shared costs. Decide how room differences, shorter stays and optional activities affect each person’s share.

When booking: give each commitment an owner

• Confirm before paying. Check the exact dates, guests, total price and provider’s cancellation terms together.
• Assign a booking owner. Record who books each stay or journey, who pays upfront and when the others repay them.
• Keep the confirmation with the plan. Save the address, dates, booking status and who holds the confirmation. Share only the details the group needs.
• Plan arrival and the first night. Record arrival times, how you reach the stay and how everyone gets access if they arrive separately.

Before leaving: make the plan usable

• Check the current itinerary. Confirm the fixed items and leave flexible gaps. Keep backup ideas outside the fixed schedule.
• Split practical tasks. Assign shared items such as a charger, games or groceries. Each person checks their own travel documents and provider requirements.
• Open essential information offline. Open the trip in the iPhone app before losing connectivity and check what is available. Keep essential confirmations separately where needed.
• Agree how to handle changes. Decide where updates go and who needs to know about a changed arrival or booking.

After the trip: close the loose ends

• Review actual expenses. Check the participants on each expense, replace estimates with actual amounts and record repayments.
• Keep useful notes. Save what you would repeat, what you would change and any shared items that need returning.

Use Awaii for the first shared decisions

Start a trip on the web and send the link so people can answer the enabled questions. Use the group availability calendar for dates, and the planning questionnaire for conversations about budgets, travel pace and practical needs.

Continue detailed itinerary and expense editing in the iPhone app. The downloadable checklist is a separate document; downloading it does not add tasks to Awaii.

Keep your trip moving

• Questions for your group before booking
• A worked group budget example
• Check what works offline