How to Make a Transport Plan for a Group Day Trip
We explain how to build the transport plan for a group day trip, from the morning departure to the evening return, including the order of stops, visit times, breaks and the return time.
Day trips are ideal for groups who want to see a lot in a short time; but because the day is short, small mistakes in the transport plan affect the whole programme. In this article we explain with a sample schedule how to build the transport plan for a group day trip.
1. Set the purpose of the trip and the fixed points
List the “must-see” points of the trip. Places with opening and closing times, such as museums and archaeological sites, are the fixed points of the programme; the plan is built around these times.
2. Arrange the stops in a logical order
Put the stops on a map and create a route that does not travel the same road twice. Going to the farthest point in the morning and visiting the nearer points on the way back often saves time.
3. Keep visit times realistic
Getting a large group off the vehicle, gathering everyone, buying tickets and getting back on takes longer than for individual visitors. Add this gathering time to the visit time at each stop.
4. Plan meal and rest breaks
A place that can host the whole group for lunch should be arranged in advance. It is important that the restaurant is somewhere the vehicle can park. On long stretches of the journey, short rest breaks should also be added to the plan.
5. Fix the return time
The return time is critical for both participants and the transport plan. Take evening traffic and the gathering time at the last stop into account. Announcing the return time to participants in advance reduces waiting at the last stop.
Sample schedule
| Time | Plan |
|---|---|
| Morning | Meeting at the gathering point, roll call and departure |
| Late morning | The farthest stop with opening hours |
| Midday | Pre-arranged lunch break |
| Afternoon | Stops on the way back |
| Evening | Gathering at the last stop and return |
Times vary with distance and the group’s pace; this table is only a template.
Information to prepare for a quote
- Trip date and number of passengers
- Departure point and time
- List and order of stops
- Estimated return time
With this information you can request a quote on our tour and excursion transport page. For school trips, see also our guide to choosing a vehicle for a school trip.
