How to plan a multigenerational family trip
Three generations on one trip is the best kind of travel and the trickiest to plan. Nap schedules, knees, budgets and opinions all have to fit. Here's the order I plan these trips in, so nobody feels left out and nobody gets stuck with the bill.
Photo by Holly Landkammer on Unsplash
step by step
Pick one organizer, then ask everyone the same questions
Every big family trip needs one person holding the plan. Before anyone suggests a destination, send each household the same short survey: dates that work, budget comfort, must-dos, how active everyone wants to be, and anything that matters for little ones or grandparents, like naps, food needs or stairs. Getting answers in writing up front saves a dozen group texts later.
In the planner The Family Survey page is ready to send to every household.
Choose a place that works for the oldest and the youngest
Look for one home base with very little driving and very few hotel changes. Beach resorts, a villa with staff, or a cruise all work well because everyone can do their own thing and still meet for dinner. Before you commit, check the walk from the room to the pool, the beach and breakfast.
In the planner Fill in Who's Coming with ages, naps, food needs and mobility so the right place becomes obvious.
Decide how you'll split the money before anyone books
This is the conversation everyone avoids, and it's the one that causes the most hurt feelings later. Agree on it early. Will you split evenly by household, by number of people, with kids counting as half, or will grandparents cover a dinner or the villa? There's no wrong answer, only an unspoken one.
In the planner Four fair ways to split the cost, plus a ready-to-send message, so you don't have to find the words.
Sort the rooms and beds
Rooms are where trips quietly go wrong. Think about who needs a crib, who snores, who wakes at 5am, and who needs a ground-floor room or an elevator. Connecting rooms or a villa with a separate wing for grandparents keeps everyone happy.
In the planner Use the Room and bed planner to place every person before you book.
Plan together time and apart time
Plan one or two things a day the whole family does together, usually a long lunch or dinner, and leave the rest open. Grandparents may want a quiet morning while the kids go to the kids club or the teens head off on an excursion. Apart time is what makes the together time fun.
In the planner The Together & Apart day planner has 8 days built in.
Track deposits and who owes whom
Log every shared cost as it's paid, and who paid it. At the end of the trip, nobody should be doing math on a napkin.
In the planner The Google Sheets cost splitter splits by household and writes one line per family telling them exactly who to pay.
Send one summary to the whole family
A week or two before you leave, send everyone the same one-page summary: dates, flights, where you're staying, the plan for each day, and what to pack. It stops the repeat questions.
In the planner Our Trip at a Glance is made to text to the whole family.
The planner for this trip
Every step above has a page or tab waiting for it. Each one opens with a Start Here page, so you can type right in or print it. Instant download on Etsy.
Fillable PDF + cost splitterThe Family Trip OrganizerA 14-page planner for multigenerational trips: family survey, rooms, day plans and a fair way to split the cost.$14.99 on Etsy 
Google SheetsFamily Trip Cost SplitterSplit the villa and dinners by household. It tells each family exactly who to pay.$6.99 on Etsy 
2 planners + cost splitterThe Family Trip BundleThe Family Trip Organizer and the Family Reunion Planner together, for less.$21.99 on Etsy Questions I get asked
How far ahead should you plan a multigenerational trip?
Start 9 to 12 months out if you can, especially for school breaks or summer. Villas and connecting rooms for big groups go first.
How do you split costs fairly between families?
Most families split shared costs by household size using shares, so a family of five pays more than a couple and young kids count as half or free. Agree on the method before anyone books, and log costs as they happen.
What kind of trip works best with grandparents and young kids?
One home base with little driving, easy walking and options for different energy levels: a beach resort, a villa with staff, or a cruise.
More group trip guides
Packing next? Build a packing list for your destination, travel month and kids' ages.
Rather hand the whole thing off?
I'm Kristina, and planning group trips is what I do.
Linen & Luggage is for planning it yourself. When you'd rather not, my travel company, KM Luxe Travel, plans the whole trip: the right hotel or villa, the flow of the days, and the little details, often with perks like breakfast and upgrades when available.