Rafting with a group of friends can be a fun, memorable experience, but organizing can be a daunting task. Below is a guide to the process of organizing a trip as well as some tips to help you avoid the difficulties and minimize the challenges of planning a group rafting trip. Read about the different types of group trips.

Determine who you want on your rafting trip

There are two main approaches to organizing a trip. You can start by deciding on the type of trip you want and then determine who would be suitable to invite. Alternatively, you can first decide who you want to include and then choose a trip that fits the group. In either case, it’s essential to consider the group size, as well as the age, athleticism, and experience level of the participants.

Outfitters are regulated by government agencies and have a set maximum number of people they can accommodate on trips. They also often require a minimum group size if you want the trip to be private for just you and your friends. Depending on the outfitter and tour, this minimum typically ranges from 10 to 26 people. Alternatively, you can bring your group on a trip with other people which also has advantages. If the group has participants with varying experience levels, it may be more challenging to find a rafting trip that meets everyone’s needs.

Have a Big List

Have a list of people that you want to come that is larger than the number of spaces you are planning to fill. Experience has shown that you need around 25% more people than you are planning in order to fill a trip since people routinely back-out. For example is you are planning to charter a 20 person trip have at least 5 to 10 extra people you think would want to go if some of your group backs out.

Manage Expectations

It’s important to manage the expectations of participants when planning a group rafting trip. Be clear about the type of trip you are planning, including difficulty level, length of the trip, and what participants can expect in terms of safety, equipment, cost and accommodations. One of the biggest problems with group bookings is sometimes people don’t have clear expectations of the trips.

Determine the rafting trip length

Rafting trips can range from a few hours to several days. Decide on the length of the trip based on the group’s comfort spending time in the wilderness and the amount of time available. Also many groups that charter an entire trip enjoy having a layover day on their trip where they camp in the same spot for two nights which allows for more relaxing, fishing, hiking and group bonding.

Picking a date and location

Communicate with your primary group of people to figure out a date range of availability. In addition to your groups availability consider factors such as the time of year, expected river flows and weather conditions.

Once you have a group, know the type of trip and date range; look for available trips that meet your needs.

Consider logistics

Planning a group rafting trip involves more than simply booking the adventure. You’ll need to consider logistics such as transportation, accommodations, and meals before and after the river trip. Ensure you have a clear plan for how participants will travel to and from the rafting meeting point, where they will stay overnight, and how their meals will be arranged.

For many groups, these logistical details play a significant role in determining which trip they ultimately choose.

Book accommodations

If your group will be staying overnight before or after the trip, book accommodations in advance. Hotels and camping sites near rafting locations typically fill up quickly.

Provide Everyone with a packing list

Many group organizers find it helpful to share a packing list with their invitees early in the planning process. This not only helps set expectations but also gives participants a clearer picture of what the trip will entail.

Collect payment and information from participants

One of the biggest challenges of organizing a group rafting trip is collecting payments and necessary information from participants. Fortunately, most of our partner outfitters use software that streamlines this process. All you need to do is provide email addresses, and your friends can directly submit their emergency contact information, medical details, and any special needs. Typically, you’ll need to put down a deposit to reserve the group’s spaces. After that, everyone can usually pay for their own portion of the trip if that’s your preferred arrangement.

Concluding Thoughts on Planning Group Rafting Trips

Organizing a group rafting trip can challenging but typically leads to a rewarding experience. By following these tips and being prepared for the challenges that can arise, you can help ensure a successful and enjoyable trip for everyone involved. You may want to check out our article about luxury rafting trips.

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