Tips for Planning Your Group Trip to Costa Rica

This is the most common type of group vacation—after all, anything more than two people counts as a group, right? When planning a family vacation, consider the ages and interests of everyone in the group. Our family vacations page should also be helpful to you.

Larger than a typical family trip, multigenerational vacations are a great way to bring the whole clan together and create lasting memories. It's important to choose destinations and activities that everyone will enjoy while also allowing "me time" for people (this kinda goes for most group trips, but is even more relevant for this type).

Whether it's a bachelor/bachelorette party, a college reunion, spring break, couples double-dating, or simply just getting together for no reason, these types of trips are a great way to relax and bond with your closest friends. Fishing and golfing with the guys ? Surfing and yoga with the girls? Come on down!

Talking of surfing , golf , fishing , and yoga , you can also enjoy these activities with other like-minded folk. Maybe your friends aren't as committed to the wave as you. Groups exist for most special interests, including surfing and yoga. There are also hiking, birdwatching, cooking, and all sorts of other groups. Traveling with a group of people who share your interests is a great way to make lasting friends and learn new things.

A destination wedding is also a group vacation, especially if you're close to the inner circle and organizing the details. While many guests will arrange their own flights and accommodations, the main parties (bride and groom, their families, assorted maids of honor, best men, etc.) will probably be traveling as a group.

Companies often organize group vacations for their employees as incentives, team-building exercises, or as a reward for a job well done. These trips can be a great way to get to know your colleagues and to boost morale.

School and college groups often take educational trips to Costa Rica to learn about different cultures, nature and wildlife , or scientific phenomena like volcanic lava flows.

There are many organizations that offer group volunteer programs , where travelers can donate their time and skills to help others in need. Most times, they'll organize everything for you, so all you have to do is show up.

This is not an exhaustive list, and there are other types of groups that come to Costa Rica. But the list above pretty much covers most of them. Knowing exactly what type of group you guys are and what you want out of your trip is crucial in the planning stages. 

What do you all want? Survey the group to understand priorities, must-see destinations, and activity preferences. This will dictate the overall trip direction.

Determine a per-person budget range that accounts for flights, accommodations, transportation, activities, meals, and incidentals. Getting group buy-in on the budget early is critical to avoid most of the stress that comes with group planning.

Is this strictly a vacation, or are there other goals like team building, education, or volunteering? Clearly outlining objectives will shape the itinerary.

Designate a point-person or small committee to manage details like research, booking, payments, etc. Divide responsibilities clearly. If you're reading this, you're probably the point-person.

Based on the group's time availability and budget, decide an appropriate trip length, allowing enough time to experience key destinations.

Work backward from the travel dates to set planning milestones for locking in accommodations, transportation, major activities, etc.

Once these foundational decisions are made, move into active planning. Start by opening an escrow account for the group. Members can add money to this account and it can only be used for the trip—paying for flights, accommodations, etc. Then begin researching your flights, accommodations, and so on. Also look at activities and excursions available in Costa Rica—there are tons! Compile a list of ideas to match your group's interests, mobility levels, etc.

This is where an agency like us can come in super-handy for you. We'll advise on accommodations and tours suitable for your group dynamics plus make getting around Costa Rica easy. We promise you that taking time upfront to gather input and align expectations will result in a smoother group travel experience in Costa Rica!

When organizing a group trip where you'll need at least two or three rooms, you should book in advance. Again, most hotels are small and space is limited, especially during the high season. If your group wants to stay in the smaller boutique hotels and eco-resorts that Costa Rica is so famous for, booking in advance is key because otherwise it can get very difficult to find space.

To make things easier, groups can look at large resorts and hotels or—if they want a level of exclusiveness and privacy— vacation rental homes and condos. Unless you're booking way in advance or traveling at the bottom of the low season, this is the way to go. Oftentimes, hotels offer group discounts for multiple rooms, too.

For groups, we recommend the Tabacon and Kioro in Arenal, El Parador and Shana in Manuel Antonio, and Westin or the Diria in Guanacaste. These are larger places that generally are easier for groups to book, with good space, world-class service, and solid food options for many people. And as we also said, vacation homes are also a good way to go, especially for multigenerational families and groups like bachelor parties. Speak to us about any of these options and depending on your group dynamics, we'll be happy to offer more suggestions. 

When booking flights for a large group, there are several strategies to consider. For the best rates and to secure seat assignments together, book flights well in advance, especially during high season.

There are multiple options for group flight bookings. Many airlines have dedicated group booking desks or online tools that can handle reservations for 10 or more passengers, sometimes offering special group fares.

Proper coordination and communication are critical. Confirm travel dates with the entire group, allowing some flexibility to match available airline schedules. Collect all passenger information like names, birthdates, and passport details well in advance. Be prepared to efficiently communicate any flight changes or cancellations to the group.

If your group is scattered all over the place, say some of you are in California and some in New York, it makes sense to either travel separately to Costa Rica, arriving on the same day, or all meeting in a place with direct flight access to Costa Rica like Atlanta or Miami. It really depends on your timing.

If you're all arriving in Costa Rica at around the same time, you can wait for each other and move to your destination together afterward. Or spend your first night in an airport hotel to convene and head to your destination in the morning. These are the types of logistics to consider beforehand. If you’d like to outsource this sort of planning, that’s also possible! That’s where we come in to help if you prefer a more hassle-free experience.

Once you’re all here, now what? How do you get around? The best way, for a group, especially for groups of more than four or five people, is to use private transfers. In Costa Rica, these are luxurious vans, fitting up to however many people you are. The more people you are, the cheaper it is and the price per person for larger groups can end up equal or less to using semi-private transfers. This is what we recommend for groups.

Other options include chartering planes—we’re talking about the small puddle jumpers that ply Costa Rica’s domestic routes here, and for larger groups of up to 15 people or so, this can be surprisingly affordable. Renting a car (or various cars, depending on your group size) is also possible, and offers a greater degree of independence for the group. 

Groups on a budget can also look at public transport—like riding the bus—or semi-private transfers with companies like InterBus . If you book your semi-private transfer enough in advance, you might well fill it up, and effectively turn it into a private transfer. But in many cases, this might turn out to be more expensive than simply arranging a private transfer in the first place. It depends on how many people you are. 

Eating out is always fun on vacation, but if you're a large group, it often takes a little more planning than just showing up at a restaurant. Identify restaurants that can accommodate your party size by researching the capacity and availability of large event spaces or private dining rooms. Make reservations well in advance, especially during peak tourist seasons when availability is limited for walk-ins with big groups. Outside of peak season, you'll probably be fine.

When making reservations, inform staff of any dietary restrictions or food allergies in your group. For very large groups, inquire about pre-fixed group menus which allow restaurants to streamline service at a set price. Alternatively, opt for shared sampler platters or family-style meals highlighting local cuisine.

Tipping is not as big a deal in Costa Rica than in, say, the United States. There is always an automatic 10% gratuity added to every restaurant or bar bill in Costa Rica, so you're always covered by that. But if you are in a large group, it's courteous to leave a tip anyway, as a show of appreciation for the extra work by the staff in accommodating you all. Also as a larger group, know that some establishments may require deposits or prepayments to secure your reservations. 

As we already said, many groups find it easier and more convenient to stay in a vacation rental home rather than hotels. It keeps you all under one roof in your own private space. This also makes eating more varied and fun: you can all go out to restaurants, but you can also go shopping and eat in if you want, cooking for yourselves. Many rentals have excellent BBQ areas next to pools where you can spend a lot of fun time together. And if you don’t feel like cooking up a feast for ten people, many homes provide chef services for someone to come along and do the work for you. Either way, it’s a good way to go for many groups.

And also remember, just because you’re all together, that doesn’t mean you have to spend every moment together. There’s no problem with some of you going to a restaurant and some staying in. Maybe some of you want to eat at different times of the day. It’s all good. As with tours and excursions, it’s good to separate up sometimes and give each other recommendations afterward. 

Gauge Interest

Before diving into specifics, gauge interest from your group. This helps determine the feasibility and size of the trip.

Open Communication Channels 

Establish a central communication channel, like a group email or messaging app, to share information and updates and to collect feedback.

Set Ground Rules 

Discuss and establish budget expectations, activity preferences, and any dietary restrictions early on.

Dates and Travel 

Once you have a core group, collectively decide on travel dates that work for most people. Consider booking flights in advance, especially during peak seasons, to secure better deals.

Accommodation 

Costa Rica offers a variety of lodging options, from eco-lodges to luxury resorts and vacation rentals. Decide on a group-friendly accommodation that caters to your budget and desired amenities. Consider all-inclusive options if that makes it easier for you all.

Activities 

Costa Rica offers adventure, nature, and cultural experiences. Solicit suggestions from the group and research tours, day trips, and activities that cater to a variety of interests. And remember: you don’t have to do everything together. Feel free to mix it up a bit!

Transparency

Be upfront about all anticipated costs, including flights, accommodations, transportation, activities, meals (if not part of an all-inclusive package), and potential gratuities.

Payment Methods

Decide on a method for collecting payments from everyone. Consider using a shared online payment platform or escrow account to simplify the process.

Buffer for Unexpected Expenses 

Factor in a buffer for unexpected expenses like additional meals or entrance fees for specific attractions.

Flexibility Is Key 

Be prepared to be flexible with the itinerary to accommodate unforeseen circumstances or differing interests within the group.

Delegate Tasks 

If your group is large, consider delegating tasks like researching specific activities or restaurants to spread the workload.

Embrace the Pura Vida Lifestyle

Costa Rica is known for its Pura Vida (pure life) philosophy. Relax, go with the flow, and focus on enjoying the experience together as a group.