Yes — absolutely possible, but it takes good planning and a few organisational steps. Popular sites such as Wawel, the Rynek Underground or the Wieliczka Salt Mine have capacity limits and high visitor numbers, so the key is booking entry slots in advance, agreeing exact start times and considering entering interiors in smaller subgroups. From experience and practical offers, pre-booked "skip-the-line" tickets and confirmed start times change the whole visit — you avoid long queues and can use your time efficiently.
Start booking well in advance — ideally a few weeks, and in high season (spring, summer, holidays) even months before. Give attraction organisers the exact number of participants, preferred guiding language and any special needs (limited mobility, children, dietary restrictions). When booking museum or castle interiors you will often need to state the number of people per time slot; if the single-entry limit is smaller than your group, arrange multiple slots or plan to split into subgroups. Also reserve lunch breaks or catering in advance — a large group needs more space and logistics for meal service.
Some venues have clearly defined limits for group sizes visiting interiors (for example, castle chambers or the cathedral may be limited to around 30 people per tour). That means a group of 30-60 will usually need to enter in shifts or be divided into two smaller subgroups. Therefore: book specific times, confirm the rules for admitting larger groups with the venue staff and allow time for moving between points and gathering the second subgroup. In practice the best results come from synchronising with museum staff and, where available, buying skip-the-line tickets.
Wieliczka is an excellent choice for large groups because the site offers timed tickets that greatly simplify logistics. The route is physically demanding (stairs, long sections) — warn participants in advance and check restrictions for people with mobility issues. If you travel by coach, reserve parking and allow time for the walk from the bus. Other places outside the dense city centre (mounds, Las Wolski with the ZOO, Podgórze) are often less crowded and make good "breathers" between busy Old Town highlights.
For a group of 30-60 you will usually need a coach (sometimes two smaller minibuses) and a clear meeting-point plan — ideally with easy parking or close to a bus stop. Set separate meeting points for the start and the end of the route, assign group leaders and prepare a participants list. Plan regular toilet and meal breaks, especially on longer routes. For outdoor visits choose early morning or late afternoon hours — it’s less crowded then and photos look better.
Large groups work more smoothly when divided into smaller subgroups (for example 2×30, 3×20 or subgroups of 15–25), each with an assigned leader. Amplification systems and individual headset sets for participants make guiding much easier in noisy urban settings; many guiding teams rent these sets and the price per piece is usually a modest amount. If such rental isn’t available or for outdoor activities, bring a portable speaker with a microphone and powerbanks. Don’t forget ID badges for leaders and contact lists in case someone gets separated from the group.
Choose restaurants experienced in serving large groups that offer group menus or the possibility to reserve larger tables. In Krakow you can consider several top-rated places that are well-known locally — examples include Filipa 18 Food Wine Art, MAZI, Zazie Bistro, Bottiglieria 1881 and ORZO. When booking for 30–60 people, agree on a group menu, serving times and note any allergies or special diets. For shorter coffee breaks consider busy cafés used to hosting many guests or arrange on-site catering at your meeting point.
Last-minute planning — lack of advance bookings for interiors and meals leads to wasted time and stress; book tickets and tables early. Ignoring venue restrictions — many places limit numbers inside or ban large backpacks; check regulations in advance. No plan B for bad weather — have an alternative indoor route or venue. Poor internal group communication — prepare a list of leader phone numbers and a secure way to communicate (SMS, messaging app, emergency number).
Choose a less obvious entrance or walking route — sometimes a different meeting point helps you avoid the thickest flow of tourists. Consider visiting interiors at unusual afternoon hours or outside weekends — many places are quieter between 14:00 and 16:00. For a large group prepare a short leaflet with the day’s programme and a map — it gives participants a sense of order and reduces the number of "what’s next?" questions.
Do we always have to split into subgroups? Not always, but if an interior has a limit (for example around 30 people) you must account for it; for comfort and better acoustics it’s often advisable to work in smaller teams anyway. What documents to prepare? For bookings of city attractions have the participant list, payment confirmations or vouchers and the ID of the person who made the reservation. What about people with limited mobility? Check access rules for each venue — underground routes and mines often have restrictions, while Wawel and some museums offer alternatives or assistance. How long to allow for Wawel and the Rynek Underground? Plan at least 1.5–2 hours for Wawel (if you enter interiors) and 1–1.5 hours for the Rynek Underground; add extra time if you visit a museum or a tower.
Provide a clear day plan with meeting times, reservations and leader contacts. Confirm bookings with venues a few days before and prepare any documents to show at the entrance. Invest in simple amplification equipment or rent headset sets — it’s a small cost that noticeably improves the guiding experience. Above all, be flexible — generous time buffers and a plan B for unforeseen events are the key to a calm and successful day.
If this article helped in your planning, share it with friends or on social media. If you would like to use the services of private guide Małgorzata Kasprowicz, all necessary contact details and service information are available on the guide’s website — feel free to book or ask questions.
