Private guiding gives you control over pace, route and breaks — especially important with 30–60 people. It lets you tailor the program to participants' ages, fitness and interests, and synchronize the tour with a meal break at a convenient place.
For large groups it's worth planning routes to avoid narrow sidewalks and crowds at busy spots, and remembering to reserve museum entrances and restaurant space well in advance.
Specify the exact number of participants and any accompanying people (e.g. chaperones, drivers). For 30–60 people it's useful to have one person in charge of contact with the guide and one person liaising with the restaurant.
Reservations: for groups this size book at least 2–4 weeks in advance in a normal season; in peak tourist season (May–September, holiday weekends) plan 4–8 weeks ahead.
Meal format: set lunch menus (group menus or a 'dish of the day' set) or buffets are the most convenient. A la carte is possible but requires precise coordination and usually a longer service time.
Walking pace and frequent breaks – schedule short stops every 30–45 minutes, especially on longer routes. For comfort allow 10–15 minutes to stretch legs and for the guide to give explanations.
Transport and parking – if you arrive by coach, confirm where passengers can be dropped off and where the vehicle can park. In central Krakow there are zones and restrictions — inform the driver to use designated coach areas.
Entry to attractions – many museums and some church interiors require advance booking and may ask to split the group into smaller subgroups. Prepare a plan B (e.g. a longer walking section, another exhibition room, a café) in case of entry limits.
Short route (2 hours) - Old Town: Main Market Square, Cloth Hall, St. Mary's Basilica (view from outside / short introduction), Floriańska Street. Ideal as a first contact with the city and a quick walk right after arrival.
Half-day route (3–4 hours) - Old Town + Wawel (courtyard) + walk along the Wawel area and the Vistula boulevards. After about 2–2.5 hours you can plan lunch along the route.
Full-day route (6–8 hours) - Old Town, Wawel (selected interiors with prior arrangement), Kazimierz (synagogues, history), lunch break, afternoon walk in Podgórze or an optional Vistula river cruise for relaxation.
When choosing a venue, prioritize a large dining room, group-service options and a location convenient to your tour route. Below are types of places and examples that usually handle larger groups well:
- Restaurants with banquet halls or separate event rooms: they often offer group menus and full service. Look for places that work with hotels or have dedicated event spaces and that explicitly describe group packages.
- Atmospheric venues in Kazimierz: great for groups who want to combine history with good food. Traditional Polish and Jewish-style restaurants as well as Mediterranean places often prepare set menus for tours.
- Trattoria Venezia (example of a venue with dining rooms and booking options) - a place with interior rooms and conference spaces that can accommodate groups in banquet or conference layouts.
- Venues offering fixed lunch packages and catering: many restaurants and bistros have ready-made sets at different price ranges — from budget options (approx. 25–35 PLN/person) through mid-range (approx. 45–60 PLN/person) to exclusive or VIP menus (approx. 75–100 PLN/person).
If you want quick and efficient service, choose a fixed pre-set menu (sets) instead of full a la carte — it saves time and helps the kitchen handle a large number of guests.
Pod Aniołami / Pod Baranem - classic restaurants with Polish cuisine, stylish interiors near the Old Town; good for groups wanting to try regional dishes.
Starka (Kazimierz) - warm atmosphere, Polish/Jewish-inspired cuisine with a modern touch; often welcomes groups and can arrange a group menu.
Hamsa (Kazimierz) - Middle Eastern and Israeli-Jewish cuisine; atmospheric interior and dishes that work well for larger groups.
Plac Nowy 1 / pizza and international food spots - good if the group wants a quick, informal meal after touring.
Trattorias and hotel restaurants with dining halls - often the most reliable solution for very large groups because they have facilities and experience in event service.
Catering and external halls - if you plan a bigger event (e.g. integration, banquet), consider catering in a rented hall or in a hostel/hotel that can host 30–60 people.
Provide the exact number of people (including possible late changes) and your preferred time window. Ask about minimum service time and the number of waitstaff per guest.
Agree on payment method: will one person pay or will guests pay individually; does the restaurant issue invoices. For schools or companies, confirm bank transfer options and billing deadlines.
Ask about menu options for people with allergies, vegetarians and vegans — good places will prepare separate portions or substitutes but need advance notice.
Find out if the restaurant has storage for luggage, whether bags can be brought in and if cloakroom facilities are available. For large groups these details make service smoother.
Ask if tables can be arranged in a specific layout, divided into smaller tables (if the group prefers to sit in smaller teams) and whether a microphone/small sound system is possible for short announcements.
09:30 - Arrival and meeting with the guide at the agreed spot (short briefing, distribution of practical information).
10:00–12:00 - Walk through the Old Town covering the main points (Main Market Square, Cloth Hall, the Royal Route).
12:15–13:45 - Lunch at a reserved restaurant (set menu, time to relax).
14:15–16:00 - Visit to Wawel or a walk to Kazimierz (depending on reservations and group interests).
16:15 - Short summary and end of the program; tips on where to spend the evening (Kazimierz, Vistula boulevards).
This schedule considers the pace of a large group and allows for a relaxed meal without rushing.
- Confirm restaurant reservations 48–72 hours before the event and inform them of the final headcount.
- Prepare a contact list: guide's number, restaurant contact, coach driver number.
- Bring a basic first aid kit, water bottles and a contingency plan for bad weather (e.g. alternative indoor spaces, extended time in the restaurant).
- Make sure participants have clear information about meeting time, meeting place and approximate duration; set a visible meeting point (e.g. a statue or fountain).
- Consider renting audio headsets for participants so everyone can comfortably hear the guide during a walk with a large group.
How far in advance do you need to book a restaurant for 40 people? - In the tourist season it's best to book 4–6 weeks ahead; outside peak months 2–3 weeks is usually enough.
Can you get a meal for 30 PLN per person? - Yes, many places offer budget packages (e.g. two-course set) starting around 25–35 PLN/person, but portion size and quality vary between venues.
Can a restaurant deliver food to the tour meeting place? - Yes — catering and delivery are options if you don't want to reserve a venue. A caterer can prepare a buffet or individual portions per arrangement.
What if part of the group has dietary restrictions? - When booking, provide the number of people with restrictions and ask the restaurant for substitute options. Good venues will prepare vegetarian/vegan alternatives and exclude allergens with advance notice.
How to split a large group to avoid crowding inside attractions? - If a site has participant limits, arrange with staff or the ticket office to divide into smaller subgroups with short rotation times.
Give yourselves extra time. With large groups every minute for transfers, walking or service matters more than with small groups.
Choose restaurants close to the sightseeing point — a nearby venue saves travel time and makes participants more comfortable.
Look for places with clear group policies: group menus, invoice options, clear payment terms and cancellation policy. This simplifies organization and reduces stress.
If you want, I can help design a route and match a restaurant and menu for your group — my experience with large groups helps find practical solutions that work.
