You need to organize a trip for 60–100 people and already feel a little nervous thinking about the logistics? That’s normal — the more people, the more details. Good preparation helps you avoid stress, save time and money, and give participants comfortable memories. In short: plan = calm, chaos = problems on site.
This article gives concrete practical advice (transport, attraction bookings, accommodation, catering), a sample 3-day schedule and a checklist you can use immediately. I write from experience — yes, you can organize a large group smoothly and with good humor. :)
If you want the program adjusted to the participants’ ages (youth, adults, seniors) or to the type of trip (school, corporate, team-building) — tell me and we can refine the details together.
1) Book well in advance — everything: accommodation, restaurants, tickets and parking. In high season slots disappear quickly and for big groups there’s rarely a “last minute” solution.
2) Use a “divide and command” approach — it’s easier to manage a large group by splitting it into subgroups of 20–30 people and assigning a leader (chaperone) to each. That helps with quick roll-calls and communication.
3) Secure flexible transport — instead of a single very large coach consider two larger coaches or a mix of coaches and minibuses. That gives program flexibility and makes parking maneuvers easier.
4) Schedule extra time — traffic jams, toilet breaks and unexpected delays are normal with groups this size. Plan at least 15–30 minutes of buffer between program points.
5) Look after safety and documents — participant list with contact numbers, medical information, info about chaperones and a quick emergency plan (meeting point, organizer’s contact number).
Transport is the number-one topic. For groups of 60–100 people people usually use 2 coaches (or 1 coach + 1 minibus), which gives flexibility: - arrival and unloading in the city center can happen simultaneously; - if needed one part of the group can sightsee while the other rests or eats.
In larger towns and in Zakopane it’s worth reserving coach parking spaces in advance or agreeing a drop-off/pick-up point with the local tourist information. Around Morskie Oko and other natural attractions there are reservation systems for parking and organised transport (e‑buses or shuttles) — booking online in advance makes organisation much easier and reduces driver stress.
Practical steps: - fix a clear meeting point and arrival time (with buffer), - inform drivers about access and parking rules; prepare a simple route instruction (GPS point or clear description), - always have one contact person who coordinates boarding and disembarking.
Remember driver rest time (working-time regulations) and provide comfortable toilet breaks for the whole group.
Zakopane is a great idea for the mountain part of the trip but requires logistical thought. A few practical tips:
- Choice of attractions: Krupówki and Gubałówka are quick, “easy” programme points (easily accessible, good for relaxed walks). Valleys (Chochołowska, Kościeliska) are ideal for groups preferring gentler nature hikes. Morskie Oko is an excellent destination but usually requires parking reservations or organised transport.
- Parking and transport bookings: in the Morskie Oko area and other popular spots there are electronic systems for booking parking and shuttles. Reserve parking a few days in advance and consider buying e‑bus or shuttle seats for part of the group — this reduces the risk of long queues and hunting for a spot.
- Backup plan: mountain weather can be changeable — have a plan B (for example, a stroll along Krupówki, a visit to the Tatra Museum or a short workshop about highland culture) in case of fog or rain.
- Meals: for large groups it’s worth booking set-menu group meals in advance — it speeds up service. Ask about vegan/vegetarian and allergy options when you confirm the reservation.
Krakow has many sights in a compact area, which is an advantage for large groups — many places can be visited on foot with short transfers. Practical tips:
- Bookings at cultural sites: for groups of 60–100 people it is essential to arrange dates in advance. Many museums and institutions accept groups but require prior contact, a precise headcount and often splitting the large group into smaller subgroups for indoor visits.
- Technical aids: organise a headset or radio-guide system so everyone can hear the guide without crowding close together.
- Routes: classic routes include the Main Market Square, the Royal Route, Kazimierz and Podgórze. For young people add workshops or city games; for adults include stories and anecdotes; for seniors choose less strenuous routes with frequent rests.
- Tourist information centres and city museums often help coordinate group visits (bookings, directions, program adjustments). Contact them while planning larger visits.
When booking accommodation for 60–100 people look for venues that offer: - conference rooms or dining halls that can host your whole group, - the ability to serve group meals at fixed times, - flexible billing (invoices, deposits), - luggage storage for early arrivals or late departures.
Good practices: confirm final numbers 7–14 days before arrival; agree the menu including dietary options; ask the venue to assign contact persons (reception) — this greatly helps coordination at check-in and check-out.
If you plan a meal in a city-centre restaurant in Krakow or Zakopane — reserve early and offer a group menu (a few set choices to select from) to speed up service.
- Headsets and FM systems: for large groups we recommend radio/headset systems (the guide speaks to a transmitter and the group listens through headsets) — this saves time and improves listening comfort, especially in busy places.
- Translations: if people speak other languages, arrange translation (guide + local interpreter or separate language groups).
- Accessibility: check accessibility in advance for people with reduced mobility; many sites have restrictions for some interiors and may require special arrangements.
Don’t forget: - a first-aid kit and basic medicines, - a list of contacts for local emergency services, - a copy of the participant list held by a second organiser.
Day 1 – Krakow: arrival, check-in, walk around the Main Market Square (approx. 1.5–2 h) with short entries to selected sites. Evening: group dinner in a reserved hall.
Day 2 – Krakow: morning museum/educational option (subgroups with guides or workshops); afternoon in Kazimierz or Podgórze — less crowded, interesting routes and historic spots. Evening: free time or a short city quiz/presentation.
Day 3 – Zakopane: early departure, explore Krupówki and Gubałówka or go to one of the valleys depending on the group’s fitness. If you plan to go to Morskie Oko — reserve parking/e‑bus seats in advance; alternatively choose a shorter valley (e.g. Kościeliska) for mixed fitness groups. Return to Krakow or depart home in the evening.
This is only a framework — adapt the program to participants’ ages, expectations and weather conditions.
- Confirm participant numbers and chaperones 14 and 7 days before departure. - Book accommodation and transport 4–8 weeks in advance (earlier in high season). - Reserve parking/e‑bus seats for popular attractions (Zakopane: Morskie Oko). - Order group meals early and confirm dietary requirements. - Prepare contact lists: drivers, receptions, onsite contacts at attractions. - Assign subgroup leaders and give them participant lists. - Keep paper and digital copies of documents and the plan. - Secure a communication system (guide + headsets / radio sets).
Organising a trip for 60–100 people is challenging but very rewarding with the right plan. The most common problems are lack of parking/transport bookings in the mountains, an over-tight schedule and meals that aren’t suited to a large, diverse group. You avoid these by acting early and keeping small time buffers.
If you’d like, I can help prepare a detailed plan, tailor the route to your group’s age profile and make bookings (accommodation, museums, transport). As a Krakow guide I can prepare a program matched to your group — tell me the approximate date, number of participants and preferences and I’ll prepare an offer and a step-by-step checklist.
Q: What currency should participants use? A: Poland uses the Polish złoty (PLN). Cards are widely accepted, but it’s handy to have some cash for small street vendors or mountain-area purchases.
Q: What about tipping? A: In restaurants a tip of about 10–15% is customary for good service; in cafes you can round up. For coaches and drivers a small thank-you is appreciated.
Q: Emergency numbers? A: The European emergency number 112 works in Poland; keep local contacts and hotel reception numbers at hand.
Q: Are museums and restaurants group-friendly? A: Many are, but most require advance notice for groups of this size. Popular sites to consider and pre-book include Wawel (cathedral and castle areas), Schindler’s Factory Museum, National Museum branches and Jewish-history sites in Kazimierz; in Zakopane consider the Tatra Museum and local cultural centres.
Q: Any recommended places to eat for groups? A: For larger group meals look for traditional-style inns and restaurants with group menus and private dining rooms — in Krakow examples include large traditional restaurants near the Old Town that can host groups in private rooms; in Zakopane look for mountain-style karczmas that accept group bookings. Always confirm vegetarian/vegan/allergy options.
Extra tip: prepare a simple one-page itinerary for each participant with meeting points, times, a small map and the organizer’s phone — it saves countless messages and stress on the day.
