How To Plan A Lasting Friendcation
September 2019,
This weeked marks the fifth anniversary of the annual girls’ weekend I take with a group of six friends. This post was initially written after our first trip as a way to guide others in planning their own. Although I know there are many variations of get away weekends, my group loves to spend the weekend relaxing in a gorgeous cabin, eating good food (and drinking great wine) and enjoying the spa and pool. (Although we didn’t spend time at the pool the first year, we have established Saturday as a spa and pool day. We are lucky that the summer weather continues to bless us with pool time in September).
In time I will create a new post with additional lessons we have learned but the basics can be found in this post. Regardless of what you do, the most important thing is spending time with your friends.
Last weekend, several friends and I were able to go on our inaugural friendcation. Many of us were originally coworkers for many years. As life and circumstances dictate, most of us have gone on to different jobs and sometimes careers. Our group has expanded to include friends of friends over the years and we monthly attempt to have dinners and outings as a way to state in touch. As we often shut down restaurants, we knew what we truly needed was time to stay up as late as we wanted and do whatever we wanted. As a result, we began talking about a friendcation. For some reason, I became the social coordinator of our group (those that know me totally understand why I have this role) and today I wanted to share some ideas for how to plan a friendcation whether it be with a small group (we ended up with 6 but at one point had 8-10 people considering) or large.
Pick A Time and Location
A few in our group had already stayed at Oak Haven Resort in Sevierville, Tennessee and knew the cabins had exactly what we needed. (We could cook our own food, enjoy the hot tub, hike and go to the spa). I’ve previously shared about stays here and here. We also only wanted to consider a weekend trip close to home as many could not get off of work for long and had children to consider. We began planning a date 6 months out so that everyone who wanted to go could provide dates they were free. Even though it was that far in advance, the weekend that we choose was the only weekend everyone had available. When you have busy lives, it takes time to schedule yourself on the calendar.
Choose How To Communicate With Everyone In The Group
Group emails have always worked best with our group. I will begin the initial email with the question or information and others can respond all as needed. I do create new email chains with new information throughout the process. Our group also communicates via group texts but I have found that sometimes that information can get lost. Thus, emails contain specific information. I have heard of many planning Girls Night Out events via private Facebook pages where the information is always current. However, there are some in our group who are not as active on Facebook (yea, for them). When determining the best way to communicate, consider the most consistent method that everyone in the group utilizes.
Choose How Everyone Will Pay For Lodging
We reserved a Cabin that we knew would sleep up to 8 people. I initially reserved it in my name and provided the information to everyone in regards to how much it would be per night depending upon how many were able to make the trip. Everyone was then able to pay me directly. This method of having one person pay may not be for the best if the friendcation includes several hotel rooms or a cruise. It may be best for individuals to pay directly. Many hotels are very willing to hold rooms for a certain time if reservations are made in advance and confirmation dates are met.
Discuss Transportation to the Friendcation
Sevierville Tennessee is about 3 hours from Lexington and is a relatively easy drive. Three of us took the day off, met early and drove to the cabin early. Each of the others had different schedules and arrived at different times. If you are flying to your friendcation things to consider are: How many rental cars might be needed? Does the area have public transportation or the resort have shuttle service? Keep in mind if you have several friends and are renting a car, it may be best to have two so that some do not feel trapped.
Discuss What the Overall Expectations Are For The Friendcation
Everyone has a different idea of what a vacation looks like. Some people want to shop while others want to sleep or read. Allow for a variety of needs to be met but also discuss if there are certain things everyone should do. Examples might include going to dinner at a specific restaurant.
Schedule Desired Activities In Advance
Oak Haven Resort has a spa located on the premises and also offers group pricing for groups of 4 or more. I initially provided this information to everyone and we met two weeks before the friendcation and the consensus was we would book our own services if we wanted. (All of the group packages included two or more services). A few of us thought about scheduling a manicure or pedicure but did not make the appointments early enough. The Spa was having a special for residents of the county and all of their appointments were taken except for a few. One of us did get to enjoy a pedicure while several of the rest of us enjoyed the aromatherapy in their lobby. The lesson here is to schedule early. Most places will allow you to cancel without having to pay a service fee if it is done within 24 hours.
Be Flexible In Planning
One of our group is on a specific diet and rather than not come because she couldn’t eat what everyone else was eating, she brought her own food. The rest of us came up with a menu and purchased food at the grocery store. A few of us went on a 2 mile hike on Saturday morning while others stayed on the porch, in the hot tub or slept. The point of a friendcation is to relax from daily life and be with friends. No timeline and nowhere to be.
Enjoy The Blessing of Friendship
Our group laughed and stated that we ended the weekend with no one hating each other. I personally think that says so much about our friendship. We are each in different stages in our lives and going through many different things but the one constant has always been that we have each other. There is nothing like staying up to 2 in the morning with your girlfriends.
Plan Your Next Outing Before You Leave
Although we have not planned the next Friendcation, we did plan for our October outing before the weekend was over. We’ve found that it is easier to at least plan an event (zombie paintball) or a weekend where we are free before we leave each other.
Have you been on a friendcation?
What did you do?
What would you do differently?
Expectations!!! Wow — can’t emphasize this one enough, especially regarding money! JUST came back from a girls trip and yes, discussing before is so important!!!
I know some people feel uncomfortable discussing it but it’s important that everyone know what is going on and be realistic.
I love this idea. Discussing expectations and finances are super important. Keeping in mind that its not all about you helps as well because sometimes people are so set on what they want to do, they forget that there are other people involved in the trip and plans
It’s about being flexible and recognizing that we all don’t have the same needs (and shouldn’t). It’s important to have options and not make others feel like they have to do what the majority is doing.
I absolutely love the idea of a friendcation! You gave great tips, especially about being flexible. You never know what will pop up to cause a change of plans.
Thank You!! Life changes so quickly that it’s next to impossible not to show some flexibility. So glad you stopped by.
This is a great idea! We tried to plan a week with my husbands’ friends and it was a nightmare! They had talked about it for years in advance, but then when it came down to actually planning it, it was a mess and feelings were hurt. These tips are great. And also I think it’s easier planning with girls, than it is with a lot of guys (most of whom are still bachelors who do not have a grasp on the concept of scheduling… or of being on time). Luckily, they’d planned a cruise and once we were all on the ship, the pressure was off and we were able to enjoy.
I’m glad the trip ended up being ok! I do think planning with girls is easier…Some people just don’t have the ability to schedule and organize (and always makes me wonder how they accomplish anything)
I would absolutely love a take a friendcation!! This sounds so much fun. I would need some serious planning on my end with kids, schedules, money… life, but I know I need a little getaway sometime in the future. 🙂
XOXO
Yes, you do need a getaway with all that has been going on in your life. It does take some planning but I suggest starting off with a short weekend that isn’t too expensive. A short amount of time is better than no time. XOXO Ps – so glad you are back.
A friendcation sounds like such a blast! I’ve never had to opportunity to, but it would really hit the spot right about now! It’s so hard with schedules though.
I know how difficult it can be with schedules. It took us 6 months out. It takes some planning but it can be done – and is truly worth it.
I love this idea, it sounds amazing!
It was truly a great weekend and time away. So glad we did it.
I need to have one of these!
I hope you can! I highly recommend one.
Friendcations are the BEST! Pinning this for the tips… for next year 🙂
Yes, after this trip I have to state that friendcations are the best. Can’t wait to see where your trip will be next year.
I’m laughing over here because somehow *I* am always the social coordinator with my group of girls too. I am LOVING your destination… pinning this for future inspiration 😉
It’s so nice to know another social coordinator. It’s not that the others don’t want to do things- they just can’t do the organization. I’ve accepted my role and proudly claim it. Oak Haven isn’t that far from Nashville – you will love it.
Being that girlfriends is one of my passions, I am in dire need of a friendcation! The last one I had was in 2010, I believe. We went to NOLA 🙂
And I love the tips you gave! You make something that can seem completely overwhelming manageable and fun.
I love this idea, but I feel at my stage of life it’s just too much of a challenge to arrange. It’s hard enough to meet up with one person let alone a group of people aha. But when careers settle a bit I will definitely make this a priority with friends, even if it’s just one !
What a great guide, Sheryl! Now that I’ve been out of college for a while, I wish I traveled more with my friends back then. I know we can still do it but now everyone has different vacation schedules and plans!
It’s a challenge with everyone’s schedule (it took us 6 months to plan and still there was only one weekend open) – but it’s worth the effort. Friendship is something we have to work on as we get older.
I’l most definitely be pinning this! A friendcation for my ladies and I is long overdue! 🙂
Britney, Thanks for the pin (and stoping by). I hope you are able to plan a friendcation. We need time with our friends.
I am in the process of planning, very timely info, thank you!
So glad it has been helpful. Hope you have a great trip.