👨👩👧👦 Core Organizing Roles
- Lead Coordinator / Planner
Oversees the entire gathering, sets timelines, ensures decisions are made, and keeps communication flowing. - Travel & Transport Lead
Handles flight/train bookings, car rentals, carpooling, and ensures seniors/kids have accessible travel options. - Accommodation Manager
Researches and books hotels/resorts/rentals, manages room assignments, and confirms check-in/check-out details.
🍴 Food & Activities Roles
- Dining Coordinator
Organizes group meals, tracks dietary preferences, books restaurants, and arranges catering if needed. - Excursion & Activities Lead
Plans sightseeing, tours, and optional activities; manages sign-up lists and ensures balance between fun and rest. - Entertainment & Games Organizer
Prepares family games, icebreakers, and evening activities to keep the group engaged.
💡 Support & Logistics Roles
- Budget & Finance Manager
Tracks shared expenses, manages contributions, and ensures transparency in cost-sharing. - Packing & Checklist Manager
Creates shared packing lists, reminds family members of essentials (documents, medications, kids’ items). - Communication Lead
Shares updates, and ensures everyone has emergency contacts and local info.
🛡️ Special Considerations Roles
- Accessibility & Wellness Coordinator
Focuses on senior-friendly options, rest breaks, and nearby medical facilities. - Safety & Legal Lead
Manages travel insurance, emergency protocols, and consent forms for minors traveling without parents. - Memory Keeper / Archivist
Collects photos, videos, and reflections; organizes a shared album or scrapbook after the trip.