How to Plan the Best Private Group Holiday

It's hard not to smile on the West Coast Wilderness Cycle Trail | Lachlan Gardiner
It's hard not to smile on the West Coast Wilderness Cycle Trail | Lachlan Gardiner

A guided cycle trail holiday in New Zealand with a bunch of friends or family members is a great way to create unforgettable memories. But before you can head out on the trails, there can be a bit of organisation involved, and the bigger the group, the more to consider. Here’s a few tried and tested ways to ensure the trip of a lifetime.

Cheers! West Coast hospitality is like no other |  <i>Lachlan Gardiner</i>

Plan and book early

Recent years have seen a significant rise in cycle trail and hiking trail users, and often groups will find the accommodation is booked up well in advance. So, start planning, and talk to us early (7-12 months in advance is ideal). The bigger your group, the more important this becomes to guarantee enough space for the whole group. The alternative is booking on to one of our scheduled departures, however these fill up fast as well.

Nominate one group leader to communicate

Group tours involve precise planning and organisation. There’s nothing worse than having too many chef’s. Choosing a detail oriented leader who and doesn’t mind spending a bit of time collecting information and being the middleman is a great way to get the ball rolling and avoid any disagreements or confusion.

Talk to us

Here at Adventure South NZ, we have a team dedicated to organising private group tours and custom itineraries for active holiday go-ers. No matter what the stage of planning, contact us and we can add suggestions to help you plan the best holiday possible.


Hold a group meeting

Gather together over a wine or two and make sure everyone is on board with the itinerary and travel plan. Once you have decided on a destination or certain trail, it's good to narrow down your travel dates, what are likely numbers, accommodation preferences, and extra excursions you might want to do? Would you like to join an existing departure or have a custom tour made for you? Set a maximum budget for your cycle tour and trip necessities, so there’s no surprises when it comes to paying bills.

Now is also a good time to discuss fitness levels. Is everyone capable of the itinerary you have in mind? Are e-bikes a good way to include Barbara and Steve?

Celebratiions at the finish line in Greymouth |  <i>Lachlan Gardiner</i>

Pass the planning to us

If you’ve done all of the above, then you’ve already made a great start to the organisation of a brilliant active adventure! Now’s the time for your group leader to pass all of the information you’ve gathered on to us. Let us know what you have in mind, and we can start to put together and confirm your trip. You can contact us by phone, email or by filling our our private group booking form here. Leave it with us and we’ll get back to you with a quote as soon as we’ve looked at accommodation.


Confirm your booking

Once you're happy with the itinerary and pricing, we’ll send through an online booking form or a PDF version. The group leader can disperse these throughout the group. Have your heights for bike hire, and any medical and dietary requirements at the ready. We also require a NZ$400 deposit to secure your spot.


Train together

Hooraay! Now that everything is in place, it's time for the fun part! Group training gives you the extra encouragement boost you need to stay motivated. Riding or hiking in a group makes you accountable as you have to turn up. Make the most of the structure it provides, support each other, and of course have fun.

Consider a few practice outings on the type of terrain you’ll be doing. Are there hills or compacted gravel which will be more challenging? We are braver and safer in numbers, and training is simply a whole lot more enjoyable with friends.


Now you have the tools to nail the best private group tour ever, and can look forward to laughing together, recounting stories, sharing adventures, making your journey memorable and fulfilling.

Adventure South NZ has over two decades of experience creating special and custom made tours. We’ll work with you to create an unforgettable trip for your group. Together with our wonderful guides we’ll ensure your private group tour is everything you hoped and wished for.

Contact us today about your active group holiday.


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