Airbnb has added new features to help groups plan trips, but that doesn’t mean it’s easy. (Getty Images)

By Sam Kemmis | NerdWallet

Staying in a beach house with friends can be a lot of fun. Deciding which house to rent via a poorly organized group chat? Not so much.

Using vacation rental platforms like Airbnb and Vrbo for group travel makes sense. According to a 2022 analysis by NerdWallet, they are more affordable than hotels for large groups in most cases and encourage group activities like cooking and gaming. So it’s hardly surprising that more than 80% of bookings on Airbnb are for groups, according to data from the platform.

But these advantages come with disadvantages. For example, there is the problem of the shared bathroom and the dilemma of “which couple gets the nicer bedroom”. But before checking in, the question arises as to which rental apartment to choose that suits the group’s preferences.

In May, Airbnb added features to make group travel planning easier, including shared wish lists and group messaging with hosts. These features simplify some of the logistics of planning a group trip, but no app feature makes herding the cats (that is, your friends and family) easier.

Here are some tips and guidelines to help your group communicate when choosing your next vacation rental.

Set a budget

The question of how much everyone is willing to pay is probably the most fundamental question for your group, and the one most likely to be avoided. Talking about money can be uncomfortable or embarrassing, and neglecting to do so can result in the group spending more than everyone is willing to pay.

Some members of your group may be embarrassed to share their budget for fear of spoiling the fun or appearing stingy, so being the first to suggest a budget on the lower end may actually be a service (and a relief) to others.

Zainob Fashola, a travel expert, recently planned a group trip to the Bahamas with friends. Her group quickly agreed on a budget.

“We wanted a modern villa close to the beach, for a maximum of $1,000 per person for five nights, managed by a host or company with good reviews,” Fashola said in an email.

Setting a budget early on can help narrow down the options, simplify the decision-making process, and ensure everyone is comfortable. When searching for properties, be sure to check “final” prices – not list prices – as add-on fees can drive up the final bill.

Assemble your options and vote

After you’ve set a budget (and probably a goal), the next step is to identify potential rental properties. This is where things can get chaotic quickly. Think of group chats where members randomly exchange links. Here are some tips to streamline the process:

• Appoint a leader. This doesn’t have to be a formal process. As the person reading this, you are probably a suitable candidate.
• Make a list. You can use one of Airbnb’s new shared wish lists or create a spreadsheet. Make sure everyone can see and edit the list, no matter where it is located.
• Keep an eye on the location. It’s easy to get lost in the pretty pictures of the rental apartment and forget the importance of its location. You may want to decide on an area in advance to further narrow down the options and avoid choosing a rental apartment in the area.
• Check the bedroom situationMany rentals claim they can accommodate large groups, but what they really mean is a bunch of air mattresses lying around in the living room. Make sure each option has enough bedrooms for your group.

Some group members will likely have strong preferences, while others won’t care as long as they have a bed. It’s important to get as much input from the group as possible, but don’t wait for input from everyone.

“When we choose a destination, the more active members, usually those who are familiar with the area, have specific requests regarding the neighborhood, the view and the style of house,” Fashola said.

Once the best candidates have been identified, voting takes place. This can be done informally, for example through an emoji-based system in a group chat or a secret ballot.

“The trip was planned at short notice, so we skipped the Google Sheet, listed four available options in the chat, voted within minutes and booked the villa immediately,” explained Fashola.

Look after the cats

Group decisions always require patience and communication, and deciding on the perfect vacation rental comes with its own challenges. With money and budgets involved, some may have nervous breakdowns, while others may be annoyed that they’re paying too much. And there’s a lot at stake in making sure the rental itself doesn’t get in the way of a successful trip.

Airbnb has introduced some features to help organize the task itself, but the real challenge comes from competing personalities, preferences, and communication styles.

For Fashola, finding the perfect accommodation for her Bahamas trip was relatively easy, but splitting the restaurant bill was even more difficult. After letting one member choose the restaurant itinerary on a recent trip to Greece, the group was shocked by the final price.

“Now we always check the menu prices before trusting their suggestions.”

Sam Kemmis writes for NerdWallet. Email: [email protected]. Twitter: @samsambutdif.

The article “How to Choose a Short-Term Vacation Rental with a Group” originally appeared on NerdWallet.