Planning

The Complete Crew Coordination Guide

How to organize 10-20 guys without it falling apart

Getting a group of guys to commit, pay up, and show up on time is harder than it sounds. Here’s how to actually pull it off.

Step 1: Lock It Down Early

Set Up Communication

Before anything else, create your command center:

Group Chat Options:

  • iMessage — Simple, works if everyone has iPhones
  • WhatsApp — Best for mixed phone types
  • Slack/Discord — For the organized crew

Money Tracking (Critical):

  • Splitwise — Tracks who owes what automatically. Use this.
  • Venmo/Zelle — For moving money
  • Google Sheet — For the guy who wants to see everything

The Golden Rule: One person runs point. Too many organizers = chaos.

Timeline

4-6 Months Out:

  • Lock the date (propose 2-3 options, then decide)
  • Get firm commitments with deposits ($150-200)
  • Book the house immediately — good ones go fast

2 Months Out:

  • Collect flight info from everyone
  • Research activities
  • Book anything that needs reservations

2 Weeks Out:

  • Final headcount
  • Collect remaining balance
  • Make dinner/activity reservations

Day Before:

  • One guy arrives early to stock the house
  • Share address and check-in info
  • Confirm all reservations

Step 2: Handle Money Without Drama

Money is where bachelor parties go wrong. Prevent it.

Collect Upfront

Item When Amount
Deposit At commitment $150-200
Housing balance 1 month before Remainder
Activity fund 2 weeks before $100-150

Non-negotiable: No deposit = no spot. People who “will pay later” often don’t.

The Groom’s Costs

Traditional: The groom doesn’t pay for:

  • Housing
  • Group dinners
  • Activities
  • First round at every stop

Divide his share among everyone else. Usually adds $30-50 per person.

Sample Budget (12 guys, 3 nights)

Expense Total Per Person (11 paying)
House $3,500 $318
Groceries/beer $600 $55
Group dinner $1,000 $91
Charter fishing/activity $1,500 $136
Supplies $200 $18
Group Total $6,800 $618

Add $200-400 for personal expenses (flights, Ubers, extra drinks).

Step 3: Assign Roles

You’re not doing this alone.

The Organizer (You)

  • Books housing
  • Collects money
  • Makes final decisions
  • Shares itinerary

The Advance Team

  • Arrives early
  • Stocks the fridge with beer
  • Has the address and check-in info

The Activity Lead

  • Books the fishing trip/golf/swamp tour
  • Handles reservations
  • Keeps track of timing

The Navigator

  • Orders Ubers for the crew
  • Knows where you’re going
  • Tracks down stragglers

The Documenter

  • Takes photos (at least some)
  • Creates shared album
  • Keeps it appropriate for group chat

Step 4: Transportation

Getting There

Louis Armstrong Airport (MSY): 30-40 min from the French Quarter

From Airport:

  • Uber XL: 6 people, $35-45
  • Uber Black SUV: 6 people, $60-70
  • Two regular Ubers: 8 people, $50-70 total

Coordinate arrivals. If 3+ guys land within an hour, share a ride.

Getting Around

Walking — French Quarter, Warehouse District, Frenchmen are walkable

Uber/Lyft — Main way to get around

  • One guy orders all Ubers
  • Settles up on Splitwise later
  • Uber XL fits 6

For the Crew (12+):

  • Order multiple Ubers to same destination
  • Or book a party bus for big nights ($150-300/hour)

Local services:

  • NOLA Party Bus
  • Big Easy Limos
  • Hummer Limos NOLA

Do You Need a Car?

No. Don’t rent a car. You’ll be drinking, parking is expensive, and Ubers are cheap.

Step 5: The Itinerary Doc

Create a Google Doc with everything. Share it before the trip.

What to Include

TRIP DETAILS
============
Dates: [Dates]
Address: [Full address]
Check-in: [Time and instructions]
Check-out: [Time]
WiFi: [Network/Password]
House Rules: [Any important ones]

CONTACTS
========
Organizer: [Name] - [Phone]
House owner/manager: [Name] - [Phone]

Day-by-Day Format

FRIDAY
======
3:00 PM - Check-in (advance team arrives 2pm)
4:00 PM - Beers by the pool
7:00 PM - Shower and get ready
9:00 PM - Dinner @ Cochon (930 Tchoupitoulas, reservation under [Name])
11:00 PM - Frenchmen Street
         - Start: The Maison
         - End: wherever the night takes you
2:00 AM - Rally point for Uber home

SATURDAY
========
9:00 AM - Coffee and recovery
11:00 AM - Swamp tour departs (address: [Location])
3:00 PM - Return, pool time
8:00 PM - Dinner @ Herbsaint
11:00 PM - Bourbon Street (yes, really)

Step 6: House Rules

Set expectations early. Post in the group chat before the trip.

The Basics

  • Clean up after yourself — No one wants to do your dishes
  • Pool hours — Music off by 10pm for neighbors
  • Respect the house — Damage comes out of everyone’s pocket
  • Keys/codes — Make sure everyone has access

Room Assignments

Options:

  1. First deposit = first pick
  2. Random draw
  3. Groom picks, then lottery
  4. Best man gets his own room for organizing (optional)

Couch spots get a discount ($25-50 off).

The Morning Issue

Some guys wake up at 7am. Some are dead until noon. Set quiet hours (midnight to 9am in bedrooms) and let people do their thing.

Step 7: What Goes Wrong

“I Can’t Make It Anymore”

Deposits are non-refundable. If someone drops:

  • Group splits their share
  • Exception for true emergencies

Someone Can’t Afford It

  • Offer a payment plan
  • Give them a cheaper room option
  • Let them skip one activity
  • Don’t make it weird

Group Can’t Decide

Organizer makes the call. That’s why you’re in charge.

Someone Goes Too Hard

  • Buddy system
  • Everyone knows the address
  • Know when to cut someone off
  • Water and food help

The Groom Gets Out of Hand

  • It’s his weekend, but keep him alive
  • Make sure he gets home
  • No permanent decisions (tattoos, etc.)

The Checklist

Before You Leave

  • Deposits collected
  • House booked
  • Final payments in
  • All reservations made
  • Itinerary shared
  • Splitwise set up
  • Roles assigned

What to Bring (Group)

  • Beer/liquor for the house
  • Coolers
  • Speaker
  • Cards/poker chips
  • Cigars (if that’s your thing)
  • Groom’s favorite stuff
  • Phone chargers (multiple)
  • First aid basics

Day of Arrival

  • Advance team stocks fridge
  • Check-in info shared
  • Everyone knows the address
  • First beers cold

Communication Templates

Initial Message

“[Groom]’s bachelor party is happening.

Dates: [Dates] Location: New Orleans Estimated cost: $600-800 (not including flights)

Reply by [Date] if you’re in. $150 deposit locks your spot.”

Collecting Payment

“Final balance due by [Date].

Your total: [Amount] Venmo: @[handle]

This covers: house, dinners, activities, groom’s share. Flights and personal expenses are separate.”

The Itinerary Drop

“We’re locked in. Here’s everything:

📋 Full itinerary: [Google Doc link] 📸 Photo dump: [Shared album link]

[Days] until we send [Groom] off right.”

Keep it simple. Get the money upfront. Don’t over-plan every minute. The best bachelor parties have structure but leave room for things to happen.

Questions? Get in touch.

Need a Place for the Crew?

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