Organising a hen or stag party becomes much easier once the group stops trying to decide everything at once. The first decisions are the date, destination, realistic budget and confirmed guest list. Activities, restaurants and nightlife come afterwards.
This checklist is designed for groups travelling to Marbella, Puerto Banús, Mijas Costa or Benalmádena. It takes the organiser from the first conversation through to the flight home, including the less exciting details that usually cause the most trouble: deposits, passports, luggage, transfers, final numbers and cancellations.
You do not need to follow every timescale exactly. A group of six travelling outside summer can often organise the weekend more quickly than a group of 18 looking for a villa over a bank holiday. Treat the timings below as sensible planning stages rather than supplier deadlines.
Before anything is booked
Choose one lead organiser and one backup
One person should keep the main booking record, but somebody else needs access to it. If the lead organiser loses a phone, becomes unwell or arrives on a different flight, the group should still be able to find the accommodation and booking confirmations.
Choose the main organiser.
Choose a second person who can access the itinerary and confirmations.
Create one shared folder for bookings, receipts and terms.
Create a separate group chat or pinned message for essential information.
Decide who will manage payments and record what has been received.
Do not distribute every decision between 15 people. Agree the important limits as a group, then allow the organiser to make smaller choices within them.
Set the maximum budget
Ask what people can comfortably spend on the whole trip, not what they would like to spend on accommodation alone.
The working budget should include:
Flights and airline baggage.
Travel to the departure airport.
Accommodation.
Airport transfers in Spain.
Local taxis or private transport.
Activities.
Restaurant deposits and meals.
Nightlife tickets or tables.
Drinks and personal spending.
Travel insurance.
A small contingency for changes or unexpected costs.
Decide which costs are compulsory and which are optional. If an expensive activity is described as optional but the guest of honour expects everybody to attend, it belongs in the main budget.
Confirm the likely group
Ask guests for a clear answer by a fixed date. A reaction in the group chat is not a confirmed place.
Send the proposed dates and approximate total budget.
Ask about work, childcare or other commitments before fixing the weekend.
Set a deadline for the first payment.
Count only paid guests when making non-refundable bookings.
Explain what happens if somebody cancels.
Decide whether late additions will be accepted.
The organiser should not cover missing payments unless they have knowingly chosen to take that risk.
Around 9 to 12 months before the trip
For a summer weekend, bank holiday or large group, starting earlier gives you more accommodation and flight choice. Smaller groups travelling outside peak dates may not need this much time.
Choose the right Costa del Sol base
The cheapest property is not good value if the group spends the weekend paying for long taxi journeys. Choose the area according to the plans you will actually use.
Marbella
Marbella gives the group the broadest mix of restaurants, beach time, activities, villas and nightlife. It suits groups willing to allow more for accommodation and transport. Marbella Old Town, the Golden Mile and Puerto Banús are separate areas rather than one compact centre.
Puerto Banús
Puerto Banús works when the marina, yacht departures, restaurants and late-night venues are central to the weekend. Staying genuinely close to the marina can reduce taxi use, although accommodation and nightlife can cost more.
Mijas Costa
Mijas Costa suits villa-led trips, beach time and a more relaxed budget. La Cala de Mijas, Riviera del Sol and Calahonda should be checked separately. Do not book here to save money if the group intends to travel to Puerto Banús both nights.
Benalmádena and Puerto Marina
Benalmádena is often the easiest choice for groups that want beaches, restaurants and lively bars without building the weekend around premium clubs. Accommodation near Puerto Marina can make much of the trip walkable, and the destination is closer to Málaga Airport than Marbella.
Destination checklist:
Choose the type of weekend before choosing the town.
Compare likely accommodation, transport and nightlife costs together.
Check where the main activity takes place.
Check whether the preferred nightlife is local or requires a return taxi.
Make sure the destination works for the least mobile guest.
Check seasonal opening if a beach venue or summer event is central to the plan.
Check passports and entry requirements
Every guest is responsible for having valid travel documents, but the organiser should remind the group early.
At the time of checking, British citizens travelling to Spain must normally have a passport issued less than 10 years before arrival and expiring at least three months after the planned departure from the Schengen area. Visa-free travel is generally limited to 90 days within a 180-day period. The EU Entry/Exit System is also being implemented and may add time at the border.
Rules vary by nationality and can change. Send the group the current UK government entry requirements for Spain, and ask Irish, EU and other passport holders to check the rules that apply to them.
Ask everyone to check their passport issue and expiry dates.
Make sure flight names will match the passports used for travel.
Check which surname a recently married guest will travel under.
Check visa or residence-document requirements where relevant.
Remind guests to review the official rules again before departure.
Choose dates before chasing flight bargains
Compare at least two realistic date options. Look at the complete journey, not only the advertised fare.
Check flights from the airports the group can genuinely reach.
Compare arrival and departure times.
Check baggage allowances for each fare.
Check airport parking, trains or taxis at the UK end.
Check whether a late arrival changes the Spanish transfer plan.
Avoid a return flight that makes the final night impractical.
Check whether the weekend clashes with a wedding deadline or major personal commitment.
If guests will book their own flights, choose one or two approved options and set a short booking window. Ask everyone to send confirmation once booked.
Around 6 to 9 months before the trip
Book suitable accommodation
Never rely on the destination name in a listing. Check the exact map pin and the route to the group's main activity, dinner and night out.
Confirm that hen or stag groups are accepted.
Check the exact address and entrance.
Count proper beds, sofa beds and shared rooms separately.
Check the number of bathrooms.
Ask about visitors, music and quiet hours.
Check the security or damage deposit.
Ask when the deposit and balance are due.
Read the amendment and cancellation policy.
Check air conditioning and pool availability where relevant.
Confirm whether the pool is private or communal.
Ask about check-in, checkout and luggage storage.
Check whether a minibus or taxi can reach the entrance.
A villa is not automatically a party venue. If the group wants speakers, decorations, visiting entertainers or an organised event at the property, get explicit written permission.
Record the booking properly
For every supplier, save:
Business name and contact details.
Booking date and reference.
Number of guests booked.
Deposit paid.
Remaining balance and deadline.
What is included.
What costs extra.
Final-number deadline.
Amendment and cancellation terms.
Weather policy where relevant.
Accessibility, dietary or medical information supplied.
Screenshots are useful, but keep the original confirmation or email as well. Prices and policies shown on a website after booking may not be the terms attached to your reservation.
Around 4 to 6 months before the trip
Choose one main activity
For a Friday-to-Sunday weekend, one main Saturday activity is usually enough. A second relaxed plan can be added around flights, but filling every hour makes delays more expensive and the weekend less enjoyable.
Before choosing, ask:
Does it suit the group's fitness and confidence levels?
Are there age, height, weight or health restrictions?
Is photo identification required?
Does anybody need a full driving licence?
Can guests who do not participate still attend or wait nearby?
Is transport included?
What clothing and footwear are required?
Is food, water or equipment included?
What is the minimum or maximum group size?
What happens if numbers change?
What happens in bad weather?
Is the activity covered by each guest's travel insurance?
Use the relevant destination activity guide rather than choosing a provider from an old social-media post. Marbella and Puerto Banús have the widest selection, while the Mijas Costa and Benalmádena guides concentrate on activities that make practical sense from those bases.
Book boats carefully
For Marbella and Puerto Banús boat plans, use Epic Yacht Marbella and confirm the precise boat, capacity, duration and departure point. Do not assume every vessel is available for every group size or date.
Confirm the named vessel and licensed capacity.
Check the charter length and boarding time.
Confirm the marina and meeting point.
Ask what is included in the price.
Confirm whether VAT is included.
Check food, drink and alcohol rules.
Ask about toilets, shade and swimming stops.
Confirm footwear and what guests should bring.
Get the deposit, balance and cancellation terms in writing.
Check the skipper's weather decision and rescheduling policy.
Anyone prone to seasickness should plan ahead. A private boat is still subject to sea conditions and safety decisions.
Check the extra demands of physical activities
Paintball, canyoning, buggies, karting and similar activities need more than a booking time.
Tell guests honestly about the fitness level.
Check injuries, pregnancy and relevant medical restrictions privately.
Confirm protective equipment and suitable clothing.
Ask how long the full experience lasts, including briefing and transfers.
Check whether paintballs, fuel, insurance or equipment have usage limits.
Confirm the likely additional spend.
Check driving-licence and sobriety rules.
Paintball can involve running, heat and bruising. Canyoning may involve heights, cold water and uneven ground. A driving activity can refuse a guest who is intoxicated or does not have the required licence. Do not describe these activities as suitable for everybody.
Around 2 to 4 months before the trip
Plan the main meals
Book the important group meals rather than trying to find a table for 16 people on the night. Use the destination restaurant guides for the relevant Metro Grupo options.
Choose an informal arrival meal.
Choose the main celebration dinner.
Decide whether Sunday needs brunch or a flexible lunch.
Ask about group or set menus.
Collect allergies and dietary requirements.
Confirm deposits and cancellation deadlines.
Ask whether everyone must use the same menu.
Check what drinks are included.
Ask about cakes, decorations and themed accessories.
Confirm the table time and whether it has a finishing time.
Ask whether the bill must be paid together.
Jack's Smokehouse is often the most practical Metro Grupo choice for a large informal group because of its broad menu. Other restaurants may be better for brunch, a waterfront meal or scheduled dinner entertainment. Check the current offering for the chosen date rather than promising music or a show every night.
Decide what kind of night the group wants
A marina bar, live-music venue, beach event and major nightclub are different plans. Agree which one the group is actually booking.
Check the event and music for the selected date.
Confirm whether entry requires a ticket, guest list or table.
Check the minimum age and accepted ID.
Ask about dress code and themed outfits.
Confirm last entry.
Ask whether a ticket guarantees entry or remains subject to door discretion.
Confirm the table minimum spend, deposit and inclusions where applicable.
Tell the venue the honest group size and type.
Ask whether the group must arrive together.
Plan licensed transport home before the night begins.
Large all-male stag groups should contact premium clubs before buying separate tickets. Hen groups should also check matching outfits and accessories. A reservation does not excuse intoxication, aggressive behaviour or ignoring the dress code.
Arrange local transport
Map every booking from the accommodation at the correct time of day. A 15-minute journey in light traffic may take longer on a summer evening.
List every journey that cannot be walked safely.
Decide which trips require a minibus.
Decide which can use several taxis.
Give every driver the exact address and map pin.
Confirm whether activity transport is included.
Check late-night pickup arrangements.
Add transport to the shared budget.
Do not assume a group can rely on one ride-hailing account. Keep contact details for licensed alternatives and make sure more than one guest has mobile data.
Around 6 to 8 weeks before the trip
Confirm the group and collect balances
Reconfirm every guest.
Check the final name list against flights and bookings.
Collect outstanding payments before supplier deadlines.
Tell suppliers about number changes.
Confirm room and bed allocations.
Submit passenger details where required.
Send dietary, medical, mobility and accessibility information privately.
Check whether the price per person has changed.
Confirm optional activities separately from group-wide costs.
Do not promise a cancelling guest a refund until every supplier's terms have been checked. A fixed transfer or villa price may simply be divided between fewer people.
Check travel insurance and healthcare
Every guest should arrange insurance that covers the destination and planned activities. UK travellers should also check eligibility for a GHIC or EHIC. These cards can help with medically necessary state healthcare in Spain, but they do not replace travel insurance or cover every possible cost. Current guidance is available through the UK government's health advice for Spain.
Buy suitable travel insurance.
Declare relevant medical conditions correctly.
Check activity cover.
Apply for or check the expiry of a GHIC or EHIC where eligible.
Confirm rules for prescribed medication.
Arrange enough medicine for the trip.
Save the insurer's emergency-assistance details.
Two weeks before the trip
Build one clear itinerary
The final itinerary should fit on one screen or page. Do not send a new essay every time a booking changes.
Include:
Flight numbers and arrival groups.
Airport pickup instructions.
Accommodation address and check-in contact.
Room allocation.
Booking times and locations.
Clothing or ID requirements.
Lead guest for each reservation.
Remaining payments.
Emergency and insurance details.
Return pickup and flight information.
Add breathing room. Getting 14 people showered and out of a villa takes longer than most itineraries allow.
Give the group a practical packing list
Passport and required travel documents.
Travel-insurance information.
Driving licence where needed.
Bank card and a second payment method.
Medication.
Phone charger and portable battery.
Sunscreen, hat and reusable water bottle.
Swimwear and suitable footwear.
Activity clothing that can get wet or dirty.
Restaurant and nightclub clothing.
Any agreed decorations that the property and venues permit.
Check airline baggage rules before dividing shared items between cases. Decorations, liquids and sports equipment can create avoidable airport problems.
Agree simple group rules
This does not need to feel formal. A few clear expectations protect the organiser and the group.
Nobody leaves alone without telling someone.
Drinks are kept in sight.
Only licensed transport is used.
Accommodation noise and visitor rules are followed.
Nobody pressures another guest to drink or join an activity.
The lead guest is told immediately about damage or a serious problem.
At least one person in each smaller group has the address and mobile data.
The final 48 hours
Check all flights for schedule changes.
Confirm the airport transfer and meeting point.
Check the latest weather forecast.
Ask outdoor providers whether anything has changed.
Reconfirm accommodation check-in.
Reconfirm the main activity, dinner and nightlife booking.
Check every guest has a valid passport.
Check everyone has completed airline check-in where available.
Download boarding passes and confirmations.
Share the final itinerary and stop making unnecessary changes.
Charge phones and portable batteries.
Save 112, the emergency number used in Spain and across the EU.
If a provider changes the plan, send one clear update stating what has changed, what has not and whether any payment is affected.
On arrival
Count people and luggage before leaving the airport.
Tell the driver immediately if anything is missing.
Check the group into the property according to its rules.
Photograph or report existing damage where appropriate.
Confirm checkout instructions.
Show everybody the accommodation pin and entrance.
Identify a secure place for passports and valuables.
Buy water and basic supplies before the first night out.
Spanish accommodation providers may need to register guests' identity details. Do not leave a passport at reception to collect later; wait while the details are recorded.
During the weekend
Keep the booking lead sober enough to handle each timed reservation.
Count the group before transfers depart.
Carry the required identification.
Follow beach flags and activity safety instructions.
Keep water available, especially in summer.
Do not mix heavy drinking with driving or demanding activities.
Tell venues promptly if the group will be late.
Keep receipts for shared spending.
Report lost property, theft, injury or damage promptly.
Current travel advice warns that street drinking is illegal in some parts of Spain and may result in a fine. It also advises travellers to take care around balconies, watch their drinks and avoid splitting up without telling friends. Use the current safety and security advice for Spain before departure.
The journey home
The return trip needs almost as much organisation as arrival. Guests will be tired, luggage may have increased and checkout may be hours before the flight.
Confirm the driver and pickup time the day before.
Allow for traffic and airport queues.
Check the property for passports, chargers and medication.
Count all luggage before leaving.
Follow the checkout and key-return instructions.
Photograph the property if required by the booking terms.
Keep the group together until airport check-in is complete.
Do not pack essential documents in checked luggage.
If guests have different flights, write down who is leaving in each transfer rather than relying on memory after the final night.
Hen-party checks that are easy to miss
These will not apply to every hen group, but they are worth asking early:
Does the plan suit different ages and mobility levels?
Does anybody need pregnancy-related adjustments or activity exclusions?
Is there enough space and time for everybody to get ready?
Are hair, make-up or other suppliers allowed into the accommodation?
Are decorations accepted by the property and restaurants?
Will heels or dressy outfits work with the planned walking and transport?
Is there a comfortable alternative for guests skipping the boat or nightclub?
Has the bride approved the main activity, even if other details are a surprise?
Stag-party checks that are easy to miss
These points matter particularly when the weekend includes physical activities, driving or premium nightlife:
Does every driver have the correct full licence and accepted ID?
Has the group been told honestly about heat, bruising, heights or fitness demands?
Does the activity have a strict alcohol or sobriety policy?
Have large all-male group-entry conditions been confirmed with the club?
Are football or sporting fixtures likely to change the Saturday timetable?
Is transport arranged for golf clubs or other bulky equipment?
Is there a non-physical alternative for injured or less active guests?
Does the accommodation explicitly accept stag groups?
The complete copy-and-paste checklist
Group and money
Dates agreed.
Maximum total budget agreed.
Lead organiser and backup chosen.
Paid guest list confirmed.
Shared payment record created.
Cancellation approach explained.
Travel
Passports checked.
Entry requirements checked.
Flights booked with correct names.
Baggage allowances checked.
Travel insurance arranged.
GHIC or EHIC checked where relevant.
Accommodation and transport
Group-friendly accommodation booked.
Exact location checked.
Beds and rooms allocated.
Property rules shared.
Airport transfers booked.
Local transport planned.
Return transfer confirmed.
Weekend bookings
Main activity booked.
Weather and cancellation terms saved.
Main dinner booked.
Dietary requirements submitted.
Nightlife entry conditions confirmed.
Deposits and balances paid.
Final numbers confirmed.
Final checks
One-page itinerary shared.
Addresses and map pins saved.
Identification requirements shared.
Packing list sent.
Weather checked.
Providers reconfirmed.
Phones and power banks charged.
Emergency number 112 saved.