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Personal & family 2 signers 2 pages 21 blanks to fill in

Group Trip Cost Sharing Agreement Template

Organising a group holiday, villa or bachelor party? Get each traveller to agree the deposit, payment dates, shared costs and the drop-out rules before you book.

Use This Template — Free See the Agreement Signers don’t need an account
Group trip cost sharing agreement
The blanks in brackets are what you fill in. VergeHR adds each signer’s signature and date boxes.
Group trip cost sharing agreement — page 1 of 2
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Group trip cost sharing agreement — page 2 of 2
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Use This Template Fill in the blanks, name who signs, and send — from VergeHR eSignature.

What is a group trip cost sharing agreement?

A group trip cost sharing agreement is a simple contract between the person organising a group trip and each traveller. The organiser usually pays large, often non-refundable bookings, like a villa, a boat or car hire, on trust. If someone drops out late or never pays their balance, the organiser or the rest of the group is left covering it. A short agreement signed before booking makes the deal clear to everyone.

This template covers the trip, dates and group size, the shared costs the organiser books, what each traveller pays for themselves, the estimated share per person and how it is split, the deposit and balance dates, how to pay, who books what, missed payments, the organiser's role and record-keeping, dropping out and replacements, cancellation of the whole trip, travel insurance and passports, damage, and settling up after the trip. Send one copy to each traveller, or add them all as signers.

Best for
Group holidays, villa and cabin rentals, bachelor/bachelorette and hen/stag trips, ski trips, festivals
Signed by
The organiser and each traveller
Drop-outs
Non-refundable deposit, refunds only with a replacement, or refunds less unrecoverable costs
Length
About 2 pages

When to Use a group trip cost sharing agreement

  • Booking a villa or large holiday home for a group of friends
  • Organising a bachelor, bachelorette, stag or hen weekend
  • A family reunion where one relative books the accommodation
  • A ski trip or festival where the organiser pays for chalets or tickets up front
  • A sports club or society tour with shared transport and accommodation

What You Fill In

21 blanks, then the name and email of each person who signs: organiser, traveller.

1 The trip

  • Organiser's full name*
  • Traveller's full name*
  • Trip*
  • Destination*
  • Departure date*
  • Return date*
  • Number of travellers sharing costs*

2 Costs

  • Shared costs*
  • Each traveller pays for their own*
  • Currency*
  • Estimated share per traveller*
  • Shared costs are split* equally among everyone travelling · by room, as set out under "Bookings and rooms"

3 Payments

  • Deposit*
  • Deposit due by*
  • Balance due by*
  • How to pay*
  • Bookings and rooms

4 Changes

  • If the traveller drops out* The deposit is non-refundable. Later payments are refunded only if a replacement takes the place or the Organiser can recover the money · Payments are refunded only if a replacement takes the place or the Organiser can recover the money · Payments are refunded, less any costs the Organiser cannot recover
  • Travel insurance* strongly recommended · required
  • Settle up within (days after the trip)*
  • Governing law (optional)

5 Who signs

  • Organiser signature and date · The person booking and collecting money for the group.
  • Traveller signature and date · Send one copy to each traveller, or add the others as extra signers in the editor.

What the group trip cost sharing agreement Covers

  1. What is shared
  2. The Traveller's share
  3. Payments
  4. The Organiser's role
  5. If the Traveller drops out
  6. If the trip is changed or cancelled
  7. During the trip and settling up
  8. General

Using the group trip cost sharing agreement, step by step

1 Describe the trip

Enter the trip name, destination, dates and how many travellers are sharing the costs. List the shared costs you'll book, such as the villa, cleaning fee, car hire and transfers. List what each traveller pays for themselves, such as flights, insurance, meals and activities.

2 Set the money and dates

Enter the estimated share per traveller and choose whether costs are split equally or by room. Set the deposit and its due date, the balance due date and how to pay. The agreement says the final share follows the actual costs, and that you'll warn the group of any change over 10%.

3 Choose the drop-out rule

Pick what happens if a traveller drops out: a non-refundable deposit with later payments refunded only if a replacement takes the place or the money can be recovered, refunds only with a replacement or recovery, or refunds less costs you can't recover. Choose whether travel insurance is required or strongly recommended.

4 Send to each traveller

Add the traveller as a signer and send. Repeat for each traveller, or add them all as extra signers in the editor. Book once the deposits are in. You'll have a signed record of what everyone agreed.

Tips Before You Send It

  • Collect deposits before you book anything non-refundable, and set the balance date a week or two before your own payment to the supplier is due.
  • Share the booking confirmations and cancellation terms with the group. The agreement promises you will.
  • Encourage travel insurance with cancellation cover. It is often the only way a traveller gets their money back if illness stops them going.
  • Use a shared spreadsheet or payment app to track who has paid. The agreement asks the organiser to keep this record.
  • Settle up within the days you set after the trip, while receipts are fresh.

Sign It Online In Minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Use the group trip cost sharing agreement Template — It’s Free

Group trip cost sharing agreement: frequently asked questions

What happens if someone drops out?

It depends on the rule you choose. The traveller always tells you in writing and can suggest a replacement the group accepts. Depending on your choice, the deposit is kept and later payments come back only with a replacement or a recovered refund, or refunds are made less costs you can't recover.

Is the organiser responsible if the villa or airline cancels?

Not under this agreement. It says the organiser is a group member, not a travel agent, and isn't responsible for suppliers' failures. The organiser passes on any refunds or compensation, and costs that can't be recovered are shared across the group.

Do all travellers sign one document?

The template has an organiser and one traveller, so you can send one copy to each traveller and see who has signed. If you prefer a single document, add the other travellers as signers in the eSignature editor before sending.

Is a group trip agreement signed online valid?

Electronic signatures are generally valid for ordinary agreements like this in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. VergeHR keeps an audit trail and a Certificate of Completion with the signed PDF as a record of who signed and when.

Is this template free?

Yes. The template is free to use with the eSignature app in VergeHR, and the people you send it to don't need a VergeHR login to sign.

Use This Template — Free