How to plan a stag do – steps, budget and the best man’s checklist

Wondering how to plan a stag do? Talk to the groom, pick a date a few weeks before the wedding, draw up the guest list and agree a budget per person – and only then book the programme: something active by day, dinner or a party in the evening. Finally, sort out transport and send the group a clear plan. Below we cover each step, plus a checklist to tick off.

We’ve seen stag dos from behind the scenes since 2010 – from the best man’s first phone call to the referee’s final whistle. In our experience, things rarely go wrong because of bad ideas; far more often the cause is no plan and money not collected in time.

How to plan a stag do step by step

1. Talk to the groom

Even if it’s a surprise, you need to know what the groom wants – and what he definitely doesn’t. Ask him directly, or someone close to him, about:

• one night out in Krakow or a whole weekend
• sport and competition, or something more laid-back
• what’s off-limits – e.g. humiliating dares, strippers or strong spirits
• who he really wants there, and who he’d rather not see

Agreeing these “red lines” early saves stress for the group and the bride – and you won’t book an activity the groom wants to run away from.

2. Pick a date

A stag do usually happens a few weeks before the wedding, so the groom can recover and calmly tie up the wedding arrangements. Avoid the last weekend before the big day, let alone the day before. Send the group 2–3 dates in a poll and pick the one that suits the key guests – you’ll rarely please everyone.

Consider the season, too. Summer tempts you outdoors, but we advise against bubble football in full midday sun – in a heatwave a hall is better, and in autumn and winter you’ll go indoors anyway.

3. Draw up the guest list

The groom decides the guest list; your job is to collect contacts and confirmations. Usually that means his closest friends, brothers, future brothers-in-law and mates from his team or work. Numbers shape the programme: 10–12 people play bubble football at once, and we split bigger groups into teams for a mini tournament.

Set up a group chat – without the groom if it’s a surprise – and keep all the arrangements there. Pin the key info at the top so nobody asks for the fifth time.

4. Set the budget and collect the kitty

Before booking anything, agree an amount per person and ask the group outright if everyone’s happy with it. Traditionally the groom doesn’t pay and the others split his share – but it varies, as we explain in who usually organises and pays for the stag do.

A few rules that save friendships:

• collect deposits before you book – no deposit, no place
• keep a simple spreadsheet of payments and costs that everyone can see
• add about 10% as a buffer for surprises
• at the club, everyone buys their own drinks – so nobody pays for other people’s rounds

For actual figures for 8, 12 and 20 people, see our sample Krakow stag do budgets in three versions: basic, mid-range and VIP.

5. Plan the programme: day and evening

A good stag do has two acts. By day, something active to get the group going and create the first shared stories; in the evening, dinner with toasts, then a club, a pub crawl or a party on a boat on the Vistula or a party tram. Order matters: sport first, then drinks – never the other way round.

For the daytime, a bubble football match for your Krakow stag do works a treat. Our most popular package, With a VIP hall (€28 per person), includes the balls, the hall, a game host and referee, souvenir photos, a bottle of water each and a professional warm-up. The standard booking is one hour of balls and venue (about 45 minutes of actual play). For more ideas, see 20 stag do activities in Krakow.

Don’t overload the schedule: two or three activities plus dinner is the maximum – travel, showers and latecomers eat up the rest.

6. Book the activities, table and accommodation

Book the hardest things to get first: accommodation for anyone travelling in, the daytime activity, the restaurant and finally the club or VIP booth. For each booking, confirm in writing the date, time, numbers, what’s included, the deposit and cancellation terms. Give final numbers a few days before.

No need to ring round ten places: we answer bubble football enquiries within 24 hours, can find and book a hall, and can also help with a restaurant table, a VIP booth at a club and a boat party. You look after the lads; we handle the logistics.

7. Sort out transport

With a dozen or more people, transport needs its own plan: hotel to activity, activity to dinner and – most importantly – back at night. For a bigger group, booking transport for everyone beats hailing five taxis; we can price transfers from your hotel and back individually. One rule, no exceptions: whoever drinks doesn’t drive.

8. Send the group the plan

A few days before, send one message with everything: meeting time and place, schedule, the final payment and its deadline, your phone number and a plan B for rain or delays. Add what to bring – it’ll save you a dozen questions on the day.

What to bring on a stag do

Everyone should have:

• ID (passport or ID card) – for the hotel and the club door
• sports kit for the daytime activity: shorts or a tracksuit, a T-shirt and trainers
• clothes for the evening
• water, especially in summer
• a phone with a power bank, and a bank card

The best man also packs the booking confirmations, the guest list with phone numbers, cash for tips, accessories for the groom and a basic first-aid kit – plasters and headache tablets. Save the number of every venue on the plan in your phone, too.

The best man’s checklist – tick as you go

It’s organised by weeks before the big night – print it or paste it into your phone’s notes. Each point is one specific task.

8 weeks before:

• talk to the groom and agree the “red lines”
• choose the date and the guest list
• set the budget per person and start the group chat

6–4 weeks before:

• collect deposits
• book accommodation, the daytime activity and the restaurant
• make a rough transport plan

3–2 weeks before:

• book the club or VIP booth
• order the stag gear (T-shirts, a sash for the groom)
• collect the balance from everyone

1 week before:

• confirm all bookings and the final headcount
• message the group with the plan and what to bring
• check the forecast and prepare a plan B

On the day:

• meet up with time to spare
• check everyone’s there before each move
• keep to the schedule (and an eye on the groom)

After the event:

• settle up the kitty
• share the photos and video with the whole group

The most common stag do planning mistakes

• A party the day before the wedding. A sleep-deprived groom at the altar is a poor start to married life.
• Bookings without deposits. Anyone who hasn’t paid finds it easy to drop out – and the cost lands on you.
• Sport after drinking. Karting, a shooting range or bubble football – sober only.
• No plan for getting back. At 3 am nobody has the energy to work out who’s going with whom.
• Humiliating dares. The whole group should be laughing – the groom included.

Frequently asked questions

How far in advance should you start planning a stag do?

Ideally about two months before. That’s enough time to collect deposits and book everything before the slots go.

What can you do on a stag do if the groom doesn’t drink?

Plan a programme where alcohol isn’t the main event: bubble football, karting, an escape room, a cooking class and a good dinner. You’ll find more ideas in our article on a stag do without alcohol.

Does the best man have to organise everything himself?

No – he coordinates, but it’s worth sharing out the tasks: one person collects the money, another books the activities, a third sorts out transport. Just keep every decision in one place.

How many people should you invite to a stag do?

As many as the groom really wants there – atmosphere matters more than numbers. For an active programme, 10–12 people is ideal, because everyone then plays bubble football at once.