A practical guide for imams and masjid boards: plan a community Umrah trip, choose dates, handle sign-ups and payments, and pick the right agency.
A community Umrah can be one of the most meaningful things a masjid does together. It can also become a heavy load for whoever volunteers to run it. This guide shows imams, board members and community leaders how to organize a trip so that everyone, including the organizers, can focus on worship.
1. Decide what kind of trip it is
- Who is it for? Families, sisters, youth, seniors, or everyone? This decides your hotels, pace and dates.
- Who leads it? Your imam or scholar leading the group is the main reason people join a masjid trip over a general one. Confirm their availability first.
- How many people? Ask for simple interest first, using a short form after Jumu'ah. Interest is not the same as commitment, so plan for fewer final sign-ups than names on the list.
2. Choose dates early
School breaks suit families, while Ramadan suits those who can travel in peak season, and needs the most lead time. Avoid dates close to the end of the Umrah season, because Saudi Arabia pauses Umrah visas ahead of Hajj. For Ramadan 2027 timing, see our Ramadan planning guide.
3. Work with one agency, and get it in writing
Choosing the agency is the biggest decision you will make. People are trusting your masjid's name, so ask for:
- The exact hotels, the dates, and the real distance from the Haram.
- Flight details, ground transport and the train or bus between Makkah and Madinah.
- Everything that is included and not included, payment dates, and a written cancellation and refund policy.
- A named person on the ground in Saudi Arabia, and how to reach them at any hour.
Our guide on how to choose an Umrah agency has the full list, including the red flags to watch for.
4. Keep the money away from the masjid
This protects everyone. Where possible, have each traveler pay the agency directly and receive their own contract and receipt. If the masjid collects anything, keep it in a clearly recorded account, have two people handle it, and publish the rules up front.
5. Handle documents as a team
- Collect passport copies and check expiration dates at sign-up.
- Set a firm final date for passports and payments. Visas and hotels depend on it.
- Make a rooming list early, and include who can share with whom.
- Ask privately about health and mobility needs.
- Share vaccine requirements and a clear checklist with every traveler.
6. Prepare the group before you leave
- Hold one or two pre-trip classes on the steps of Umrah, the etiquette of Madinah, and the Ihram rules.
- Create one WhatsApp group for announcements only.
- Assign small groups with a responsible adult for every five to ten people, especially for seniors and first-timers.
- Share emergency contacts and hotel addresses on a printed card.
What Amana Travel does for masjid groups
We organize the trip under your masjid's name with your imam or scholar leading the group. Our Brooklyn team handles flights, hotels, ground transport, guidance and visa application support, so your leaders can focus on the community. Saudi authorities make every visa decision, and we tell you the requirements up front.
FAQ
It depends on the dates and hotels. Tell us your rough number, even if it's small, and we'll tell you what is possible.
Yes. A masjid trip works best when your own scholar leads it. Ask us how we arrange this for your group.
Several months ahead for most dates, and as early as possible for Ramadan.
Plan your masjid's Umrah
Amana Travel has served pilgrims from our Brooklyn office at 507 68th St since 2005. We are IATA/ARC accredited and an authorized EgyptAir agent, and our team speaks Arabic and English.
Message us for this season's packages, or call (718) 491-6456.