Imagine: You’re browsing vacation shots on social media and welled up with wanderlust. You want to check your bags and jet off to some fabulous place. But then comes the reality check — where do you even begin? Trip planning can be intimidating if you haven’t done it before. The good news? With the right approach, it’s possible for anyone to plan a trip that runs smoothly from beginning to end.
Whether you’ve got your sights set on a beach escape, a mountain adventure or discovering a new city, smart planning is the key to making all of your vacation daydreams come true. This guide will cover every step along the way of planning your trip: from choosing a destination to how to take advantage of your time away. And by the time you finish, you’ll be equipped to plan like a seasoned traveler.
Picking Your Perfect Destination
The first step in organizing any trip is figuring out where you’d like to go. This is something that may seem simple, but is definitely one of the more important decisions you will make. Everything else will follow from where you decide to go.
What Kind of Trip Do You Want?
Begin by reflecting upon the kind of vacation you seek. Do you want to lounge on a beach with a book? Are you hungering for adventure activities like hiking or zip-lining? Or perhaps you’d like to be immersed in a different culture and sample local cuisine. Your response will help to further limit your choices.
Consider if you like warm or cold temperatures, busy cities or quiet outdoor spaces and whether you want to remain in one place for the summer or explore several destinations. Also think about who’s traveling with you — a romantic escape is very different from a family vacation including kids.
Research and Compare Options
When you have defined the kind of trip you wish to take, begin exploring potential destinations. Check out travel blogs, watch YouTube videos and scan Instagram for inspiration. Check reviews on travel sites such as TripAdvisor to find genuine, unadulterated recommendations from real travelers.
Compile a list of three to five destinations you’re interested in and compare them across:
- Cost of flights and accommodation
- Weather during your travel dates
- Safety and travel advisories
- Visa requirements
- Activities and attractions available
- Language barriers
Check Your Budget Reality
Be truthful about what you can afford. Some places provide incredible value for money, while others will leave you counting your pennies. Find out what the average costs per day are for things like accommodation, food and drink, travel and activities. This will help ensure you select a destination that’s within your budget and won’t have you stressed out later.
Setting Your Travel Dates
The timing can be the difference between a good and great vacation. The right dates may save you money, spare you from crowds, and ensure better weather.
Consider Peak vs. Off-Peak Seasons
There are high and low seasons in every destination. High season typically features the best weather, but also higher prices and larger crowds. Off-peak season has bargains to be had and less crowds, but you could also get unpredictable weather or run into some things being closed.
Some of the most even keeled can be found in shoulder season — that time that falls between peak and off-peak. You’ll find decent weather, reasonable prices and moderate crowds.
Work Around Your Schedule
Consider your work or school calendar and when you would be able to get time off. Think about a long weekend with strategically placed vacation days that allows you to take off the most amount of time without using all your days off. For example, if you take the Friday off before a Monday holiday, that can become a four-day weekend.
And consider how much time you have. A city break may only require three to four days, and an international vacation should generally take at least a week in order to make a long flight worth it.
Creating Your Travel Budget
Money matters are crucial. Without a budget, you can easily overspend and make less-than-sound decisions throughout the planning process.
Break Down All Your Costs
Start a spreadsheet or use a budgeting app to note every category of expense:
| Expense Category | Estimated Cost | Actual Cost |
|---|---|---|
| Round-trip flights | $XXX | $XXX |
| Property/hotel (per night × nights) | $XXX | $XXX |
| Transport (between cities and local) | $XXX | $XXX |
| Food and drink | $XXX | $XXX |
| Activities/sightseeing/tours | $XXX | $XXX |
| Shopping/souvenirs | $XXX | $XXX |
| Travel insurance | $XXX | $XXX |
| Emergency fund | $XXX | $XXX |
| Total Budget | $XXX | $XXX |
Find Ways to Save Money
Sniff out flight specials by being flexible with your dates and using comparison sites like Google Flights, Skyscanner or Kayak. Establish price alerts to snag drops.
For lodging, think beyond hotels to the sharing economy with Airbnb, hostels or vacation rentals. As general practice, booking directly with hotels will often get you better rates than third-party booking sites.
Save on your food bill by supplementing restaurant meals with what you buy at the grocery store. Having breakfast at your place of stay and picnicking for lunch can reduce expenses drastically, while still getting to eat local food for dinner.
Build in Breathing Room
Be sure to include a 10-15% buffer above your budget for any of those curveballs! You’ll thank yourself when you come across a great activity you hadn’t planned for or in the case of an emergency.
Booking Flights and Transportation
There’s also getting there and moving around. With some savvy booking strategies, you can save hundreds of dollars.
Finding the Best Flight Deals
Begin searching for flights at least two to three months before your trip within North America, and three to six months ahead of time when traveling outside of this general area. Prices tend to go up as you approach departure dates.
Use incognito mode when you search to prevent prices from being manipulated based on your browsing history. Before you book, search multiple sites and remember to check the airline’s own website — sometimes they have special offers.
If you can, work with flexible departure and return dates. Flying on a Tuesday or Wednesday is generally less expensive than on weekends. Planes going in the dead of night, on layovers or with lengthy delays are significantly cheaper than those matching conventional commutes.
Planning Local Transportation
Look up how you’ll get from the airport to where you’re staying. Potential options include airport shuttles, public transit, rideshare apps like Uber or Lyft and rental cars. Prebook your airport transfer if you can – one less thing to think about after a long flight.
For transportation within your destination, look into public transit systems. Also, most cities have tourist passes that allow unlimited access to buses, trains and the subway for a certain number of days. These tend to save money from individual tickets.
Determine whether you need to rent a car. It’s ideal in rural areas and on road trips, but it can be a headache in congested cities with scarce parking and heavy traffic.
Finding the Right Accommodation
Accommodation plays a huge role in your holiday – and your budget. But choose carefully according to your priorities.
Types of Accommodation to Consider
Hotels provide a measure of convenience, in-room cleaning each day and amenities such as pools and gyms. They can be good if you prefer a more traditional experience with in-person support.
Vacation rentals (Airbnb, VRBO) offer more space and kitchens which are great for families or longer stays. They have more of a local sensibility.
Hostels are cheap and social, making them great for solo travelers or those looking to meet other travelers. Now many of them have private rooms in addition to dorm beds.
Boutique hotels and guesthouses offer a personalized touch, with hands-on local hosts who can share inside tips.
Put Your Stay in the Right Place
It costs more to stay in the city center, but you save time and money on transportation. Value can be found at small remove from the central area, though keep in mind commutes and costs.
Check accommodation on Google Maps. See what’s around – restaurants, attractions, public transportation. Read recent reviews that specifically mention the neighborhood to make sure it is safe and convenient.
Booking Strategy
If they are available, book refundable rates, even if they cost a little more. You can always change your plans, and the flexibility is worth doing it. Check cancellation rules before you commit.
Contact the property directly once you have booked online. Make it known who you are and ask where the locals hang out. Some hosts offer incentives — free breakfast or airport pickup, for example — to guests who make contact.
Building Your Day-by-Day Itinerary
A great itinerary keeps you organized but not so married to a schedule that you can’t be spontaneous.
Research Must-See Attractions
Create a consolidated list of everything you want to see and do. Add major tourist attractions, restaurants you would like to try out, neighborhoods to explore and any specific experiences that are unique to the places where you are going.
Read recent reviews and verify opening hours because it is subject to change. Remember what requires advance reservation or admission – some of the most popular attractions book up weeks in advance.
Organize by Geography and Timing
Plan themes by location to cut down on travel between locations. You don’t want to be crisscrossing the city a few times a day.
Create a rough schedule:
- Morning: Beat the crowds in big-ticket attractions by starting early
- Noon: After lunch break, you may want to go back to your accommodation for the middle of day when it’s the hottest
- Afternoon: Keep exploring or participate in activities
- Evening: Dinner and entertainment in the evening or a stroll around the area
Resist overpacking for each day. A good rule of thumb is three to four big activities per day, with buffer time between them.
Leave Room for Flexibility
Schedule about 70% of your day, and leave the other 30% unscheduled. This leaves the door open for spontaneous discoveries, extra time at places you adore or just resting when you’re feeling tired. But overplanning is a quick way to turn your vacation into a dull, long checklist.
Allow yourself a full day — with absolutely no plans — to rest/recover before heading home if it’s on the longer side. Then use it for a return visit to a favorite spot, a day trip or simply as time off.
Taking Care of Important Documents
Few things can ruin a trip like realizing you cannot board your flight because your passport has expired.
Passport and Visa Requirements
Look at the expiration date on your passport. A number of countries require that your passport be valid for at least six months past your travel dates. If yours does not, it is time to renew it now: It can take several weeks for the new one to arrive.
Find out about visa requirements for your destination. Some nations allow visa-free or visa-on-arrival entry to certain nationalities while some require overseas application. Go to legitimate government websites for the correct information.
Copy (on paper and digitally) your passport, visa and other important documents. Email them to yourself and maintain copies separate from the originals.
Travel Insurance Worth Considering
Travel insurance protects against trip cancellations, health emergencies, lost luggage and more. You would particularly want it for expensive international travel or if you have pre-existing health conditions.
Compare plans — and read what’s covered carefully. A simple coverage that is not so costly but provides good peace of mind. For more travel tips and flight deals, visit Call to Flights.
Health Preparations
Determine if your destination requires certain vaccinations. Go to a travel health clinic at least four to six weeks before your trip, as some vaccines need to be administered in multiple doses over time.
If you take prescription medications, you should carry enough for your entire trip, as well a few days’ worth extra. Store them in their original containers with labels. Bring a note from your physician listing what you are taking, especially if those drugs are controlled substances.
Packing Smart, Not Heavy
Packing is an art. The dream, after all, is to avoid having to schlep around a bulky suitcase.
Create a Packing List
Begin your list two weeks before you leave, and continue adding things as they come to mind. Divide it into categories:
- Clothing
- Toiletries
- Electronics and chargers
- Documents and money
- Medications
- Entertainment for travel days
Do a final check of the forecast several days before you leave to narrow down your clothing selections.
The Rolling vs. Folding Debate
Rolling can save space and prevent wrinkles for most clothing. Fold items with structure like a blazer or dress shirt. Packing cubes can help categorize things and compress clothing items.
Put the heavier things at the bottom of your suitcase (near the wheels) and fill up from there with lighter stuff. Place socks and underwear into your shoes to maximize space.
What to Carry On
Never put valuables, prescription medication, essential documents or 1 set of clothing in checked baggage. If your luggage gets lost or delayed, you will have the basics on hand.
Carry an empty water bottle to fill after security, snacks, entertainment (book, tablet, headphones) and a small toiletry bag of travel-size items for long flights.
Money Matters While Traveling
Your safety and wallet are both impacted by how you handle money when traveling abroad.
Inform Bank and Credit Card Companies
Before you leave to travel internationally, call your bank and credit card companies. Apprise them of where you are going and when to avoid having them red-flag your transactions as fraudulent and freezing your accounts.
Ask about foreign transaction fees. Some cards have a 3 percent fee on all international purchases, and it doesn’t take long to make that add up. Think, for example, about signing up for a travel-friendly credit card that doesn’t charge foreign fees and offers travel rewards.
Carry Multiple Payment Methods
The minimum is at least two credit cards and a debit card, with the cards stored in separate places. Carry a pocketful of local currency for your first day or so (for cabs, tips and an occasional purchase), but don’t change big sums at airport kiosks — their rates are awful.
ATMs tend to provide the most favorable exchange rates. Take out larger sums more seldomly to reduce ATM fees, but don’t carry around too much cash.
Using Money Apps
Apps such as Wise (formerly TransferWise) or Revolut give great exchange rates for spending abroad. Those are the cards to load money onto before your trip; you can use their debit card internationally with very little fees.
Staying Connected on the Road
The availability of communication and internet is a travel essential for the 21st century.
International Phone Plans
Check with your phone carrier about international options. Some have inexpensive day passes or add-on packages for data, calls and texts overseas.
For longer trips or frequent travelers, you might want to consider an international SIM card or eSIM service. These networks can offer data at a less expensive price than your carrier’s roaming plans.
Wi-Fi Strategy
Free Wi-Fi is available in most hotels, cafes and restaurants. Save offline maps and critical documents before you leave the house. Google Maps has an option to download the offline areas.
Never use public Wi-Fi for anything even remotely private (banking, login passwords). Free public networks are convenient but they aren’t secure.
Final Week Checklist
In the week before you leave, wrap up these loose ends:
- Verify your schedule for any arrangements you’ve prepaid (flights, accommodations and tours)
- Check in for flights up to 24 hours before the scheduled departure time
- Set up pet care, plant watering, and mail pickup (as needed)
- Empty your refrigerator of perishables
- Charge all electronic devices
- Download movies, offline maps and translation apps
- Pack & weigh your bags to avoid airline fees
- Add work email auto-replies
- Verify which documents you need and all copies
The night before, put your passport, tickets, wallet and keys somewhere that you cannot forget them. Sleep well – travel days are always tiring.
Making the Most of Your Trip
And then when you get there, don’t forget you planned this trip because you wanted to have a good time.
Start Slow
Do not overpack your first day with activities. Jet lag and travel weariness are actual things. Grab your hotel, orient yourself, enjoy a good meal and rest. The next day you will feel more energy.
Embrace the Local Culture
Taste local food, no matter how weird it appears. Strike up a conversation with locals and ask for advice. So get lost off the main tourist thoroughfares and you will find gold. Obey custom, dress code and manners as dictated here.
Document Your Memories
Take pictures and videos, but don’t live the whole thing through a phone screen. Just be here now and enjoy whatever sights there are to see.
Carry a tiny travel journal with you, or record funny moments and notes on your phone. The specifics dissolve easily; they are also the best stories later.
Stay Flexible
When things don’t go as planned (and they won’t), just roll with it. Missed trains, closed attractions and surprise bad weather are all part of the experience. The best travel memories are often associated with unexpected things.
Frequently Asked Questions
How far ahead should I plan my trip?
For trips within the country, begin planning two or three months in advance. Start four to six months before your international departure date, especially if you need visas or any vaccinations. In-demand destinations during the busiest season will need to be secured even further in advance for rates and flights.
The best way to steer clear of tourist traps?
Search beyond the first page of Google. Consult locals for recommendations, eat where you see local people eating, and wander through neighborhoods beyond the reach of larger attractions. Read recent reviews of other travelers who share your interests, being wary if there are too many obvious tourists to a place.
Should I swap money before I leave, or wait until I get there?
Bring enough local currency to get by your first day, then head to ATMs in your destination for better exchange rates. Do not change money at airport exchange counters, which usually offer the worst rates and highest fees.
What can I do to stay safe when I travel alone?
Let someone at home know your itinerary and check in frequently. Choose accommodations that have received good reviews in safe neighborhoods. Conceal valuables and pay attention to your surroundings. Use your intuition – if something doesn’t feel right, get out. Familiarize yourself with popular scams at your destination and learn the number for local emergency services.
What to do when you’ve lost your passport abroad?
Get in touch with your country’s embassy or consulate as soon as you can. File a police report to have on record. Keep photocopies of your passport and digital copies as this will facilitate the replacement procedure. This is why you should always make copies before leaving home.
Ways to cut costs on the road without scrimping experiences?
Concentrate your budget on what you really care about. If you value food, dine well and stay in cheap places. Take free walking tours, free-entry days for attractions and museums, and use public transportation. Cook some of the meals if you have access to a kitchen. Book activities directly, rather than through hotel concierges who may be on the take.
Is travel insurance really necessary?
Travel insurance is absolutely worth it for international trips, for trips that are expensive or if you have underlying health conditions. It covers you against financial loss in case something goes wrong — cancellations, medical emergencies, lost luggage and other troubles. It’s also usually a fairly small expense in relation to the cost of your entire trip.
What is the best way to pack in order to maximize space?
Use packing cubes and roll your clothes instead of folding them. Put on the bulkiest things (jacket, boots) to board. Bring clothing that you can mix and match. Bring travel-sized bottles of toiletries or purchase them at your destination. You could use compression bags for big items like jackets.
Your Adventure Awaits
Planning a trip piece by piece doesn’t need to be stressful or even all that time-consuming. By taking everything one step at a time, you can craft an amazing travel experience that meets all your needs without breaking your budget or making you miserable along the way. The trick is to start early, stay organized and do your homework.
Perfect planning is not knowing exactly where every minute of your trip will take you. It’s not about planning down to the smallest detail, but rather preparing yourself so that you can eventually relax and enjoy the ride, deal calmly with surprises along the way and get the most out of your time away. And some of the best travel moments are ones that you couldn’t have planned for; they’re the ones that come when you’re open to new experiences.
Even the most experienced traveler was once a novice. With each trip you organize, you will become better at the process and what works best for you. Fear of making mistakes shouldn’t be keeping you from booking that flight. The world is your oyster and now you can map out your adventure like a pro.
So pick a spot, begin your research and take the leap into it. Your next great adventure is just a plan away. Safe travels!
