Planning the perfect vacation is exciting, daunting, filled with anticipation and the promise of new experiences. But doing your own travel planning can be super time-consuming and fraught with potholes, if you don’t know what to look out for.
I’m going to give a shout-out to travel agents here and say they are worth their weight in gold to ensure long and complicated itineraries run smoothly. But if you want to create it yourself, as I’ve done many times, here is my ultimate guide to work through the planning process.
1 Define Your Objectives:
The first step is clarifying your goals for this holiday. What is your travel style? Is it a huge family vacation that you’re tasked with organising, a romantic escape, a trip with the girls for a 50th?
Are you zipping away for some fly and flop relaxation? Do you want a splash of adventure? A full cultural immersion? Are you wanting to shop till you drop? Or maybe a combination of all of these?
Understanding your objectives will steer your decision-making process throughout the planning stages and help you whittle down your choices of which travel destination to choose. Or you may know where you’re wanting to go already, and if that’s the case, easy peasy!
2 Determine the Duration:
How long do you want to be away? One week, two weeks, a month? How much time do you have? Remember the duration needs to take into account your travel time there and back (and travelling to some places loses a day). If you’re doing a specific activity, do you need to book that in advance, and remember to add time to get to and from.
Strike a balance between maximizing your experience and allowing for adequate rest and relaxation. I usually fail on the latter and come home exhausted and ready for a vacation.
3 Set your budget:
I hate budgets, they are designed to cramp my style! However, you do need to know, within cooee, what you expect to spend on your vacation. I keep my travel budget in my mind, but a smart person would establish a realistic budget that encompasses everything including transport (flights, cruise, train, car rental), accommodation, meals, activities, public transportation (those Uber trips can mount up!) and miscellaneous expenses.
I also like to pay for my trip in small chunks so it never seems that bad. If I’m booking my own trip I pay for my flights one week, my hotels in a few more weeks – or I use a site like Hotels.com, Expedia or Booking.com and don’t have to pay for my hotel until a couple of days before I arrive.
You’ll also find some tour operators and travel agencies will let you use Afterpay or other finance plans. Alternatively, set up a little Travel Fund and squirt $40 a week in. It soon adds up!
4 Get a Great Deal:
The way to get a great travel deal is to subscribe to all sorts of mailing lists from airlines, destinations, travel agencies, hotels, etc. I go to travel trade shows where wholesale buyers from around the world meet suppliers and buy up hundreds of hotel room nights, for example, to package them up with airfares and release them later in the year. A bundle deal is a great way to ensure a bargain.
Another way is joining loyalty programs. For example, I just joined Accor Plus for NZ$299 per year and you get one free night at one of their 5,400 hotels around the world, plus 25% off all food and beverages for up to two people per time – as many times as you like. My free night has already been spent on a $330 room!
I’m also at Gold status with Air New Zealand, so are kept across any deals they run, plus get free Star Alliance Lounge access worldwide and other perks like guesting a family member or friend in too.
5 Select your Destination:
If you’re not travelling to a specific place, but open to ideas for a new destination, consider factors such as how long it takes to get there, the best time of year to travel based on what the climate will be, local attractions you really want to see, the safety of the location, and accessibility for day trips or just walking around on your own.
Whether you opt for a tropical beach getaway, an historical European location, or a massive event, choosing a dream vacation is so much fun.
5 Join social media travel groups for inside tips and advice:
I’m in Facebook groups focused on New York, Christmas Markets in Europe, Paris, New Zealand, Rarotonga. I’m heading to Nashville soon with a group, so I’ve now joined a Facebook page on all things Nashville.
They are a wealth of knowledge and other members provide instant answers to every question, like where to stay, where to get a birthday cake, best place for brunch with kids… I also read lots of local travel blogs to do a little research and find some hidden gems I might want to visit. Excellent resources if you’re on a tight budget and you can ask your own questions too.
Join Pinterest and create a Pinterest Board to inspire your bucket list!
6 Pick your dates:
You may be travelling for a specific reason and your dates are set, but if you are flexible consider things like peak season months, school holidays which would mean prices could be higher and the place more crowded. Big sports events like the Olympics in Paris, for example. Unless you are going for the Olympics, you certainly would not want to be in Paris then.
Pro tip: The best deals tend to be during the week, when travel can be a little cheaper. One way of knowing if your trip clashes with an event is if you find accommodation crazy expensive on the dates you’re looking, but the weeks either side are cheaper, and the same for airfares, etc.
7 Book Flights:
Once you’ve finalized your destination and travel dates, book your flights, cruise, rental car if you’re doing a road trip, or other modes of transport, well in advance to secure the best rates and schedules.
If you’re not using a travel agent, consider factors like layovers (are visas required?), total travel time, flight connections, and the transportation options at your destination to get to your hotel.
Pro tip: Look to fly to nearby airports. You might be able to get better deals on cheap flights, for example we flew to Washington National Airport rather than Dulles.
We flew Southwest, and that’s another tip for domestic flights within the United States, as they fly in and out of a lot of “second-tier” airports. But beware, you don’t get an allocated seat number – but you do get two pieces of free checked in luggage! Read my review with the tips you need to know about flying Southwest Airlines.
8 Book Accommodation:
Research and book your accommodation. This can be the most time-consuming part of the whole exercise, and that’s often where a travel specialist can take the guess work out for you.
Things to consider are: hotels, resorts, private rentals, glamping, or hostels. Prioritize things like location – is it within walking distance of where you’ll spend most of your time? (I use Google maps to zoom in a place to see what’s near) Amenities – rooftop bar, pool, gym, restaurant. Safety – is it located in the heart of town or miles away in a cheaper part of town? And I will always read a few of the latest reviews from previous guests.
I wrote this handy post on some nice hotels in New York for under $300 a night.
9 Plan Your Itinerary:
I wear two hats when it comes to itinerary planning, so it depends who I am on any given day. For my tours, they obviously have to be planned out well in advance so 1) people know what they paying for, and 2) you have to make bookings as you can’t just decide on where to have dinner at the last minute with 17 people, especially if you want to visit the best places.
For my own personal travels, I outline a rough itinerary with the key activities and attractions I want to visit. I’ll research local landmarks, cultural events, outdoor excursions, and dining options via other blogs and social media.
Pro tip: This is a must! Allow for spontaneity and free time. Yes, you’ll probably walk 12,000 steps in a day, but make sure you have built in at least two hours in the afternoon for a break. You can use this for people-watching, a sudden shopping spree, even a nana nap before the nighttime events kick off.
You can also save money by buying a pre-paid travel pass for access into the main sights, like CityPass or GoCity.
A good idea is to book skip-the-line tickets ahead of time. Life is too short to line up for four hours waiting to get into the Vatican Museums and Sistene Chapel!
10 Buy Travel Insurance:
When it comes to choosing which insurance provider you’ll use, review their policy coverage, terms and conditions to choose a plan that offers comprehensive protection. Remember it’s not just overseas you might want insurance for. Cancellations of flights can lead to hotel costs, tickets to events.
In Australia an ambulance call-out will cost $1000 and I’d NEVER travel on a cruise or to the US without insurance.
11 Prepare your Travel Documents:
For international travel, is your passport valid for the correct amount of time? Often it’s 6 months PAST your return date. Check visa requirements.
Even if you are transitting through an airport in one country to your final destination, visas may be required. For example, there is no such thing as “transit” through the USA. Each passenger physically goes through customs, collects their luggage and rechecks it.
For up to date information on visas required for your passport, check sites like Smart Traveller and Passport Index. (Or go through a travel agent. They may charge a booking fee for your trip, but it’ll be worth it if you inadvertently stuff up!)
Look into apps for storing your travel itineraries, and insurance policies well in advance of your departure date. We use Travefy on my tours that everyone has access to and it can be updated easily.
12 Download Travel Apps
There are a few apps I use when I travel:
Weather – I load my destinations in here at least two weeks before I travel to check out the temps and weather forecasts.
Airlines – to check for updates and delays, check in online the day before, change seats if need be.
Currency Exchange – to do a quick check before I spend!
Travefy – this is a new one that we use on my tours and each day is loaded in and can be updated daily. All info is in here for each day: accommodation, times to meet, reservations, etc.
Health App – I love to know how many steps I’ve done each day!
Nord VPN – if I want to search from my phone as a local, or change my phone location (necessary in China)
12 Now it’s time to Pack!
Create a packing list based on the climate, activities, and cultural norms of your destination. Pack versatile clothing that you can wear in layers, essential toiletries, medications, travel adapters, and any specialized gear you may need for outdoor adventures or specific activities.
Download my packing lists
I’ve created this universal downloadable packing list you can print out. It has check boxes for you to list quantities, or cross out if not needed.
For something more specific, you can download my cruise packing list.
And after spending last Christmas cruising along the Danube visiting the markets, I created this Christmas Markets Cruise packing list.
13 Currency, cash and credit cards
Take more than one payment method. I suggest taking two credit cards with you and keeping them separately in case one gets lost/stolen. Leave one with your passport back in your hotel safe. Sometimes cards will be stopped, scammed, or just lost and you need to be able to carry on with your holiday and deal with it later.
I also now use a Wise card. It has less fees, is underwritten by Visa, and accepted in 140 countries. My niece in Europe says most people are using Wise there. I have the app on my phone so can pay for things with paywave, but I also have a plastic card, which you can order. Give yourself a few weeks before departure to get it delivered. Some people have separate travel credit cards with a smaller limit just in case.
I also just draw out local currency from an ATM when I arrive in a foreign country from my debit card (do not use your credit card for cash withdrawal unless your account is in credit, as the interest charge will be hideous).
I never carry much money, but use it for tipping and coffees, etc. You can use your Wise card for this, or change currency when you get there.
Pro tip: Don’t use an ATM on the street that isn’t attached to a bank. The fees will be super high – and maybe even dodgy.
14 Notify Authorities:
Inform your banks and credit card companies of your travel plans to prevent any disruptions to your transactions while abroad. Provide trusted contacts with your itinerary and emergency contact information for peace of mind.
For New Zealanders, you can log your destinations with Safetravel.govt.nz. We had done this on our last trip and actually were in Prague at the time of the university shooting. (Safely in our hotel room).
15 Stay Informed:
Stay updated on travel advisories, local regulations, and health and safety guidelines issued by official authorities. Remain vigilant and adaptable to changes that may impact your travel plans, including weather conditions and public health concerns.
Check out the latest travel advisories if you’re planning a trip to a country that you might need to be cautious about.
And remember…
Even the best laid plans can go awry. Don’t panic. I’ve found most people in this world are kind and want to help. Keep any and all receipts to make an insurance claim if need be. Take photos if things like your accommodation is disgusting and above all, keep an open mind and choose your attitude (my life’s mantra and one which I wrote about in this little ebook entitled 20 Seconds to Fearless)!
Oh, and throw money at it. It’s only money and you need to get yourself safe and secure. Then start planning the next trip…