You can call me strange, but I love the planning phase of any trip. It’s like embarking on an exciting journey before you start your actual adventure. As I plan my trip, anticipation grows. When departure day comes, I will be beside myself with excitement. Also, I am confident that I’ve covered every detail in my planning. Of course, there are always things that can go wrong. It’s okay if plans change. I’m aware of the potential pitfalls. I’ve even considered some alternative options in case the need should arise. Booking flights and packing your bags is not enough; you need to create an experience that will be etched in your memory forever. A well-planned trip is essential for a successful and enjoyable vacation, whether it’s an extended holiday abroad or a weekend getaway.
First Thoughts about Trip Planning
1. Not everyone is a planner
That’s okay! Mark is not a planner. It’s likely because he is aware that I am. He never asks what I’m planning. He prefers that I tell him the details a few days before (or in the morning!) He loves the surprise. He appreciates that I’ve done the research and can provide the information just at the right moment. I would never do this! This is probably one of the main reasons we travel well together!
Don’t worry if you’re more like Mark and don’t have anyone to plan for you. You still need to have a basic plan to avoid getting stuck in a situation where you can’t escape. There are many resources to help.
This guide is for you, whether you’re a Mark or Andrea when it comes time to plan a trip.
2. You should not overplan your trip
Although I enjoy planning our vacations, I also understand the importance of flexibility. Sometimes things go wrong.
- Flights get cancelled.
- A country’s political climate can change instantly.
- Weather can ruin even the best laid plans.
- Unexpected events can occur.
- Someone may suggest an activity that you had never thought of.
- You may be invited to a party. We have been asked to attend weddings on several occasions.
These once-in-a lifetime experiences are not to be missed just because you planned months in advance that you would go visit an historic monument on that particular day. You might find yourself too tired to go on the guided tour you paid for and would prefer to spend a relaxing day at the beach reading a book or drinking a few cocktails.
When planning a trip, don’t forget to include some time for leisure. You should give yourself a choice of activities and restaurants, instead of committing to a specific one. Be flexible. Be flexible. Unplanned travel experiences can be some of the best memories you have.
3. Do Not Get Overwhelmed
It can be a daunting task to plan a trip, especially if it’s your first time. So much information is available. It is difficult to know where to begin. It’s easy to become overwhelmed, sidetracked or both once you start. It’s crucial to remain focused. Plan your next vacation using my step-by-step guide. It’s a guide I developed over years of travel to all corners of the globe. This works for any type or length of trip.
4. Decide how to record your plan
You will have a large document at the end of your trip planning that contains all the information needed for the trip. This includes everything from where to stay and how to get there to which foods to eat and what attractions to see. This document will be with you on your trip and you’ll refer to it frequently. It is therefore important to choose the format of your document before you start. Would you like something digital to be on your phone or tablet? You might download one of many free apps for trip planning. You may prefer to use a paper plan with notes and annotations, which you can flip through. The first step in planning a trip is to choose a notebook that suits your needs.
How to Plan a Trip Step by Step
Now we are ready to start. Take it one step at the time.
Step 1: Verify that your passport is valid
This might seem strange, but it is vital if you plan to travel outside your country of origin. Why?
- Your passport may not be valid for the full duration of your trip. Some countries require that your passport has six months validity remaining. Recently, I’ve heard of travelers who were denied entry because their passports had been issued 10 years earlier. The passport control officer noted the date of issue rather than the date of expiration, even though the expiry was over 6 months away. In the UK, for example, you can request a new passport anytime and an extra six months will be added to its validity. My passport was issued June 2015, but it doesn’t expire till January 2026. I will renew my passport before we depart in October 2024.
- There may not be enough blank pages left. Make sure you know the requirements for each country that you will visit. We used up many pages during our recent trip to thirteen African countries in seven months!
- Your passport may contain stamps from countries that are not preferred by your destination. For instance, visitors to the USA won’t be able get an eVisa after visiting Cuba within the last few years. Some Middle Eastern countries may not allow travellers with an Israeli passport stamp to enter. Your passport could be invalidated by novelty stamps issued by tourist attractions. A lady was denied boarding from Madrid to Thailand in 2020 due to a Machu Picchu stamped on her passport. Qatar Airways considered it invalid.
- You passport may be dog-eared or damaged. Certain passport authorities deny travelers access to their countries if the travel documents they have are not in good condition.
- It may take longer to get a new passport than you expect. At the moment in the UK, renewing your passport takes around 10 weeks.
- Some countries require that you present your passport and yourself at a consulate to receive a visa.
Step 2: Choose Your Destination
It’s possible that you already know where you would like to travel on your next vacation. You may have dreamed about your next trip for years and are now ready to plan it. You may not know where to go. If you’re like me, and your bucket list is so long that you have to prioritize it, then this could be the case. Your decision is influenced by factors like:
- Cost
- You have a limited amount of time.
- Season
- As we age, we are more concerned about how difficult it is to get around in your chosen destination. We plan to take the more difficult trips (South America and northern India, Stans, etc.). Before the ‘easier ones’ (Australasia Europe North America etc.).
Ask yourself some questions if you have no idea what you want to do.
- What type of experience do I want?
- Do I want to relax or am I seeking excitement? Do I want both excitement and relaxation?
- What do I prefer? A city break or beach vacations?
- Would I like to do something more adventurous, such as an overlanding trip or hiking trip?
- Do I want to travel solo, with just my partner or in a group?
- What is the best weather for my trip and when?
- What is the maximum amount I can afford to pay?
- How long would you like your trip to last?
- What should I include in my travel itinerary? Culture? Music? History? Nature? Walking? Beach? Sports? Sports? What about good food? Nightlife?
- What is my preferred mode of travel? Flights? By land? Overland? Pedal power? Onfoot? Self-drive? Train?
Search online for the type of vacation you are looking for. You may find options that you never thought of when you search with an open-minded mind. It’s a lot of fun! Choose the destination that best suits your needs and criteria.
You now have a destination to aim for and are ready to proceed to the third step.
Step 3: Research your Destination
Use Google to learn more about the destination you’ve chosen. You can find out the basics, but you should also visit independent websites like mine for more information. These sites will give you tips on places to see, food to try and other off-the-beaten path locations. You can read articles and blogs that give first-hand accounts about travels to the destinations you are going to.
Find out more about:
- Google Maps is a great way to find out where you are going. Google Maps can help you find your destination. You’d be amazed at how many people don’t know where they are when they get off the plane! You could add neighbouring countries to your itinerary. What about other cities within your chosen country?
- What is the language spoken in your country?
- What is the currency used?
- What are the passport/visa requirement?
- What’s the weather like? When is the best season to visit?
- What is the predominant religion in your country?
- Do you have any particular festivals or holidays that you would love to attend?
- How much does it cost to live in the UK?
- What specific dangers should you be aware of?
- What is the political situation today?
- What vaccinations are you required to have?
- Antimalarials: Do you require them?
- What are the must-see attractions?
- What food and drink should you try first?
Step 4: Establish Your Budget
Decide on the amount you’re willing to spend.
You will have learned about the cost-of-living in your chosen location when you researched it. Google average costs of a stay at ______________ can give you an idea of the cost you’ll need to pay in your destination.
You will need to pay for four main trip expenses, no matter where you go:
- Transport
- Accommodation
- Sightseeing
- Meals
Strive for flexibility. Don’t go overboard on your flight budget. You’ll need to save some money for the ‘unmissables’ once you reach your destination. Consider bus or train travel as an alternative to flights if you want to explore more of the country. These options are not only cheaper but also more authentic. Avoid overspending on your accommodation. It is important to find a place that you feel comfortable and clean, but it’s just a place to sleep. If you are on a tight budget, consider self-catering accommodations so that your meals can be prepared at home. You can also enjoy the vibrant markets of the locals.
Budget for travel insurance. This will vary depending on:
- Your destination (travel Insurance is more expensive when you include the USA or Caribbean in your trip).
- Your trip’s length is important.
- You should also consider the company you travel with.
- Your age
- You should disclose any pre-existing conditions.
- What kind of expensive equipment are you bringing with you?
- You should decide whether you are going to take part in risky activities, such as scuba diving and skiing.
Don’t spend all your budget. You should always leave a cushion in case the unexpected occurs.
Don’t worry too much about your budget. I know of travellers who have a daily budget, and track every penny spent while on vacation. It’s fine for some, but it is too stressful for me. We set a budget and travel until it runs out.
Step 5: Select Your Travel Dates
The next step is to decide where you want to go. Choose your travel dates according to:
- Your availability
- Seasons you prefer
- Climate of the Destination
- You may wish to attend local events and festivals. You don’t want arrive at a destination only to discover that you missed the most important event of the decade. My South America trip depends on my being in Rio de Janeiro to celebrate both my 60th and carnival! The timing of our arrival is not negotiable, even though we have six months to travel.
Be sure to check any travel restrictions or advisories before finalising your dates.