Need tips on how to plan your trip? Read on.
My niece is planning a trip to New York City. It will be her first overseas trip so I told her I would write this step-by-step guide for her, and YOU, on how to plan your trip!
Not everyone is an experienced travel planner, it can be quite overwhelming and time-consuming. If you don’t know how to plan a trip and what the best travel websites are for booking flights, hotels, tours, and attractions, this guide is for you.
Whether you are traveling alone or planning your dream family vacation, you’ve saved up your hard-earned cash and you deserve to go away and create priceless memories, without too much stress in the trip planning process.
Down below are the steps I would take and the resources I would use to plan your trip. Hopefully, this will save you some time AND money.
How to Plan Your Trip
Table of Contents:
Click on each link below to go direct to each topic or scroll through manually.
Step 1 – Choose Your Destination
Step 2 – Book Flights
Step 3 – Book Accommodation
Step 4 – Getting Around
Step 5 – Things to See & Do
Step 6 – Places to Eat & Drink
Step 7 – Check Your Passport
Step 8 – Know the Visa Requirements
Step 9 – Get Immunizations
Step 10 – Make Copies of Important Documents
Step 11 – Phone & Internet Access
Step 12 – Accessing Your Money
Step 13 – Purchase Travel Insurance
Step 14 – Pack Smart
Step 15 – Confirm Flights
Bonus Step – Group Tours
Step 1 – Choose Your Destination
Where do you want to go?
If you don’t know where you want to go your first step is to choose a travel destination that meets your interests and budget.
The whole idea of taking a trip is to have a memorable time, to have fun and relax, and not to spend your whole vacation time worrying about money.
How much time do you have?
If you only have 1-2 weeks of vacation time per year, you don’t want to waste too much of that time traveling to and from your destination. Plan your trip accordingly.
But if you have 2-4 weeks or over a month you can look at traveling further from your home.
Who are you traveling with?
When you plan your trip, your destination choices can be affected by your traveling companions.
Will you be traveling solo, as a couple, or as a family?
Sit down with other members of your traveling group and discuss your ideas and interests. Memorable trips are those where each member of gets to experience something they love.
Don’t leave it to one person to make all the decisions. Or, maybe you could take turns in choosing a destination each year!
What kind of experiences do you like?
To have a memorable trip, choose a destination that allows you to have experiences you enjoy.
Do you like:
Relaxation or adventure?
Beaches or mountains?
Summer or winter?
Cities or countryside?
Resorts or road trips?
Festivals and culture?
Shopping or food experiences?
Luxury, mid-range, or budget?
Are you the type of person who likes to sit by the pool or on the beach all day with a book? Or would this bore you to death? By answering these questions you can narrow down your list.
When to Go?
Weather and crowds play an important role when you plan your trip. For your chosen destination, do you know when the high season and low season is?
If you are fortunate enough to be flexible in when you can take your vacation time, good for you! Avoiding peak travel periods is one of our best travel tips for saving money on travel.
For more inspiration look at all our travel destination posts on each region here.
Read more – 18 ways to save on accommodation
Step 2 – Book Flights
Once you have chosen your destination, step two on how to plan your trip is booking your flights. And learning how to find cheap flights will help you to reduce one of your biggest travel expenses.
As a traveling family, if it’s a long haul flight we prefer to get to our destination as quickly as possible, with the most amount of comfort and facilities our budget allows!
If it’s your one-and-only dream trip for the year, and you only have 1-2 weeks, I recommend you pay the little bit extra for a premium airline and fly direct too!
Searching for flights
When searching for cheap flights online we always start with Skyscanner, it’s one of our favorite booking sites.
Skyscanner is a flight comparison site that is simple to use and searches millions of flights from over a thousand airlines, and once you’ve found your flight on Skyscanner you are taken to the airline or agency to make your booking (no middlemen) or extra fees added.
Download the new Skyscanner App, which makes it easier for you to find the best travel deals. It’s an all in one flights, hotel and car hire search engine app!
Other credible flight search engines include Kayak, Hipmunk, Google Flights, and Momondo.
Read more – 21 tips on how to find cheap flights
Step 3 – Book Accommodation
Where you sleep is your other major fixed travel expense, so choosing the best accommodation for your needs at the best price will help you to keep more money in your pocket for spending on activities.
For us, traveling with kids is not always about finding the cheapest accommodation, but getting the BEST VALUE for our money! We don’t like to rough it as much as we used to pre-kids.
Depending on the length of our trip and the destination, we chop and change between accommodation styles.
As a family, when we plan a trip that’s longer than a weekend getaway we prefer to stay in apartments. They offer several benefits:
Access to a full kitchen
Separate bedrooms from the living room
You have your own laundry.
You can book a 3 or 4-bed apartment and split the costs with another family or friends.
These extra facilities on a long stay can make your trip so much more enjoyable. But if it’s a short city stay, or we’re just traveling as a couple, we’re happy to stay in a hotel.
Search Accommodation Deals
Our favorite accommodation search website is Booking.com. They have over 1 million properties worldwide in 200 countries.
Besides listing all the major hotel brands, you can find a variety of low-cost independently owned hotels that can be difficult to find elsewhere.
We find their website and interface user-friendly and the other nice features we like about the site include:
Book now, pay later at check in
Free cancellation on most rooms
24/7 customer service
Best price guarantee
On Booking.com you can search for:
Hotels
Apartments
Resorts
Guesthouses
Hostels
and much more.
AirBnB
Airbnb is another one of our favorite accommodation sites.
Airbnb are in 180 countries and you can book entire apartments and houses, or just spare bedrooms, allowing you the choice between having the place all to yourself or staying with and getting to know the owner.
Even if you never meet your host, you’ll get to feel more like a local.
We have used it as a way to get low-cost apartments and rent out people’s entire homes. If you are new to Airbnb, we have a $45 AUD credit voucher for you when you sign up here.
Related post – 18 ways to save on accommodation
Step 4 – Getting Around
What are the transportation options in your chosen travel destination?
Will you need to book a rental car or pre-purchase any transportation passes online? Is there a train or bus service? Are there taxis or Uber? Can you simply walk to most places?
For example, when you visit Sydney you need an Opal Card to get around on public transport. When you visit London you need an Oyster Card for public transportation. Are you planning to travel through Europe by train?
Research the transport for your destination and the payment options for riding. Knowing this before you arrive will save you time and stress once there.
Rental Cars
If you need a rental car, booking online in advance will almost always get you a better deal than if you just show up at the counter. And it’s easier and quicker.
The last thing you want to do after a long flight is deal with rental car companies at the airport and negotiate a deal.
The quickest way to compare rental companies is to use an aggregator site that searches all the major car brands at once and checks which supplier offers the best prices for your chosen dates and location.
We always start our search with RentalCars.com. It’s a site we have booked through several times over the years when traveling from Australia to the USA.
It has saved us time and money in the past for finding cheap rental cars and we continue to use them.
Read more – 19 ways to save money on rental cars
Step 5 – Things to See & Do
When you plan your trip you’ll want to know what the must-visit tourist attractions and top experiences are to have in your chosen destination?
As much as we like to just show up, some trip planning is a good idea especially if you are visiting a popular destination in the peak travel season.
Popular attractions like Alcatraz in San Francisco and the Sydney Harbour Bridge Climb are booked out well in advance, so don’t just show up on the day expecting to get in.
It would be a good idea to research and organize your tickets to any theme parks, zoos, and concerts etc. And many cities also have City Passes that can save you money on attractions. Research those!
Are you planning to:
Eat at a famous restaurant?
See a Broadway Show when you visit New York?
Take a scenic flight over The Grand Canyon?
Do a cooking class in Italy?
Visit Disney World in Orlando?
Plan ahead and book any necessary experiences you would like to have.
Make a list of:
Free things to do
Parks and playgrounds
Best walks
City tours
Day trips
Resources:
For ideas on things to do in your destination, use these resources:
Blogs / Google (use lots of different search terms)
Pinterest (create a board for your destination)
Tourism board websites
Ask family & friends who have been there
Facebook (put out an update asking for tips)
Twitter (hashtags)
Guide books (we use Lonely Planet Guide Books)
Instagram (hashtags)
Viator
Trip Advisor
Hotel receptionist/bellboy (once in location)
Need help choosing a tour or activity?
Viator has team of travel insiders who handpick the best local tours, attractions, and activities. And they pre-vet them all to make sure you always have an exceptional experience. Click the image below to search for things to do in your destination:
Step 6 – Places to Eat & Drink
You can learn a lot about a destination through its food and drink, and you can even plan a trip by eating your way through a destination. For some people that is their favorite thing about travel. Is that you?
When I plan my trips I love to discover new cafes, restaurants, bars and pubs when I travel. I like to try the local delicacies, the local craft beers, and coffee scene.
And as a family, it’s important we learn about the family friendly places to eat, not only from a practicality standpoint but from a budget standpoint.
Research ideas for:
Coffee shops
Cafes
Restaurants
Street food
Food trucks
Bars
Pubs
Picnic spots (supermarkets for supplies)
Famous local dishes
Resources:
Blogs / Google (use lots of different search terms)
Pinterest (create a board for your destination)
Ask family & friends who have been there
Facebook (put out an update asking for tips)
Twitter (hashtags)
Instagram (hashtags)
Trip Advisor
Hotel receptionist/bellboy (once in location)
Step 7 – Check Your Passport
If you are traveling internationally and you don’t have a passport, give yourself enough time to apply – at least 6 weeks before departure and preferably as soon as you have booked your flights and accommodation.
And if you already have a passport, what is the expiration date? Most countries require that your passport is valid for six months beyond your date of stay and it has enough empty pages for stamps/visas.
Step 8 – Know the Visa Requirements
What are the visa entry requirements for your destination? Do you even need a specific visa and how do you get it?
As Australians, we can go to many places without a visa, for example, we can enter the USA on a 90-day visa waiver program which allows us to travel to the US for stays of 90 days or less without obtaining a visa.
BUT, we do need to obtain an ESTA travel authorization prior to initiating travel to the US.
Each country and nationality will be different, and again, don’t leave this till the last minute as it could take significant time to organize.
To learn more about tourist visas for all countries and passport holders check out Project Visa – then double check with each relevant embassy’s website!
Join our Free VIP Unplugged Travel Tribe and get our Unplugged Life & Travel Toolkit to help you travl more and create better memories. Click here.
Step 9 – Get Immunizations
Are you traveling to a high-risk destination in regards to health?
Depending on where you plan your trip in a particular country, it’s important to get the right advice for any necessary vaccinations before you travel.
Your safety and health are essential, and in some instances, you can’t travel unless you have proof of having been vaccinated.
Talk to your doctor or health care professional knowledgeable about travel vaccines. Visit them at least 2 months before departure as some vaccinations need to be started six to eight weeks before departure and require more than one shot spread out over time.
And take any records you have of previous shots.
Step 10 – Make Copies of Important Documents
Sometimes important documents get misplaced, companies can lose your booking reservation or make double bookings, or there is a communication breakdown between the price you paid and the expected service.
For peace of mind, make copies of important documents such as:
Passports
Visas
Flight tickets
Itineraries
Hotel reservations
Rental car reservations
Tour bookings
Drivers licence
Credit Cards
and anything else you booked for your trip.
Print out hard copies and save your confirmation emails into a “folder” in your web-based email account. Consider leaving copies at home with a trusted person, and if traveling with a partner each carry copies.
Hard copies of certain documents are important as you won’t always have access to the internet to search email.
US immigration once lost our passports when we lived in the US whilst applying for an extension to our work visa. Luckily we had copies so we could go to the Australian Embassy in LA and get emergency passports to leave the country on time, otherwise we would have overstayed our visa!
Step 11 – Phone & Internet Access
These days almost everyone travels with at least a smart phone and other gadgets that require connection to the internet and a data plan.
As travel bloggers, we know more than most the frustration at not being able to be connected on the road. But you might just like to update your Facebook account or send emails so family and friends can follow your travels.
This is what we do when we travel overseas:
We have an unlocked phone so we can use local SIM cards.
Or, we use our phone only when we have access to free wifi.
As for our laptops, we either use the free wifi in our room, at a cafe, or we use a mobile data device such as WiWander and Tep Wireless.
Research the data plans and SIM card situation for your destination.
One thing you will need is an international travel plug adaptor like this one below by OREI so you can plug in your charger, phone, and laptop. We don’t go anywhere without one of these and it makes for a great travel gift.
Step 12 – Accessing Your Money
We all want ease and convenience when traveling, especially when it comes to accessing our money. We also want to reduce our bank and transaction fees. The more money we can keep in our own pockets, the more we have to spend on travel.
International transaction fees can be hefty when using the WRONG credit cards and checking account cards.
Considering there are people reading this from many different countries and traveling to different destinations, it is impossible for us to recommend THE BEST cards or ways for everyone to access their money.
Checking or Savings Account?
On a previous trip to Thailand, we had an issue accessing our money using our ATM card because our account with the Commonwealth Bank in Australia was a checking account. For it to work in Thailand it had to be a savings account. We did not know this at the time. Check with your specific bank regarding this. Or get one of each!
How to carry your money?
The best option is to have more than one option. When we travel we use a combination of:
Debit Cards
Credit Cards
Travel Money Cards
Cash
Debit Cards
Debit cards are a good alternative to credit cards. Not everyone has a credit card, but most have a debit card.
The other benefit is there’s no risk of overspending with a debit card because it’s your money in the account to start with, not your bank’s money.
Debit cards also come with either a MasterCard or Visa logo so you can use them everywhere MasterCard or Visa cards are accepted.
Which debit card is best for you?
That depends on what country you come from. We can’t offer advice for every nationality, but you can still apply these tips and seek a card with similar features as the cards listed below!
From Australia?
The card most highly recommended for Australian’s is the CitiBank Plus Account.
Benefits:
No ATM fees.
No monthly fees.
Fee FREE overseas ATM withdrawals.
Minimum Balance: $0
Free international money transfers from Australia to other CitiBank accounts in 25 countries.
This account operates with a Visa debit card so you can withdraw money from your account at any ATM that accepts Visa. If you find a CitiBank ATM, you can use your card free of charge.
CitiBank has an international network with over 20,000 ATMs globally.
From the USA?
USA residents should consider the Charles Schwab Checking Account.
The Charles Schwab debit card (available through their high-yield checking account) is commonly mentioned as the best travel debit card out there for both domestic or international travel.
You can use any ATM in the world and Schwab reimburses all the ATM fees at the end of each month. It seems that if there was an award for most favorite (and the least evil) bank ever it would probably win.
Benefits:
No ATM fees worldwide.
No fee for foreign currency exchange.
No monthly service fees.
No account minimum.
Unlimited reimbursement of any ATM usage. E FDIC-insured.
While you will still be charged by other ATM’s for taking out money, Schwab will reimburse you for the charges at the end of the month.
Credit Cards
You’ll almost certainly need a credit card when traveling in order to book flights, rental cars, hotels etc online. Providers require this for the security deposit, plus paying with a credit card provides some insurance and security for you.
If you have a problem with a hotel room or a tour, you can dispute the payment with Visa/MasterCard. If you pay cash, it’s gone.
Make sure your card is linked to either the PLUS, Cirrus or Maestro networks. This enables you to access cash virtually anywhere worldwide.
And it’s a good idea to carry both a Visa and a MasterCard. We also have an American Express Platinum Edge Card.
Look for a credit card that has:
No international ATM withdrawal fees.
No currency conversion fees.
No fees on cash advances.
No annual fee.
Reward points for airlines and hotels
PIN Number Tips
Get a 4 digit PIN number.
Many ATM’s abroad, particularly Europe, do not accept PIN’s longer than four digits.
If your PIN is based on letters rather than numbers, change it to numbers. Many ATM’s only have numbers on their keypads.
ATM’s often don’t have a 0 button (zero) or won’t accept PIN’s that start with 0. Go to your bank and change your pin to four digits that don’t include the number zero.
Know your PIN number by heart—never carry it around in your wallet.
Prepaid Travel Money Card
There are pros and cons to using a travel money card, and from all our research into it we figured the pros lean more towards ease, accessibility, and reduced fees.
These cards are not a credit card. You load up your own money on the card then access the local currency through international ATMs around the world.
Benefits:
Load up the card with various currencies
Lock in exchange rates before you go
Enjoy the reassurance of chip and PIN security
Use them wherever you see a Mastercard/Visa sign
It’s prepaid, so if you budget right you know what you are spending
Suspend your card and access emergency funds if it’s lost or stolen
Top up, transfer funds and monitor your balance online
What to look for in a pre-paid travel money card:
What currencies can be loaded onto the card?
Can you lock in the exchange rate?
Sign up fee – These can range from $0-$20
Reload fee – usually a commission or flat fee.
Currency conversion fees
ATM withdrawal fees.
Card cancellation fees.
Monthly fees to keep the card open
How many days required before reloading money is cleared?
As Australians, we use the Qantas Cash Travel Money Card.
For a trip that involves multiple destinations, I think prepaid travel money cards are a good option.
Notify Your Bank
Before you depart, be sure to contact your bank and credit card companies to inform them that you will be traveling, where to and when. This is to stop them putting a freeze on your card if they see unusual transactions from overseas.
Step 13 – Purchase Travel Insurance
“If you can’t afford travel insurance, then you can’t afford to travel”. It’s that simple.
Not having travel insurance is not worth the risk. Anything can, will, and sometimes goes wrong. If it does and you are not insured, you can be up for a lot of money AND inconvenience.
When you plan your trip, don’t shrug off this step!
What happens if:
You need to cancel your trip unexpectedly
A hurricane damages your destination
There is a terrorist event
You get sick or injured on your trip
Your luggage is lost or stolen
You lose your passport
Travel insurance is designed to cover unexpected medical emergencies and events such as trip cancellation, your personal effects, lost, stolen or damaged luggage by an airline, and other related losses incurred while traveling.
Which travel insurance is best for you? There are different levels of coverage depending on:
The plan
The insurance company you purchase with
The size of your deductible (excess)
Best Travel Insurance Companies
One of the best travel insurance companies we have personally used many times since 2006 is World Nomads. They are simple and flexible to use and cover residents from over 150 countries.
And World Nomads allows you to buy travel insurance online 24/7 from anywhere in the world, even if you’re already traveling (love this option!)
For Australians, besides World Nomads check out World 2 Cover (free cover for your children and grandchildren 25 and under when they are traveling with you) and Cover-More.
Americans check out IMGlobal who can separate travel and medical insurance but are mostly suited to expats living overseas. And Clements also gets frequently recommended within the travel community (especially for covering electronics). Also the big brands like AMEX and Allianz. To compare travel insurance companies, check out Insure My Trip and Squaremouth.
Read more – 15 tips for buying the best travel insurance policy
Step 14 – Pack Smart
Pack the bare minimum because you can always buy it there!
Encourage your kids to choose and pack their own clothes to minimize complaints and to teach travel skills.
Select versatile, comfortable and loose fitting clothes and neutral colors that can be worn in multiple combinations so if something gets dirty you only have to change part of the outfit.
Packing cells are a lifesaver. In each packing cell we roll up each item and arrange clothes based on type and season. And Caz loves her underwear organizer that rolls up and clips together like a little sleeping bag and sits in your suitcase neatly just like packing cells do.
With young kids, pack a change of clothes for dinner, pajamas, or what is needed during the day in case of accidents.
Top Packing Tips:
Know the weather of the destination you are visiting, which helps reduce over-packing.
When flying take a change of clothes in your carry-on just in case your checked-in luggage doesn’t arrive with you.
Know the activities you will be doing so you can pack appropriately.
Know the types of accommodation you will be staying at. If you are staying in hotels you won’t need to take things like towels, hair dryers or linen.
Pack your bags and then reduce by a third. Then do it again. You will always pack more than you need. As they say, halve your clothes and double your budget.
Charge your electronics and load up all your tablets and portable devices with things to read, play, watch.
Related Posts:
How to pack a suitcase efficiently
11 best suitcases for travel
10 best backpacks for travel
Step 15 – Confirm Flights & Check-In Online
We missed an important flight from Bangkok to Sydney once because we had it in our head that our flight departed five hours later than it actually did. Whilst we were sitting in a bar in the city the plane flew over our head.
So, the day before departure, confirm your flight times and your transport to the airport.
And check-in online! Trust me, it’s no fun running through an airport with two young kids in toe because you are late arriving for check-in. To take the stress and hassle out of this, when possible we always check-in online.
Hot Tip:
We also use Trip It – a cool app that organizes all your travel plans in one place such as flight bookings, hotels, car rentals, restaurant reservations and you can even access your itinerary offline, while in flight or to avoid roaming charges when traveling abroad.
Group Tours
Ok, after all our tips and advice above, if you’re the type of person who doesn’t like to plan your trip or travel alone, maybe a group tour is an option for you.
Check out these reputable companies:
G Adventures – offers small-group adventure tours, safaris, and expeditions. You’ll experience authentic adventures in a responsible and sustainable manner.
Intrepid Travel – another small group specialist who cater to a range of styles and budgets, so you pick the adventure that suits you best.
Trafalgar Tours – 70 years experience as a tour operator offering tours world wide for the 35 to 65 age demographic.
Insight Vacations – specialists on Europe and USA for the 35 to 65 age demographic.
Enjoy Your Trip!
That’s it. Now you have all the travel info you need to plan your trip of a lifetime.
Go away and create priceless memories and don’t forget – good conversation, patience, laughter and an adventurous spirit!
Join our Free VIP Unplugged Travel Tribe and get our Unplugged Life & Travel Toolkit to help you travl more and create better memories. Click here.
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How to Plan Your Trip – 15 Step Guide
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