If planning to travel feels overwhelming, that's because it can be. I've traveled enough where I have been able to streamline my process down. Here are 8 steps on how I plan my travels. Hopefully, the list below will help you plan your next travel effectively.
1. **Destination Selection**: (OBVIOUSLY!)
- Do you want to go international or stay in your country?
From there decide how much time you can take off. Do you want to see as much as your can, take a slower pace or a combination of both? You may have two competing ideas. Unfortunately, you'll have to pick one. One isn't better than the other, and you may just need to "flip a coin". Whatever you chose, you can learn from that experience and make adjustments on your next trip.
- Consider factors like budget, season, and personal interests.
Summer is usually peak travel season, but that also depends on what you want to do and where you are going. I would like to see the Aurora Borealis, which can only possibly be seen between September - March. I would also avoid places like Japan around July and August because of the heat and humidity. For the most part, I usually travel around shoulder season. There are less tourists and prices are more manageable.
2. **Research**:
- Compare where you want to go with your budget.
This is where I actually use a spreadsheet. Sometimes my spreadsheet is more organized than others. But on my spreadsheet I also plan for multiple options. Here is a sample of my spreadsheet when I planned for Europe in 2023. I had two options. One was for a May trip and the other was for a late August/early September trip. This spreadsheet later got refined and I also had another tab for a rough cost of airfare and hotel.
Here is something I'm working on for my trip to Asia hopefully in 2025. My spreadsheet for Asia is much less organized, because I am only now forming my outline. And when I am forming my outline, I cast a wide net. So, in my spreadsheet you'll see I've also included Europe. I dream big and then narrow my parameters based on cost and time.
- Check visa or other entry requirements.
For example, beginning around May 2025 (although this date may change), the Schengen zones in Europe will start requiring European Travel Information and Authorization System (ETIAS) for American citizens. I have not read this in its entirety, but now that I know about it, it's one more step for me to research before traveling to the Schengen countries in Europe. Japan is also requiring additional entry requirements I believe also starting sometime in 2025, but I don't have confirmation yet about it.
3. **Budgeting**:
- Estimate costs for transportation, accommodation, food, activities, and souvenirs.
I rarely buy souvenirs so that's not really an issue for me. I splurge the most on airfare. My logic is if I am stuck on a plane for maybe 9-12 hours, I want to be comfortable. I would rather fly premium economy and stay in a hostel than be cramped on an airplane and book a nice hotel where I am barely in the room.
- Allocate funds accordingly and look for ways to save money.
This sort of ties into what I said above. I try to save money on lodging. I mentioned I plan to visit Asia, or specifically Japan in 2025. One way for me to save money is to stay in pod or capsule hotels. I did this in The Netherlands and it was fantastic! I read that capsule hotels started in Japan so why not experience it there. The money I save there can go towards a more comfortable flight and random splurges on food and drinks while in country.
4. **Itinerary Planning**:
- Create a rough itinerary with a list of places you want to visit.
I would say I follow through on my plans about 65-70% of the time. There are certain things I absolutely want to do. Then there are things I would like to do. Because I am usually walking, cycling or taking public transit, I sometimes discover things along the way that I didn't plan to see. So, allow flexibility for unexpected discoveries or changes.
5. **Booking**:
- Reserve flights, accommodations, and transportation in advance for better deals.
As I am starting to look at flights for my Asia trip, I am contemplating if I can transfer my credit card points to an airline partner so I can fly for free or cheap. I wrote an article on why I don't play the points game, but I may have some flexibility with my schedule in May, so part of me wants the experience of playing the points games. I'll let you know how that goes.
- Consider travel insurance for unforeseen circumstances.
On international trips, I always purchase travel insurance. The last few years I have purchased from World Nomads. I have no idea if they are good or not because I have not had to use them, but they seem to have great reviews.
6. **Packing**:
- Make a packing list based on the destination, weather, and activities planned.
Even when I traveled to Iceland in November, I only had a backpack. I packed light, but with warm clothes. I rarely bring a carry-on unless I have to. My clothes are fairly packable and I avoid bringing a lot of cotton clothes. See my article on how I pack here. And hopefully, you won't forget essentials like your passport, credit card, cash, travel documents and insurance details.
7. **Health and Safety**:
- Check if vaccinations or medications are required for the destination.
If you're visiting places like Canada, East Asia (Japan, Taiwan, South Korea), or Western Europe you shouldn't need any vaccination unless there are extenuating circumstances. But always check the CDC website regardless.
- Keep emergency contacts and important information handy.
I've made photocopies of my passport and driver's license and kept it on me when I travel internationally. When traveling internationally, write down both the phone number and email of your emergency contact.
8. **Enjoy Your Trip**:
- Stay open to new experiences and immerse yourself in the local culture.
This is so important to me. Don't keep to just the tourist hotspots or only join tour groups, unless you're somewhere that makes sense to just do that. Explore, get a little lost and allow yourself to learn something about the culture you are visiting. One thing I try to find whenever I am in a new city is to find a local bar. Some experiences have been better than others. I have almost always enjoyed the people I meet and the conversations we've had. It makes the city I am visiting much less foreign.
- Take lots of photos and make memories to cherish.
Most photos are taken digitally nowadays on our phones, so click away!
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