As someone who has traveled to over 30 countries, I often get asked, how do you even begin planning a trip?! I still remember planning my first week-long international trip, a cruise, and trying to keep track of everything! So, instead of stressing over your trip, here’s my travel planning checklist.
In this post, we’ll talk about how to plan a trip from start to finish to ensure everything goes well on your trip! Plus, this travel planning checklist is available as a PDF for free for anyone who subscribes and wants to keep track of things ongoing.
Table of Contents
Step 1: Research and Choose a Destination
Before you click book, research where you’re hoping to take a trip. Check on things like visa requirements, average costs, and things to do there. Just because something is gorgeous on Instagram doesn’t mean it will fit your travel vibe.
My favorite way to research for things to do in a destination is by using travel blogs (like mine!) and Pinterest. TikTok and Instagram can be good as well, but I often find the same five things being recommended over and over on Instagram so I tend to avoid it as my main source of trip planning. I’m on all of these platforms as a creator and promise there are good creators out there, though, too!
For example, if you want an island adventure, Anguilla might not be the best option. It’s known for quiet beaches and resorts so it might not fit your vibe. On the other hand, Saint Martin, which is close by, has tons to do and you could fly there for much cheaper!
Also, consider the time of year you want to go and the weather for the destination before deciding. For example, San Diego is warm year-round, but May and June are known for being gloomy. So check when you want to go.
Here are a few questions to ask yourself:
- What do I like to do on vacation? Does this destination offer those types of activities?
- What time of year am I taking my trip? Is that a good time of year to visit that destination?
- How much would it cost to visit? Would that match my budget?
- Is it good for solo/couples/families? (depends on your type of trip)
- What are the travel requirements? Visas? Vaccines? Paperwork? “Learn About Your Destination” page of the US State Department website is a great resource.
- Is my passport valid for those dates?
Step 2: Set your budget and flight alerts
Now that you have average costs and have done some research on the destination, set your budget. A budget is going to be important because it’s easy to overspend if you aren’t keeping track of things! I highly recommend using a trip budget template to keep track of expenses, compare costs, and keep track of what you decide to book!
Before actually booking the flight, set up flight alters. I am including this in step two because I think it fits into setting your budget and thinking ahead for what expenses are to come! Setting a flight alert can help you know when prices are a good deal.
I always use Hopper to set flight alerts because they send you notifications via their app when the flights drop and will let you know how likely flight prices are to drop or not. If they aren’t going to drop, go ahead and start booking. If they are really likely to drop, I’d wait.
I use Google Flights after a Hopper alert to check there isn’t a cheaper option. More on how to save on flights and, even better, saving by using travel credit card points!
I like to use a vacation cost calculator to keep track of the budget and what I’ve spent and compare costs. It’s a great way to keep track of things!
Here are a few questions to ask yourself:
- What is a realistic budget for my trip? (review your research from step 1)
- What is considered a good price for the flight?
- Do I have flight alerts set up for my dates?
Step 3: Book the flight and complete paperwork
Once you get that flight alert that prices have dropped, its time to book the flight and obtain any necessary visas. Every destination and every airline is going to be a little bit different so you will want to make sure you’ve checked over the airline and their rules.
For example, Play Airlines, which flies from North America to Europe, does not include bags in their flight prices. You will either want to pack with just an under the seat bag, or pay extra fees. Also check requirements for proof of return flights if booking one way tickets.
Here are a few questions to ask yourself:
- Do I have a valid passport? (check expiration date 6 months out)
- Have I completed any required visas?
- Do I want travel insurance (health, trip cancellation, etc.)? If yes, make sure you book it!
Step 4: Research and Map It Out
Now that you’ve booked your flight, it’s time to plan out the itinerary! I love doing this in Google Sheets in my trip itinerary sheet (subscribers get this, too), but you could also create a Google Map. It’s definitely helpful to have maps pulled up as you do this in general because you want to know about distances and locations.
In this step, instead of planning out every little detail, we’re looking at what I like to call the anchor activities. Essentially, the things you cannot or do not want to miss on your trip! For example, when I was in Munich, an anchor activity for me was Neuschwanstein Castle. I planned everything else in Munich around, making sure I got to visit.
Plan out your anchor activities and map out your trip for where you’ll spend each day. I like to map things out my day 1 city 1, day 2 city 2, etc.
Also, you need to check how far in advance things need to be booked. For example, many national parks in the US require timed entry passes like Glacier National Park and Yosemite. Tickets must be reserved three months in advance, so you need to plan far ahead! There also may be specific days that activities are closed, so make sure to note those, too.
Here are a few questions to ask yourself:
- What are the top activities for this destination?
- What are my must-do activities for this trip?
- What city/area would I need to stay in?
- Are there any days that the activities are closed?
- Do I need to book the activity in advance? Do I have enough advanced notice for it? (add the dates to your calendar so you can book in time)
Step 5: Book Hotels and Rental Car
Now that you have things mapped out and know where you want to be on what day, book your hotels and any rental cars. The best deals on hotels are often more than three months out.
It’s best to get to this point earlier in the trip planning phase if you can, especially for the locations where you need reservations, which we discussed in step four! You want to make sure there will still be affordable places if that’s important to you.
When choosing a hotel, consider things like proximity to activities, public transport, facilities onsite, any additional fees (like resorts or parking), and check-in/check-out time.
You should also book your rental car at this stage. Make sure you check on any fees and international permits/licenses you might need. Many countries require one when renting a car. You’ll also want to make sure you know what side of the road they drive on and how comfortable you are with that. Last, think about additional fees and the hold on your card while traveling.
The last thing to consider with a rental car is that you need to pay attention to insurance and any additional fees you might have to pay for. In Mexico (where I’ve rented a car twice), they require additional insurance on top of the car insurance, and many rental car companies will take a $2000 USD hold on your card (removed after returning the car). This is not necessarily a problem, but more something that could shock you when you arrive.
You should also add these to the trip planning template you are using to make sure you keep track!
Here are a few questions to ask yourself about hotels:
- Is this hotel within my budget?
- What facilities and activities are nearby? Is it a convenient location for the activities I have planned?
- What are the fees? (cancelation, resort fee, etc.)
- Check-in/out time?
Here are a few questions to ask yourself about rental cars:
- Am I comfortable driving there? Could I use public transit instead?
- Do I need an international driver’s permit?
- What will the hold on my credit card be?
- Do I need to budget for additional insurance?
- Are there additional fees to consider?
- What side of the road do they drive on?
- Pick up/drop off times?
Step 6: Decide Tours vs. What to Do on Your Own
You’ve researched activities and maybe even booked some specific bucket list activities at this point if they are needed far in advance, but at this stage, decide on everything else. Certain things on a trip are more fun to do with a tour guide, and others you can easily do on your own.
It’s time to decide what you’d like to do with a group and book it! For this, it really is up to personal preference, but of course, I have a few questions to help you out below.
I always like to use Take Walks, Go City, GetyourGuide, Viator, Airbnb Experiences, and EatWith for tours and activities. You should also add these to the trip planning template you are using to make sure you keep track!
Here are a few questions to ask yourself:
- Would this activity be more fun with a group?
- Is the cost of going with a group worth it vs. doing it on my own?
- Would it be stressful to try and do it myself?
- Is this a historical site I would be able to read about on my own, or would I do a self-guided audio tour? Would I benefit from a guide?
- Have I added all of these to my trip planner?
Ready to start booking your trip?
Here is a snapshot of some of my favorite tools!
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Step 7: Reserve Restaurants & Learn about Local Foods
Now that activities are decided, it’s time to reserve any restaurants and learn about the local food you want to try. Every destination has foods they are known for. Make sure you know where to eat and what! If there are any special restaurants you want to try, make a reservation.
Here are a few questions to ask yourself:
- What are the foods this area is known for? Where can I try them?
- Are there any famous or special restaurants I want to try? (book them)
Step 8: Create a Packing List
Whether you need an international packing list, are headed to the beach, or are going on a city trip, craft the perfect packing list (I have several if you need help)!
Another important thing is to plan out your outfits if you’re the planning type or tend to overpack. Planning outfits helps make sure that you have what you need but not too much.
I suggest going by item type and narrowing down what you need from there. The major buckets are:
- Clothing
- Toiletries
- Electronics
- Misc (purse, accessories, etc.)
- Documents (visas, copies of passport, reservations, etc.)
- Cash (make sure you have local currency)
Step 9: Final Trip Prep and Airport Arrival
We’ve made it to the home stretch! You’re about to leave for your trip, and you’re in the final planning phase. You want to make sure you arrive on time, plan your transportation in advance, and have your bags packed.
I suggest that you arrive an hour and a half early for domestic flights, three hours for international flights. Depending on the airport, you may need to arrive even earlier or get away with less time. For example, if you have TSA pre-check/Global Entry (which I highly recommend), you typically can arrive just an hour early, which is fine for domestic flights.
ALWAYS research ahead of time and be conservative, though. You don’t want to miss a flight because of lines or traffic.
There are a few other things to consider as well like having extra copies of your documents in a different bag or saved on your Google Drive. It’s best to share a copy of your itinerary with someone you trust too just in case! Last, make sure your house or apartment is ready for travel too, especially if you’re taking a lot trip. Consider giving a friend or family member a copy of your keys just in case it’s needed.
Last but not least, make sure your finances are accessible. Check for any international fees on cards and have some cash on hand just in case. Many credit cards charge international fees, while many others have zero international fees. Check this ahead of time!
Here are a few questions to ask yourself:
- How will I get to and from the airport? (make sure to book rides in advance)
- What time do I need to arrive to the airport?
- Do I have copies of important documents ready? (passport, visa, insurance, etc.)
- Have I shared my itinerary with someone I trust who is not on the trip? (for safety/awareness, also great if someone needs to check on your house/aparment)
- Is everything packed from my packing list?
- Is my apartment/home ready for travel? (pet sitter, lights, water, keys safely stored in bag)
- Which cards can I use without fees on my trip? Do I have some cash on hand ready for the trip?
Subscribe now to download this editable travel planning checklist for free!
And then, ENJOY! I hope that this post has taken some of the stress out of planning for a trip and you have what you need to feel ready to plan for your trip. This trip planning checklist is something I’ve used to plan dozens of trips now and hope it helps you too!
Great post!
It’s always interesting to see how different people plan. I do a lot of the same as you – but I also normally save things right onto google maps (and download maps to be viewable offline) as well as find local hikes and download them on alltrails.
I should be better at booking restaurants in advance – that is one thing I am terrible at!!
Very thorough! Such a helpful post!
Great recommendations! I think everyone does this a bit differently. I typically will check flights and accommodations before booking my flights. That way I can ensure that the lodging I want is available for those dates.
Definitely! Things can also be switched around in order, its more important not to forget any of these steps than a particular order!
This is such a perfect guide! Step by step, totally agree.
Awesome tips! I always get travel insurance for my trips. BTW, I have the same Lululemon belt bag in brown fleece. Also have one in black that is waterproof. It’s perfect for travel!
Yes! Travel insurance is super important. Also – I have a black one that is waterproof as well. They are perfect for travel!
Travel planning is one of my favorite and least favorite things to do hahaha . Love it !
Same here! It’s rewarding to see how it works out when on the trip, too!