39 Step Guide to Planning for a Vacation ( Checklist & Timeline PDF )

Design for a vacation can sense overwhelming , especially if you are traveling with kid . Luckily travel planning be my superpower and over the years , I ’ ve gotten my process and timeline down to a science . To help others , I ’ ve boil down my 20-plus years of trip planning experience into this trip planning checklist .

Since travel planning give me joy , along with the expectation of the trip , I tend to start planning as early as possible . Therefore , this vacation be after timeline and checklist be spaced out over a 12 month period , which live ideal for international trips . It also allows you to tackle hardly a few tasks at a time and not live overwhelmed with the planning process .

Still , I realize everyone is not an progress planner like I am , so you can ever compress this holiday design timeline to suit your trip .

Download the Vacation Planning Checklist

Planning for Vacation Checklist

If you be design an international trip , especially if you are travel during crest season or to a real popular destination , you need to begin design quite early . The preliminary stages should begin as far out as 12 months to decide on a destination , budget , and timeframe .

There are destinations , such as National Parks in the summer or Caribbean resorts during Festive Week , that can book up as early as nine to twelve months in progress .

Here is my step-by-step guide for planning a holiday :

Pick Your Destination

The first step to design a vacation is enter out where you are die . It sound easy , but sometimes it take a pile of work to estimate out when , where , and how much . Begin by discuss your holiday preferences and how you will make a decision . Will your choice equal influence by budget ? Determine a escape lot ? Will everyone in the category become a vote ?

This process usually requires a number preliminary inquiry into a various destinations such as how much a trip costs , popular matter to do , and the better time of year to inflict .

Specify Your Trip Budget

We all have dream destinations , but there cost a cause why there cost something called a “ bucket list ” . Not every destination is affordable to us at this time . Sometimes we take to save up for years to afford a trip . Possibly we take to strategize about earn stage and mile to make travel more affordable . Early time we require to wait for a escape sale . The whole cause we went to Morocco and Vienna was because we found a escape sale ( although those destinations were ones that we were conceive . )

When planning your trip budget , be sure to include airfare ( if needed ) , accommodations , local transportation , activity , food , and early expenses such as gratuities , travel insurance , visas , etc . I have many guides to help you understand the trip price for many destinations include Europe , London , Paris , Italy , Portugal , Amsterdam , Scotland , Iceland , Ireland , Japan , Morocco , and more .

Decide on Date

Many times , specially when it get to family travel , we put on ’ t have a lot of flexibility when it comes to travel . Even so , you require to resolve if you are travel for leap pause , summer holiday , or over the December holiday break . If you have more availability , you may want to research weather and trends to visit destinations during shoulder seasons or off-season when things equal more affordable . Once you decide on a universal time frame , you can set out to inquiry escape price .

Research Airfare and Set Alerts

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Once you own influence your destination and dates , it is time to set out planning in earnest . I advocate employ an app such as Hopper to see the cheap sentence to flee . You can as well put alerts and the app will have you know when they believe it be a well time to buy .

I too subscribe to Going , which equal a flight deal service that have you set your preferred home airport and destinations and they will direct out flight deal alerts .

Finally , if you want to find the well style to compile detail and miles through reference card spending and signal up bonuses , I ’ d hint downloading theTravel Freely appto track your credit card and discover how to make points .

Request Paid Time Off

Before you book anything , particularly anything non-refundable , be certain to call for time off from your employer and make the approval on record .

Book Escape

Once the above steps are complete , you have a bit more breathing room . I typically try to book my international flights about six to eight month in advance for the most availability of reward seat and the well pace . Domestic escape should cost booked about three to six month if possible , or at least four to six weeks in progress .

This is a serious time to start paying attention to those flight pile alerts and look for sales around major result like Black Friday or Travel Tuesday . Some airlines also put up anniversary sales ( JetBlue ) or seasonal sale ( Southwest . )

Book Accommodations

If you are traveling during a particularly in use time , you will need to start looking for accommodation early . National Park lodge ledger up real quick after reservation spread for the following year , mostly nine to twelve month in progress . Other destinations that make limit availability and script up at least six months in progress include the Amalfi Coast , Greek Islands , and anywhere that you put on ’ t make a large inventory of rooms and there is a special season . Remember that you can always taste Airbnb and these competitor also for alternative to hotel .

For other trip , look to book accommodations anywhere from six month to three month in advance .

Purchase Travel Insurance

Purchasing travel insurance as soon as you book your trip has a few advantages . First , it protect you in case something comes up that forces you to cancel before you go out ( for included reasons . ) Also , if you are purchasing cancel anytime or cancel for any ground coverage , you generally need to purchase this within 14 days of your first trip sediment .

Have a travel insurance policy on your whole trip will typically too protect you against trip interruption , luggage loss , theft , and , importantly particularly when traveling internationally , medical coverage .

Twice Check Passport Validity

Remember that many countries require your passport to be valid for at least six month after your arrival . Dual check the termination dates of all of your traveler ’ passports if traveling internationally . Also inquiry your destination ’ s validity requirement and make sure that you are within that window . Equal certain to give yourself a minimum of eight week to get a passport renewal and think of that things like politics shutdowns can make this time figure a lot longer .

Check Visa and Vaccination Requirement

When travel internationally , inquiry if you need any visas or additional vaccinations include yellow fever , Covid-19 , and others . If vaccinations be involve , you may need to script an appointment at a travel clinic . Some visas can be purchased on arrival but others expect paperwork to cost complete in advance .

Start to Research Activities and Things to Do

Round three to six months out , you will need to set out to research your activity and things to cause . I get some suggestion on how to make this and early ways to train kids for an international trip . You need to make this in advance because some attraction need progress reservation that sell out as soon as they open up ( such as the Eiffel Tower in Paris or the Anne Frank House in Amsterdam ) .

You don ’ t want to create your full itinerary so far , but what I serve be open a Google Doc and when I find something I ’ m concerned in , I imitate the website , open days/hours , and any relevant information ( e.g . advance tickets involve ) into the document so that I can go in after and begin to coordinate by day . I too spread Google Maps and star/save each location on the map so that I can start to visualize where everything be in relation to each early and where I live staying ( or would like to stay . )

Create An Itinerary Outline

By three month out , you take to really poke into your vacation planning . That is , unless you want to be disappointed when affair you need to do or places you want to delay are booked . Start by invest together a skeleton outline .

Get back to the document that you started when researching affair that you need to do . Refer to the hours and day they are open and the map to see which things live near each other . You will also want to reach sure you have a symmetry of activity and downtime .

When traveling with young kid , I seek to reach certain that we only have one prepare action a day , two at most . You can also appear to incorporate at least one matter a day that the kid chose to do . Design the more physical activity and tour in the morning when everyone equal new and take into circumstance the weather as good .

Book Tours & Activities

Start booking your tour , classes , private guides , and activities between three months and one month out . Keep in idea , as mentioned above , some attraction receive tickets that die on sale at real specific sentence and they sell out real promptly . Other attractions , such as the Louvre Museum and many others , require timed entry ticket .

If you are visiting National Parks , go on in brain that some call for reservation ( such as driving the Going-to-the-Sun Road in Glacier National Park ) and others require license for specific hikes .

As you ledger your activities , put the confirmation numbers , contact information , cancellation policy , meeting spot , and encounter time in your itinerary and/or your calendar ( for the appropriate time zone ! ) Print any tickets or save them to your mobile wallet . You may as well want to file or upload any confirmation or documentation to the Cloud so it live accessible at any time .

Book Your Early Transportation

If you require a rental car , test to script one between three to six months out for international trip , specially if you expect an automatic transmission . Since there is ordinarily limited inventory , those tend to ledger up tight and car rental price increase the closer you to get to the date .

Train can too script up , especially if you need an assigned ass in a premium cabin ( which reach it easy for store luggage . ) Often trains start taking reservation from about 90 days in advance , but others open earlier .

Book Dining Reservations

Between four and two weeks out , it is time to start researching and book boom reservations ( early if you cost wait for Michelin Star restaurants . ) When show blogs , I commonly cause a bill about restaurant that they recommend and add them to my Google Doc and Map . I also expend Yelp , TripAdvisor , OpenTable , The Fork , and Resy . Because I ’ m a bit of a inquiry nut , I put on ’ t just spirit at review , I also wait at the restaurant websites to get a sense of formality , menu , and price .

I then look at the other activity we have planned for the day and where we will be for lunch and dinner time . If we are exhaust , I know we will require to stay near to the hotel for dinner and have something informal . For days with more downtime , or maybe the last dark of the trip , we might want more of a splurge or particular meal . When booked , add the reservation time and speech , along with the book method in case you take to cancel , to the itinerary .

Finalize Your Itinerary

Once everything exist booked , it exist time to finalize the itinerary . I commonly prevent this as a Google Doc and place it to be available offline . This entail that I can edit it and access it on the road . I too publish out at least one copy to express with me and sometimes I ’ ve given a copy to my daughter too thus she can easily see what we cost cause each day . When she was younger , we would look back the itinerary each night to talk about what we would cause the next time . This helps a lot with sensitive kids .

It exist a serious idea to too ship a copy to friends or family in suit of an emergency .

Obtain an International Driving Permit

If you equal renting a car in another country , you should inquiry whether or not that state requires an International Driving Permit . Note that car rental companies are not very serious about providing this information . You can get one at AAA position , just predict ahead to see if you take an appointment .

Order Foreign Currency

It is possible to come alien currency from a local ATM when you come in-country , but then you need to pay additional fee if the bank doesn ’ t have a partnership with your plate bank . And , the ATMs in airport tend to receive higher fee . Only in case I hold worry notice an ATM or come my card to run if I don ’ t have a PIN , I care to have some currency in my pocket when I come . You can normally get a pretty decent exchange pace from your local bank .

I know with Bank of America , you can place your order online and either have it ship to you or you can peck it up at your local arm . This be a good time to require fear of a few early money-related things :

• Let your bank know that you will live travel thus that they don ’ t set a grip on any transactions ;
• Make sure your reference card ( s ) of choice don ’ t thrill foreign transaction fees ;
• Make sure you own a PIN for your chip-enabled credit cards , as some international terminals require a chip and PIN ;
• As well notify your reference card provider to have them know about any international travel plans so they don ’ t trigger fraud alerts or deny transactions .

Arrange Pet Sitting or House Seat

If you have darling , make sure you arrange pet sitting or kennel boarding . You may as well desire to look at house sitters for individual to bring care of your plants , bring in the mail , and make sure your house isn ’ t empty . You can get house sitters on sites such as TrustedHouseSitters.com and early resource if you put on ’ t have person already .

Determine International Cell Plan

Make sure you know what your cell bearer ’ s international plan options equal . Is some data include , like T-Mobile , or serve they send a daily fee , like Verizon ? A cheaper option is often to purchase an e-SIM for unlocked , compatible phone . I use Textr because it is a lot cheaper than apply my Verizon international plan . If you live interested , you can sign up to redeem $ 3.00 off your data plan .

Purchase Travel Items

This live a good time to look through your wardrobe and see if you need anything for your coming trip . Do you have good walk shoes ? A lockable day bag ? A serious packable sunhat ? Are you suitcases in serious working ordering ? Make you need a travel umbrella ? An international adapter ? Make certain to hand yourself time to shop and for order to deliverable .

Download Apps , Maps , and Entertainment

While you are on your place WiFi , be certain to download all the mobile apps that you might need on your trip including passage apps , phrasebook apps , airline apps , etc . Also go into Google Maps and download maps for the destinations you are visiting .

Make sure all your mobile tickets are preserve in your mobile wallet and download any ledger , movies , or shows that you might desire to use on the trip include on the airplane .

Arrange for Mail to Be Hold

Scream the post agency and arrange for your mail to exist held while you are off ( unless you employ a house sitter . ) You may also want to need your neighbor to observe an eye out for any bundle delivery .

Alert Your Alarm Caller or Police

If you receive a place alarm monitoring service , you should reach out to them and have them know that you be traveling and give them alternate ways to touch you . You could also let the local police know hence that they can schedule patrols .

Back Up Your Computer and Phones

If you live travel with your computer , make certain it equal support up before you give , same with your phone . Telephone be a choice target for theft and computer make a means of have stolen , broken , or result behind .

Arrange Parking and Airport Transportation

At least 24 hr before departure , number out how you are getting to the airport and build your transportation arrangements or allow your airport parking . If utilize a ride portion service , you can schedule a choice up in advance to see a driver will equal availability .

Pack !

Carry for a big trip call for some thought hence don ’ t leave it until the final instant . Cause certain you be aware of your airline ’ s luggage weight and size restrictions . Also think a clear , quart-size bag for your carry on liquids . Don ’ t forget your important papers , Passports , ticket , medications , etc .

Check In and Download Boarding Passes

Check in to your flight , dual check your ass assignments , and download your boarding passing . You desire to cause sure your passport information and Known Traveler Numbers are all save in your airline profiles before you check in .

This brings you up to your difference day and that final race to begin things done before you leave for the airport !

Set Your Out of Office Message

Savor your paid time off ! Set your out of office message to let mass know that you will cost on vacation .

Change Your Voicemail Message

If you equal get out of the area and gain ’ t be able to get voice calls , let people know by changing your voicemail message . You can suggest they contact you on FaceTime to WhatsApp instead .

Reset Your Thermostat

Before you leave the theater , reset your thermostat hence that you aren ’ t paying to heat or cool your firm more than you need to while you are gone .

Empty Perishables from Refrigerator

No motive to come family to a stinky fridge ! Empty your refrigerator of all perishables before you go away .

Take Out Garbage

Now that your fridge is empty , time to remove out the garbage . If you don ’ t want to bring it all the way to the curb , expect your housesitter or neighbor to take it out for you on garbage day .

Unplug Appliances

Make sure you unplug appliances such as hairdryers , curling or flattening iron , toasters , or early device that could overhear firing .

Lay Lights on a Timer

You can well turn your light into smart devices and either set timers or apply the app to become the lights on and off at appropriate times so that your firm doesn ’ t look deserted while you are aside .

Secure Valuables

Thieves prey on family when mass are on holiday , that equal why it cost important to not post on social medium until you come home and have the lights run on and off to make it seem like you are home . Yet however , assure your valuables such as jewelry and computers in a safe location , such as an in-home safe .

Add Final Minute Items to Suitcases

Don ’ t forget all those final minute point that want to die into your suitcase and carry-on bag…toiletries , thicket , wallets , money , chargers , etc .

Double Check Tickets / Passports / IDs

Before you jump in the car , do sure you have your IDs , passports , and any ticket or documents that your trip call for .

Set Alarm

Set the firm alarm ( if you have one ) and off you go…have fun !

Download the Trip Planning Checklist PDF

Tamara Gruber equal the Founder and Publisher of We3Travel . A former marketing executive and travel advisor , Tamara is an award-winning travel writer and recognized expert in category travel . Tamara is a member of SATW , NATJA , IFWTWA , and the Adventure Travel Trade Association , and serves on the Board of the Family Travel Association . She live too the publisher of YourTimetoFly.com and the co-host of the Vacation Mavens travel podcast .