Planning a vacation is a thrilling experience, but with so many variables to consider, it can stress you out. Creating a well-researched travel itinerary and a little planning ensures that you maximize your time and enjoyment while exploring new destinations. This article will guide you through the process of how to start researching and creating the perfect travel itinerary for any destination on your vacation horizon.
[Make sure you also check out our guide on how to save money on summer travel this year and our Summer Travel Deals guide]
Where to Start for you Travel Itinerary planning
First things first, figure out where you want to go. Once you’ve got a place in mind, it’s time to start a deep dive into research mode. For me, this is the fun part! Start with reviews on websites like TripAdvisor, Yelp, Rome 2 Rio, and Lonely Planet. They are your new best friends – these are gold mines packed with valuable information from travelers who’ve been there and done that. Of course, take into account that some reviewers use the platform to complain, but there is a lot of invaluable information to help you plan your trip itinerary in there too!
You can also research your chosen destination’s state tourism website and the National Park Service website for even more resources.
Soak up everything – the good, the bad, and the downright hilarious – from these reviews.
Getting a lay of the land through other travelers’ experiences can help you shape your dream trip. Reading travel reviews can also help you find the best hotels, restaurants, and inside information about the places you want to visit.
Also, don’t shy away from travel blogs (like our humble blog!), vlogs, and social media sites like Instagram for a closer, more personal peek into your chosen destination.
This way, you’ll get to understand what the place has to offer, and you can start jotting down things you don’t want to miss. Just remember, the goal is to gather as much information as possible to make your trip an unforgettable one! It’s also great to learn from others what to avoid, insider information on transportation options, off the beaten track places to see, and other amazing tidbits.
Some of our favorite experiences would have been missed if I didn’t read reviews and learn from other travelers’ experiences!
Set your goals and preferences for the trip
When you are diving into research, take a moment to reflect on your travel goals and preferences. Are you seeking relaxation, adventure, or a mix of both? Are you interested in cultural experiences, natural wonders, or historical sites? All of these factors can help you in choosing where you want to go on vacation.
Knowing what you and your travel companions want to get out of the trip will help you narrow down your options and focus your destination research. Make sure to include those traveling with you in the process even if it is you planning all of the details so everyone feels connected to the planning. [I usually try to do a day by day calendar [see the daily trip itinerary section] to send to those traveling with me so they see what we have planned for each day and list the hotel that we’ll be staying in and anything else that they should know for each day.]
There are also trip planning apps like Tripit that can help you plan and share with those traveling with you.
Determine your travel dates and budget
Establishing your travel dates and budget will significantly impact your itinerary. Consider factors such as weather, peak tourist seasons, and local events when deciding on your dates. This is where all of the research comes in handy. It is great to know what is going on in a location so that you can avoid higher hotel rates by choosing a different week if something major is happening that drives the rates up.
Sometimes I check airfare first to see when the cheapest flights are then plan everything else around those dates. Websites like Skyscanner can help monitor flights for the cheapest dates and routes.
Additionally, having a clear budget will help you allocate resources for accommodations, transportation, meals, and activities.
You can use our simple travel budget calculator to help you get a quick total on what you will need for your trip.
Create a list of must-see attractions and activities
Based on your research, compile a list of must-see attractions and activities that align with your interests and priorities. Consider factors such as entrance fees, opening hours, and proximity to other sites when making your selections.
Checking the activity options available for the city you are visiting with the Get Your Guide website is a great way to see what is available. They also offer options to book activities and pay later when it is closer to your travel dates.
Consider getting a USA Sightseeing Pass if it is offered for your trip destination. The pass allows entry into many activities and includes hop on hop off buses in many cities. We loved using the NYC Pass (Click here for a link to all Sightseeing Pass Attractions
) to see the best iconic spots in New York City!
Plan your daily trip itinerary
With your list of attractions and activities in hand, start organizing your daily itinerary. I use a week calendar template for Word or there are many travel planning applications to help you keep track of the day to day plans.
Keep the following tips in mind:
a. Group attractions and activities by their location or meeting points to minimize transit time and maximize exploration.
b. Factor in rest and meal breaks to avoid burnout and traveler meltdowns. We usually try to plan down time by day 3 to recharge.
c. Leave room for spontaneity and flexibility. It’s essential to strike a balance between having a well-structured plan and the freedom to discover unexpected experiences. I usually have an idea of what we’ll do and put “maybe …..” on the daily calendar to remind me when we are there. It is not set in stone and sometimes I include a few options too.
d. Include alternative options in case of bad weather or unforeseen closures. Having a back up plan is always an important travel tip for any itinerary!
Book accommodations and transportation
Now that you have a rough itinerary in mind, book accommodations and transportation for your trip. Research various options and compare prices to ensure you find the best deals. Consider proximity to attractions, amenities, and transportation hubs when choosing your hotels or other lodging.
Trip planning factors to help you get the best deal
When planning your travel itinerary, the ideal time to book a hotel or flight depends on various factors such as destination, season, and demand. However, a general guideline for getting the best deals and availability is:
- Flights: It is recommended to book flights between 2 to 6 months in advance for domestic travel, and 3 to 8 months in advance for international travel. Airfares tend to be the most affordable around 70 days prior to departure, but this may vary depending on the route and season. However, the current demand for travel is also driving up prices and the old rules don’t always apply.
- Hotels: Booking accommodations 1 to 4 months before your trip is usually a safe bet, though this can also depend on the destination and time of year. For popular tourist destinations during peak season, book even earlier to ensure availability and secure the best rates. I book as far as a year out for important trips like going to Europe or at times such as holidays like Mardi Gras, New Years Eve, etc. I find that the prices only go up so I try to book as soon as I have a definite plan. Also, make sure there is a good cancellation policy in case things change with your itinerary.
Remember, these are general guidelines, and the optimal time to book can vary. It’s essential to research your specific destination and consider factors such as local events, peak travel seasons, and airline or hotel promotions to determine the best booking window for your itinerary.
Also, keep checking back to make sure flights or hotel rates haven’t gone down. We have used this method to get travel credit through Southwest when a flight has gone down. You just call and they will credit the difference in your travel account.
Confirm details and create a backup plan
Before you set off on your adventure, confirm the details of your itinerary, including opening hours, entrance fees, and any necessary reservations.
Additionally, have a backup plan in case things don’t go as expected, such as alternative activities or emergency contacts.
It is also really important to make sure all plans have flexible cancellation policies because things can change and you don’t want to be charged if you need to move things around or change activities.
Side Note: This may sound morbid, but we always leave an “if we die” folder on our desk that includes all life insurance info and things our family would need in case the unimaginable happens. It freaked my family out the first time, but they are used to it now. We also include our travel itinerary and travel insurance information [Find the Perfect Insurance Plan for Your Trip] so that they have everything they need just in case.
Final Thoughts on Creating the Perfect Travel Itinerary
A well-researched and organized travel itinerary is the key to a stress-free and enjoyable vacation. By following these steps, you’ll be able to craft the perfect travel plan tailored to your preferences and interests. Embark on your journey with confidence, knowing that you’ve prepared for every destination you encounter.
Happy Traveling!