How to Calendar your Travel Plans

Travel Budget Series

This article is part of the travel budget series that starts with "Steps to Take to Plan Your Travel".

When mapping out discretionary activities like travel, individuals often prioritize different aspects. Some focus on budgeting, others on crafting the perfect itinerary, while some prioritize packing, comfort, or safety. There are also those dedicated to sustainable travel and respecting local environments. Balancing these elements ensures a holistic travel experience. In this travel series, I'll guide you through pre-trip preparations (marking your calendar for the year), planning your trips, and post-trip reflections for a responsible and enjoyable journey.

PRE-TRIP PREPARATION:

Planning for travel at the beginning of the year can help ensure you have a well-organized and enjoyable trips.

1. Open your calendar. At the start of each year, take a moment to mark the dates when travel is feasible! Consider penciling in a few weekend getaways, a couple of short trips lasting less than a week, and perhaps one or two longer excursions. Make a list of destinations you're interested in and research the best times to visit, and mark them on your calendar. Don't consider costs yet. This is your opportunity to dream without constraints. It's the stage where you listen to your heart and let it guide you toward your desires. Here are various vacation styles along with considerations to guide you towards your desired destination or experience.

2. Create a travel budget for the entire year. Create a travel budget for the entire year. To help you get started, here are suggested budgets for different types of travel and durations, tailored to annual incomes, trip lengths, and types of travel (solo or with family or a group, weekend getaways, domestic trips, international travel, workations, etc.). These suggested budgets are a general guideline and may not align perfectly with your specific situation. Therefore, it’s crucial to review your current expenses and work out your travel budget. Consider both how much money you have available and how much you need to save. Identify areas where you can cut back on unnecessary expenses and redirect those funds to your travel savings!
   

3. Raise and set aside money. Consider opening a dedicated travel savings account and scheduling automatic transfers from your primary account on a regular basis. Even if you don’t open a new account, you can schedule automatic transfers to a designated “virtual” travel fund within your main savings. Keeping travel funds separate from other savings may make it easier to monitor how much you've saved toward your next adventure. If this is not your preference, set up a specific category or subcategory for travel in your budgeting app, and use a spreadsheet to track your travel savings. If your current income falls short of covering your expenses, explore opportunities like side gigs, freelancing, or selling unused items to bolster your travel savings. Create a spreadsheet specifically dedicated to calculating the time needed to reach your savings goal by your target date. I share more details on this here.
   

4. Check and Renew Travel Documents. If you plan to travel abroad, make sure your passport is up to date and renew it if it’s close to expiring. Also, make sure your passport has enough number of blank pages, as required by the country. Check visa requirements for potential destinations. At this stage, it is still too soon to start the application process, but it's good to familiarize yourself with the processes and timelines. (Keep in mind, some countries also require tourists to get specific vaccinations as a prerequisite for entry).
   

5. Mark your calendar to start the actual planning process for your trip: This is the pivotal moment when you kickstart your trip planning. By this date, aim to have a clear idea of your primary destination, along with one or two backup options, and tentative travel dates. This strategic milestone usually falls around two to three months prior to your intended departure, allowing ample time to secure the best deals and arrangements. Booking domestic travel within the 20-120 day window, and international travel within the 3-6 month window before departure often yields some of the best deals. Keep this in mind especially when you travel to popular destinations during peak travel times.
   

ACTUAL PLANNING PROCESS:

Once you have decided on your destination, and have a rough idea of your dates:

1. Research your destination: This is a crucial step that often gets overlooked, even by meticulous planners. Simply knowing the must-see attractions and experiences isn't sufficient. You must delve deeper by checking the weather forecast and preparing for inclement conditions, or know important timings. Equally important is familiarizing yourself with the cultural norms and customs. This aspect directly impacts your budget; you may have to allocate funds for suitable attire, tipping as per local customs, and negotiating prices for transportation services like taxis or rideshares. Some countries may be more partial to cash over cards. In some cases, you might even find it necessary to enlist the services of a local guide or translator. In places with unsafe drinking water, carrying your own supply is crucial. And for solo travelers, thorough research on health and safety risks adds an extra layer of protection. I share more considerations here.
   

2. Create a comprehensive budget: The budget should include, visa fees, modes of transport both to the destination and during the vacation, accommodations, daily expenses (meals, fuel, parking, public transportation fares, baggage storage fees, entrance fees to attractions, event tickets, activities, shopping, and gratuities), luxuries (fine dining, shopping, special events), various insurances, hidden fees and other unexpected expenses. I provide a more detailed list here.
   

3. Use travel-comparison tools: Hunt for promo codes and special offers to further maximize your savings. If your schedule allows, consider traveling during off-peak dates or times for even greater discounts. Always cross-check prices directly with providers to ensure you're getting the most competitive rates. Beware of hidden fees lurking beneath seemingly attractive offers. Watch out for charges such as baggage fees, seat selection fees, booking fees, and airport taxes, which can quickly inflate the overall cost of your trip. I share a comprehensive list of these hidden fees and how to avoid them over here.
   

4. Look for refundable options to maintain flexibility in case your plans change. This is very doable for hotels. For transport, especially flights, when refund is not an option, look for "flexible fares" that allow changes or cancellations, opt for travel credits and vouchers, book with travel agencies that offer flexible booking policies, or travel insurance that includes trip cancellation and CFAR or interruption coverage. In the worst case, wait until you're sure to finalize your plan! Additionally, set up price alerts to stay informed of potential savings opportunities even after you've made your bookings. Some airlines and credit cards offer refunds or credits if the price of your booked flight drops after purchase. This proactive approach ensures that if a better deal emerges, you can swiftly capitalize on it.
   

5. Check for discounts through membership programs, credit card perks, or loyalty programs. Some companies offer discounts for certain affiliations. Some places offer discounted or even free public transportation for seniors, students, young children, military veterans, people with disabilities, or low-income individuals or families. Some countries have subsidized air travel schemes, and travel vouchers to promote tourism. For additional examples of discounts and savings opportunities, refer to my comprehensive list here.
   

POST TRIP REFLECTIONS

1. Keep Track of Receipts: Keep all receipts and documentation from your trip for tax purposes or reimbursement claims.
   

2. Check for Billing Errors: Review your credit card or bank statements to ensure all charges are accurate. Look out for any double charges, incorrect amounts, or unauthorized transactions.
   

3. Submit Expense Reports: If the trip involved business and personal aspects, meticulously separate expenses for reimbursement. Additionally, prompt submission is crucial to securing reimbursement for eligible expenses.

4. Return Rentals and Borrowed Items: If you've rented any equipment or borrowed items for your trip, make sure to return them promptly to avoid late fees.
   

5. Utilize Loyalty Points or Rewards: If you earned loyalty points or rewards during your trip, make sure to redeem them before they expire.
   

6. Review Travel Insurance Claims: If anything went wrong during the trip, check your travel insurance policy for potential claims.
   

7. Update Travel Documents: Ensure your passport, visas, and other travel documents are still valid and note any that need renewal.
   

8. Unpack and Store Items: If you bought any expensive, fragile, delicate or perishable items, store them properly.
   

9. Health Check: If you traveled to a region with health risks, monitor for any symptoms of illness and consider a health check-up. Adjust your sleep schedule to overcome jet lag
   

10. Check Your Mail: Go through the accumulated mail and emails to ensure you haven’t missed anything important during your absence.
    

11. Backup Travel Data: Save important travel data, photos and memories.
    

Read More:

1. How to Save Money on Traveling.

2. List of Considerations When Budgeting a Trip

3. Essential Factors Beyond Budgeting for Your Next Adventure

4. Give your Personal Budget Splurge Days!

5. Suggested Travel Budgets for Your Income

6. Where not to save money when traveling

Disclaimer: This article is intended for educational and informational purposes only and provides general guidance on planning and managing travel. It does not constitute personalized financial, travel planning, legal, or professional advice.

Travel experiences, costs, regulations, and personal circumstances vary significantly by individual, destination, time of year, and economic conditions. The strategies and recommendations provided are general in nature and may not be suitable or achievable for every traveler's unique situation. Information regarding specific services, products, discounts, or government resources is for illustrative purposes only and should not be considered an endorsement, guarantee, or exhaustive list. Always verify details with official sources.

We strongly recommend conducting thorough personal research and consulting with qualified financial advisors, travel agents, insurance providers, or other relevant professionals to make informed decisions tailored to your specific travel plans, financial circumstances, and personal needs. While we strive for accuracy, travel conditions, prices, policies, and available programs frequently change, and mistakes can happen. If you identify any inaccuracies, outdated information, or have specific feedback, please contact us. Your input helps us improve and provide the most reliable information possible.