Vacation Planning Tips | How To Plan and Budget for Vacation
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Come spring and summer, we all get the travel bug.
Sitting down to create a solid plan for your precious vacation time has always been important, but it’s especially so in 2020. If your plans this year have been thwarted, why not start planning for something special next year? Even if your initial idea doesn’t pan out, you’ll end up with a budget for something worthwhile.
At present, many travel destinations are under heavy restriction as cities and businesses are trying to keep everyone safe. Some companies might not sustain themselves financially and will have to close. Doing the right research and planning will take more time upfront, but the payoff for a great vacation is worth the extra effort.
Especially if you have kids, being prepared with an itinerary will increase your chances of making the most of your vacation and your budget. Sure, jetting off somewhere spontaneously sounds outstanding. It’s a romantic thought and works well in the movies. The reality usually looks more like getting lost, trying to Google an activity, calling to get last-minute accommodations, and changing your mind 15 times before ending up back at the hotel bar exhausted and frustrated. What a waste… I’ve been there.
Planning gives you a chance to save some extra cash towards VIP or exclusive access to establishments. You’ll be able to reserve tickets or passes before they sell out and research more creative activities to try. Who wants to stand in a line, six feet apart for three hours when you could just book ahead and waltz right in? Have I sold you on becoming a planner yet?
It’s also worth noting that vacation planning is a great exercise in time management, budgeting smart within your means, and getting organized. Even in this uncertain climate we can still plan exciting things and get out into the world. Don’t let your fear of uncertainty rob you of your love for adventure and making memories. Let’s create a rock solid vacation plan that keeps you safe, prepared, and having fun.
Stress Less Vacation More | Build the Perfect Vacation Plan
Step 1: Choose your destination
This is more crucial than ever in 2020. Real Simple mentions, “Many countries will probably keep their current rules requiring people arriving into the country to undergo a 14-day quarantine in place.” This means you’d be inside your hotel or b&b for the entire vacation.
Spend a couple days thinking about where you want to travel to and research the area. If you plan to go some place more remote, the area may be under less restriction. Search your desired destination’s travel restrictions and see what you come up with. Compile a list of places that look promising and jot down a few notes.
It’s also important to know if you are coming from a high risk area. If your home base is considered “high risk” you may be subject to additional travel restrictions. Make sure you know your status.
Step 2: Budget Accordingly
I recommend starting the budget planning process for vacation no later than three months in advance. Ideally, you’d start planning 6 months to a year in advance to get the most bang for your buck. Once you have a rough idea of where you’d like to go (and a backup option in case things change) start budgeting.
Search hotels and write the average price and the cost you’re willing to pay. The sooner you save, the more options you’ll have for nicer accommodations. If you’re looking to cut costs here, maybe consider planning to vacation somewhere there’s a friend or family member with lodging for you.
You’ll also want to nail down your travel date window and search for activities. Make sure you’re keeping a list and writing the approximate cost of each option. Google restaurants and look at menu prices. Think about the number of days you’ll be gone and calculate the average cost for meals every day. You may also look for accommodations with a kitchen so you can grab groceries for some meals. I often recommend this to cut down on cost and time trying to find a quick meal during the day.
Take it week by week.
Determine your approximate total expenses
Travel
Accommodations
Food
Activities
Gifts
Emergencies
If you plan to fly.
The optimal booking window is four months to three weeks before. I recommend planning up to a year in advance. Estimate how much your flights will cost and divide that amount by the number of weeks leading up to the day you’ll purchase tickets. For example, if your estimated flight cost is $2000 and you have three months to save before you purchase tickets, divide 2000 by 13 weeks: 2000/13 = 153.84. Round up to the nearest dollar at $154 and this is roughly the amount you should set aside every week to meet your goal. If you put cash away a year in advance, you only must save about $40 a week.
Repeat the same savings process for hotel accommodations. You should book a hotel at least three to four weeks in advance. Skyscanner recommends monitoring price trends of your top four hotel choices for forty days before purchase.
For all other categories set aside the funds necessary, preferably in cash or a savings account you never touch. I warn against putting a large purchase on credit unless you know you can pay it off before the interest-free period. The term for this type of saving is called a “sinking fund.” The further in advance you start your sinking fund, the less money you must add to it each week. You can add to your sinking fund bi-weekly or monthly, but I find weekly to be the most manageable.
Step 3: Create your itinerary
About a week or two before your vacation, bust out your notebook and create your vacation itinerary. Divide each day into three blocks - morning, afternoon, and evening. Each block gets a meal and an activity. Even if your activity is “free time”, write it out. I suggest keeping your day simple and giving yourself plenty of time for travel between adventures and a chance for downtime each day.
Check google maps and group destinations that are close together or easy to navigate to each day. Also, be sure to check the weather. For each day, write the weather forecast and temperature to plan clothing types to bring. If things change, at least you’re prepared. Think of your itinerary as more of a guide for your trip and don’t be upset if you need to shuffle your plans around. Keep a list of backup activities or destinations in the event you encounter a snag.
Get creative.
You might have to scroll a little further down the search results page on Google to find an activity this summer. A lot of the trendy tourist attractions, concerts, shows, and other large gatherings probably won’t be happening. Travel expert, Peter Greenberg, tells Real Simple, “You don’t have to go to the Statue of Liberty to say you’ve been in New York state—there are different ways to see a city and to see a state.” Go for a drive off the beaten path and perhaps discover a local gem. Small businesses will enjoy your patronage too.
Step 4: Create a comprehensive packing list
If you create a good master packing list, you’ll only have to create it once and make minor changes for each vacation. It’s worth doing it well and having only what you need instead of having to guess and over or under pack. Have a category for each person traveling and include clothing, toiletries, electronics, and activity gear each person will need. Do the laundry a couple days before you leave so you’re not scrambling last minute. I suggest creating your packing list up to a month before you leave so you can add items to the list as you plan the rest of your itinerary.
Step 5: Clean your house right before you leave
Seriously, this step is a game-changer. Coming home to a spotless house after being gone makes coming back into reality a lot easier. No one likes to unpack, but having a clean space helps make the process faster and easier. You could even account for professional house cleaning in your vacation budget and make this step extra special.
Step 6: Prepare for cancellations
Right now the travel industry is in a constant state of flux and new guidelines are being implemented all the time. It’s important to research the cancellation and refund policies of all the companies you plan to do business with. You don’t want to get caught in a situation when a company has to close and cannot issue you a voucher or a refund.
You may need to call and work your way through the company to speak to a manager that can provide you the current policy information. The general rule is to cancel with hotels and tour companies as soon as possible. The staff will forward your reservations to other customers and will be more willing to accommodate you.
Always invest in trip protection when buying a flight and prepare to be persistent on the phone to cancel or change your plans. Airlines typically wait until the last minute to call a cancellation, so make sure you understand your airline’s policy. Have the numbers to call on hand so you can act quickly, as people will be frustrated and scrambling to re-book.
Vacation planning is where the magic begins.
Are you pumped and ready to become a productive, vacation planning boss? I’m providing you with my vacation budget worksheet and packing list printable for free to get you started. I recommend also grabbing a notebook to start your travel itinerary as you follow the steps in this post.
Enjoy the planning process and perhaps aim to vacation somewhere you’ve never been. You can be more adventurous and try something different if you have a solid plan. Mentally prepare for snags and changes so you’re ready with alternate plans and get ready for your next adventure.
