Planning a trip may sometimes feel like a puzzle, your excited, but concerned about the limited time constraints, trying to squeeze a holiday around your work, there’s the research that needs to go into it and figuring out a budget.
You’re not the only one.
Over the years, we have mastered the art of planning our trips that are both memorable and stress-free. Yet staying as flexible as possible to allow for any spontaneity.
We start with deciding a destination and budget, before creating a foolproof itinerary and preparing ourselves before the adventure. We have learnt the hard way on how to plan a trip, so you don’t have to make any mistakes on your next adventure.
We will share our tried and tested tips to help you plan your next adventure, that’s organised, utilises your time wisely, memorable yet flexible.
Whether this is your first travel adventure and not sure where to start, or a seasoned traveller looking to refine your planning process, you’ll find helpful tips and advice that will make your trip smoother, enjoyable and stress-free.
Let’s turn this into a dream holiday that’s well organised.
This post may contain affiliate links. Meaning that if you purchase through them, we may earn a small commission at no extra cost to you. This helps support our website and allows us to continue providing valuable content. We only recommend products and services we personally use and trust. Read our full disclaimer here.
Step 1 – Determine the destination
With a sheer number of countries and options available, where do you even begin to determine the destination?
There are three main elements to finding your ideal destination, these are, travel style, budget and time constraints.
Let’s break these down to help you choose the right destination for you:
Travel style
Take a moment to think about what you want from this trip.
Ask yourself if you are wanting to have a relaxing holiday or adventure, a city break or are you more about nature and wildlife.
Your style of travel should point you in the direction of your destination.
Budget
We don’t want to burst your bubble, but travel doesn’t come cheap and will be a major factor in the destination you choose.
Some countries, such as the UK, USA and many western countries in Europe can be pricey, especially when factoring in the price of flights, accommodation and daily expenses.
If you’re on a tight budget, you could consider a staycation, or visiting countries in southern and eastern Asia, where your money might stretch further.
Time constraints
Lastly, your decision on destination will come down to how much holiday allowance do you have with your current employer.
If you’ve only got a week, it might be best to stick to somewhere closer to home, or into your neighbouring country.
For longer trips, you could consider destinations further, where travel time is balanced out by the length of stay.
Step 2 – Narrow down destination options
At this stage, you should have some ideas on where you might like to visit. Write these down and create a bucket list of destinations.
Once you have a rough idea of some destinations or bucket list, it’s time to dive deeper by doing some research.
Check out travel blogs like ours at Bev & Shams Adventures, watch YouTube travel guides we have a YouTube channel where you can watch our travel content here. Browse Pinterest and social media. Dig right into the practicalities.
For example: If you have the UK on your bucket list, consider how you’ll get around. What type of accommodation is available? Are there budget friendly hostels, or luxury hotels to stay in depending on your travel style? Do you require a visa, what activities you might be interested in, etc.
The best destination, will be the one that excites you, meets your needs and fits within your practical constraints.
Still not sure? Check out our destination guides, for more inspiration. We fell in love with road tripping around the emerald island of Ireland, the vibrant cultures and traditions of Sri Lanka and being mesmerised by the formation of the Grand Canyon in the USA.
Step 3 – Choose your travel dates
Being flexible with your travel dates could make all the difference between saving money on your trip and escaping the crowds.
So, you need to understand the best time to visit your chosen destination.
Do some research on the climate of your destination. For example, if you’re planning a trip to Sri Lanka, there is no point visiting during the monsoon season. And Sri Lanka have two monsoon seasons a year. BUT the monsoon hit different regions at different times during the year.
By doing some basic research on when the best time to visit your chosen destination, you won’t be caught out by the unpredictable weather conditions and your trip will match your expectations.
You’ll also need to pair this with the peak and off-peak seasons.
What do we mean by this?
Simply translated, during peak season the weather is normally great but also higher prices with flights and accommodation and increase in tourists.
For example, London in August sounds lovely, exploring the historic landmarks with warmer conditions, but swarming with tourists and inflated prices.
If you don’t mind spending more and sharing the sights with thousands of other tourists, then book your trip during peak season.
But if your budget conscious like us, yet want to experience the destination with less crowds, then the shoulder months or off peak will be best suited to you.
Step 4 – Tools and resources
There are plenty of tools out there to help you find the best deals at the right time, providing you are flexible.
Use travel bloggers like us, who offer a wealth of knowledge, so you can make informed decisions on when to travel.
If you need more help on choosing the best time to travel, then check out our destination guides, where we share helpful tips such as when to visit, things to do, places to stay and so much more.
You’ll also find our free travel planner, that you can download here, a great way to help you plan your trip. Within the travel planner, you’ll get checklists to help you create your itinerary, brainstorm destination ideas, packing checklists and so much more.
Websites such as Skyscanner, Lastminute.com and Google Flights allow you to search and compare the cheapest flights within a certain month.
Step 5 – Set a budget
This is the most crucial part of planning a trip. You need to set a realistic budget, so you can keep you finances in check and enjoy the trip.
The reality is, if you don’t set a budget, you’ll risk overspending, which isn’t an ideal way to keep your finances in order.
We’ve travelled to some expensive cities and budget friendly destinations, all without overspending or being out of pocket.
Over the years, we have figured out how to set a realistic budget that doesn’t leave us financially out of pocket.
Firstly, it’s breaking down the travel budget, then save effectively, while ensuring you have some extra funds for any unexpected moments.
Breaking down the total trip cost
Let’s start by understanding where your money will go. These are the key components of your trip:
Flights
Airfares will take up most of your travel budget. Prices will vary depending on when you book, the season and even what day of the week you choose to fly.
You should allocate a realistic portion of your budget on flights.
Saving money on flights:
For the best deals, try and book at least 3-6 months or more in advance. Use comparison websites such as Skyscanner or lastminute.com. Setting notification on when prices drop can help save money on flights. And be as flexible with your dates as possible to find the lowest airfares. Consider budget airlines or other airports that might be cheaper.
For example: It is cheaper for us to fly out of London Stansted for European flights than London Heathrow. London Gatwick is cheaper than London Heathrow when flying to destinations such as Sri Lanka or USA.
Accommodation
Accommodation can be just as expensive as flights, depending on the accommodation type, time of year and location.
By booking in advance or taking advantage of last-minute deals can sometimes lead to savings. Hostels are the cheapest accommodation available, then BnB’s and guest houses. You can find mid-range hotels, which are comfortable and affordable. If you’re prepared to pay for luxury, then factor this into that budget.
Saving tips on accommodation:
Budget accommodation can be just as comfortable as a luxury hotel. We would recommend staying in a hostel, if you really want to cut back on your budget, while mid-range hotels if your funds can stretch that bit further.
For example: I have some great memories of staying in a hostel while on a gap year in Australia. I got to meet some amazing like-minded travellers and the dorm rooms were comfortable and at a fraction of the price.
Dining out
Dining out for every meal can be expensive. Make well balanced decisions on where you dine. Choose a mix of restaurants, street food and self-catering for budget savings.
Savings tips for dining out:
Our favourite hack on saving money while travelling, is to shop at local supermarkets or markets for groceries and cook our meals. It is far cheaper than dining out, yet still gives us the chance to try local cuisine.
For example: On a trip to Valencia, the local supermarket sold pre-cooked paella and the serving was enough for one person. A one-person portion cost around €5.00. That is more than half price for a paella in a restaurant and it was still authentic and tasty. The grocery shop also had pre-made dishes such as roast chicken and potato’s, burgers and so much more.
Activities
What makes travel exciting is the sightseeing, tours and activities. Sightseeing is a great way to learn more about the history and culture of a country or city. But some activities are expensive.
Research the activities that you must do and fit this into your budget.
Saving tips on activities
Many destinations offer free or low-cost activities. Such as museums, churches and cathedrals.
Research the must do activities and plan your itinerary around any free and low-cost events, or days in which the activity may offer free entry.
For example: St Paul’s Cathedral in London is normally priced at £25.00 per adult. But if you visited during a service, it’s free entry, yet you still get to visit the interior while experiencing a religious service.
Transportation
Once you’ve arrived at the destination, you’ll need to consider the cost of getting around once you’re there.
Do you plan to hire a vehicle and take a road trip, use public transport or taxis.
Saving tips on getting around
Many destinations promote walking or cycling. Not only will this save you costs on transportation, but it’s one of the best ways to soak up the local atmosphere. Getting lost in a new location is just as exciting.
Emergency fund
No matter how organised and strict you are with your finances, unfortunately unexpected expenses can happen. Such as an injury or illness, an unexpected change of plans in your itinerary, or there is a souvenir you must take home.
Having an emergency fund, will provide you with some flexibility with your itinerary or unexpected expenses.
We would recommend between 10-20% of your total budget. Although to be cautious, we would recommend setting the emergency fund at 20%. This way you won’t feel stressed should any unexpected surprises arise.
For example: If you have set a budget of $1000.00 in total. The emergency fund should be between $100-$200.00.
Calculate your estimated budget
To estimate your budget, you need to breakdown each component, flights, accommodation, dining out, activities and transportation.
Use online resources to research how much each component will cost and break them into categories.
To help you with your travel budget, we have created a travel budget tracker. At the end of the trip, you can see if you are on target or over spent.
You can download the FREE travel budget tracker here.
Once you have got an estimate, have a look at ways this could be cut back, could you find cheaper accommodation, prioritise free activities or cook more meals.
Step 6 – Book your flights and accommodation
Now that you have chosen a destination and set a budget, it is time to get those flights and the accommodation booked.
You should have an idea of what your travel style is, do you plan to travel on a tight budget, or do you have some funds to stay in a luxury accommodation.
Let’s walk through each stage, so you can pick the best deal on flights and accommodation and save some money along the way.
Finding the best deals on flights
To find affordable deals with flights, start searching for flights with reliable websites, such as Skyscanner, Google Flights, Lastminute.com and airlines websites directly.
Be as flexible as you possibly can with your dates. When we are searching for the best deal on flights, we’ll select flexible dates and then answer the prompts such as how long would you like to stay? Followed by when do we want to go?
By being flexible with the travel dates, you’ll often pick up very affordable deals and could find you some savings along the way.
And with many of the reputable websites, such as Skyscanner and Lastminute.com, you can select just flights, accommodation or deals on both flights and accommodation.
As an example:
Let’s say we want to book a trip to Spain, but haven’t narrowed down the exact destination yet. We would select our departing airport, then for arrival airport, we’d select Spain. We’d then choose 4-6 nights and then choose to travel anytime.
The cheapest result has come in at Cala Bona for £125.00, which includes flights and accommodation per person. So, for the two of us that’s £250.00. Now if we set a budget of £100.00 for both of us on flights and £150.00 for accommodation, we are saving £25.00 which doesn’t sound like a lot, but that money could go towards a paella cooking class, or a dance class.
So, by selecting flights and accommodation, this should reduce your budget as you have included two categories into the one cost.
But what if you have never heard of Cala Bona, or you want to visit a major city? That’s fine, just look at the options given and choose the right destination, flights and accommodation that’s suitable for you, keeping in mind that all important budget.
However, before finalising your decision, do some further research on the cost of flights and accommodation independently. Can you find a better deal? Is it cheaper to book flights and accommodation separately and does it align with your budget.
Before we finalise our bookings, we do a lot of research to get the cheapest deal, so we can save and travel more.
Tips for booking cheap flights.
You’re now armed with the tools to help you find the best deals on flights and accommodation, but we want you to save money on your trip even before it is started.
And to do that, we have some helpful hacks to save money without spending hours searching for those deals.
Use incognito mode
Have you ever found yourself looking for flights and accommodation, only to find that each search you make the price increases?
Thats because many of the sites track your activities online. So, instead of being served with affordable deals, your searches are now more expensive.
By toggling to incognito mode, you can avoid this and find those affordable travel deals.
Set price alerts
Many platforms allow you to set up a price alert. This is ideal, as you’ll be notified when a price drops, so you can pick up even more savings on flights and accommodation
Fly mid-week
Travelling mid-week such as a Tuesday or Wednesday tends to be cheaper than travelling at weekends.
Try and choose a midweek flight to save a good chunk of your money.
Consider layovers
Although layovers add extra travel time and can get very tiring, they’re often a cheaper travel option than going direct.
When we plan our trip to Sri Lanka annually, the flights from the UK to Sri Lanka is cheaper with a layover in either Dubai, Qatar, or other Middle Eastern countries, compared to going direct. As a layover is the cheaper option, we’ll often book this over direct flights.
You should weigh up what is suitable for you based on your budget and available time, this allows you to judge which is more suitable for you.
Research other transport options
Now before booking the flights and accommodation, check if there are other methods of transport available, such as a bus or train, depending on where you’re travelling from and to.
In some cases, a bus is far cheaper than a flight, albeit a slower mode of transport.
When comparing transport options, factor in the cost, the time, luggage fees (budget airlines charge extra for cabin bags and checked in bags), meals and transportation from the airport to your accommodation.
Watch out for any hidden costs that could quickly add up.
Once you have defined your travel options, it is now time to book your transportation and accommodation.
Book accommodation
You should now have a plan in place and be ready to book your transportation, whether that’s flying, bus, train, ferry etc.
You may have an idea of where you’d like to stay. But before you book your accommodation, we want to make sure it is the right place for you.
Do some research on your chosen accommodation and check that you are completely satisfied. That you’ll have a comfortable stay, it’s within your budget, check the location from the main tourist attractions and always check previous travellers’ reviews.
Think about what matters to you most, is that budget, is it the location or comfort.
Once you are completely satisfied with your chosen transportation and accommodation, you can now hit that book now button and get one step closer to your travel goal.
Step 7 – Create your itinerary
This is probably our favourite part of planning for a trip. The transportation and accommodation are booked and there’s a date in the diary to look forward too.
To stay organised and to utilise your limited holiday time wisely, now you’ll start to create your itinerary.
Plan and prioritise activities and must-see attractions
Create a list of top attractions and must-see activities on your chosen destination. Use travel websites like Bev & Shams Adventures, to research the unmissable landmarks and things to do.
We have a wealth of knowledge on destinations we have visited and we share them all on our website to help you.
Search Pinterest, Facebook, Instagram, YouTube and other social media platforms to get inspiration.
Don’t forget to go off the beaten path and explore lesser-known spots for more memorable experiences.
Include immersive experiences, such as food tours and cooking classes, to dance classes and more. You’ll get a richer experience and full immersion into the destinations culture.
Create a flexible daily itinerary
While your itinerary should be packed with adventure, you should also include some downtime, to ensure you have a well balanced trip. But remember your itinerary is not set in stone. This allows for spontaneity.
Create a rough guide of the attractions and activities you’ll do each day. Remember to break each day off by area.
For example:
If we were planning a trip to London and we have Buckingham Palace, Westminster Abbey, the Tower of London, Greenwich Observatory and Kew Gardens as our must-see activities to do.
It wouldn’t be logistically practical to visit Buckingham Palace, Greenwich Observatory and Kew Gardens in one day. As most of the day would be consumed by travelling from one destination to the next.
Day one would look like this:
Buckingham Palace – 3 hours
St James Park for picnic lunch – 2 hours
Westminster Abbey – 2 hours
Evening meal
Day two:
The Tower of London – 3 hours
Lunch
The Monument – 1 hour
St Dunstan’s in the East – 1 hour
Day three:
Greenwich Observatory – 2 hours
Greenwich Park – 1 hour
Lunch
Queens house – 2 hours
Evening meal
etc, etc, etc
You’ll see that we are still prioritising the must-see activities in London, downtime in parks or small gardens, yet travel time is confined to a small area, reducing our time spent on public transport.
Also leaving some room for spontaneous discoveries. Maybe someone in your hostel has asked if you would like to join them on a tour, or you stumble upon an unexpected street market.
Some of the best memories we have on our travels are from spontaneous adventures that we would never have dreamed of.
Pre-book activities
During peak season, popular attractions will book out in advance, in some cases months in advance.
To stay organised and to avoid disappointment, book any entrance tickets and attractions in advance.
Step 8 – Pre travel documents
You have planned a well organised itinerary, now don’t let this slip by making the fatal error of not checking you have all your documents in order.
We’d hate for you to arrive at the airport or station to find you can’t travel because your passport expires, or you don’t have a visa, etc. All that travel planning and money spent on your trip has gone to waste.
Just check you have all your documents in order.
First, check your passport is in date and you have more than 6 months before it expires. I recently discovered that my passport was going to expire a few months before our impending trip to Sri Lanka. As I had enough time, I quickly applied for a renewal and received a brand-new passport prior to departure.
Check for any visa requirements and apply in sufficient time. Depending on your nationality, a visa application may take a matter of minutes, while others may need to visit the embassy with essential documents to obtain a visa.
Apply for any visas in time.
Travel insurance isn’t a legal requirement, but some countries may require you to have travel insurance in place. Purchase travel insurance, so your covered for any eventuality.
I work within the insurance industry and have extensive knowledge of how insurance works. If you need more help with choosing the right travel insurance for you, then you can head over to our guide on do I need travel insurance?
Now that you have all your essential documents in order, we would suggest making copies and storing them safely in a couple of places. Keep a copy with you in case you need to produce them and keep digital copies in case you lose the physical ones. This way, you still have all your important copies if you need to produce them at any time.
Step 9 – Pack smartly
Packing is sometimes a bit like a puzzle. Trying to work out what will fit where in your small and compact suitcase.
By changing your mindset and packing smartly, you’ll soon be a minimalist and only take the essentials with you, without paying excess baggage fees.
Packing essentials
Instead of overstuffing your bag with all the unnecessary things, let’s get you packing with a strategy and the basics.
- Clothing: Choose versatile outfits that will mix and match. Think about comfortable clothing such as t-shirts, jumpers, a light jacket if it’s cold or chilly, dresses, skirts, shorts, etc. You should pack outfits that can easily transition from day to night. AND don’t forget to check the weather conditions at your destination to avoid packing unnecessary items.
- Toiletries: Keep your toiletries simple and travel sized. Purchase small travel sized containers to put all your products you like into, that will keep it compact. For example, we have a small 100ml container that we put our shampoo and a separate one for conditioner. We pack a small travel sized toothbrush and tooth paste, 100ml of deodorant and the rest stays at home. Alternatively, does your accommodation already provide shampoo and conditioner, body wash etc. If so, utilise these products, will save you space in your suitcase.
- Electronics: Don’t run out of juice on your phone or camera and pack the all-essential chargers, plug adaptors (for international travel) and gadgets. A power bank is fantastic while out on the road and staying charged
Do you need help with packing smartly for your trip. Help is at hand, with our free packing check list. We have every type of packing you might need, from a short weekend trip, gap year packing, to hiking check lists and more.
You can download your free copy here.
Plus, extra help on hand with this handy post on what to pack for a holiday.
Step 10 – Plan for your arrival
To utilise your time effectively, make a plan on how to get from the airport to your accommodation and back on your return journey.
Most airports or major transport links will have taxi ranks, where you can hail a cab to take you to your accommodation. This is ideal after a long tiring journey and a taxi will conveniently drop you to your hotel.
While this is a convenient option, it can be one of the most expensive, especially in major tourist hotspots like London or New York City.
Alternatively, check what public transport is available. This could save you money and help to keep you on top of your budget.
Check the public transport timetables before you depart on holiday, to prevent time wasted waiting for hours for the next one.
Some hotels offer free airport transfers, or a small fee, check availability and book if this is suitable.
When we visit Sri Lanka, we always book a taxi from a reputable company on arrival, as this is a quicker option and is affordable. However, when travelling around Europe, we’ll take public transport as it’s far cheaper and easy to navigate.
Step 11 – Stay connected and safe
Staying connected and safe is your top priority when travelling, whether that’s locally or internationally.
Here’s some tips on staying connected and safe, yet still having the freedom to enjoy your trip:
Staying connected
Depending on where you’re travelling, you may require a sim card. As an example, if we travel to Sri Lanka, we’ll need a Sri Lankan sim to stay connected with friends and family, upload photos and videos to Instagram and YouTube.
But travelling around Europe, we can use our local sim and use roaming at no additional cost.
If you need a sim, you can purchase these at the airport, local stores or phone shops. Choose a package that’s affordable and gives you a good deal on calls, texts and internet usage.
OR you could download an eSIM from Airalo. It keeps you connected, with no additional sim cards and you choose a package that is suitable for your needs.
You can checkout Airalo here.
Health pre-cautions
Pack a small first aid kit is an essential to keep you on the road in the event of a minor injury or illness.
Pack small bandages, plasters, pain relievers and any medication you may need while you’re on the road.
Having a mini first aid kit could make all the difference.
Need more help on what to pack in your first aid kit. Then check out our guide on what to pack in your DIY first aid kit.
Safe drinking water
In some destinations, tap water isn’t safe to drink. Take a reusable water bottle that you can fill up with bottled water or safe water. Even for brushing your teeth.
You don’t want to ruin in your trip, by drinking tap water that will upset your digestive system.
If you’re in a rural area where bottled water or safe water isn’t available, then LifeStraw’s are handy.
LifeStraw’s filter water while on the go, meaning you no longer need to worry if you are drinking bad water or not, as the bacteria is removed so you can drink with confidence.
Emergency contacts
While emergencies are rare, especially while travelling, it is still a wise idea to be prepared.
That includes knowing the emergency contact numbers and keeping personal contacts written down.
Before leaving, research the emergency numbers for the police, fire and ambulance, establish if there is a tourist emergency contact number. Some countries have a tourist police, for tourists to specifically contact in case of an emergency.
Also, keep a list of contact details, written down, for your close family, friends and even the front desk of your accommodation, this is in the event you lose your mobile phone or battery dies.
Conclusion
Planning a trip may seem stressful, but by breaking it down and having a clear approach, it will set you up for an organised and enjoyable trip without the stress.
In this guide on how to plan a trip, we have broken it down into stages, from deciding on the destination, how to set a budget and tips on how to save, so you have more funds, to creating that flexible itinerary that allows you to see more, while balancing it with some relaxation.
This will help you to utilise your time effectively, stay on budget and enjoy a stress-free holiday.
Every small effort you make now to planning your trip, will go a long way into making this a smoother and enjoyable experience.
Do you have your own travel planning tips or stories that you could share with us? We would love to hear from you in the comments below.
Continue your travel planning, with these useful posts:
- Essential travel gift ideas
- 11 Free virtual tours from the comfort of your own home
- How to stay safe while travelling
- What to pack in your beach bag
- Best travel backpacks to purchase
- Best travel podcasts to listen too
- What to pack for a hike
- Inspirational travel quotes
- How to stay fit while travelling
- How to travel on a budget
