How to Plan a Trip:

We’re just going to come out and say it—planning a trip can be hard.

There are so many moving parts and between picking the right destination, figuring out accommodations, transportation, staying on budget, and how to cram everything into one perfect itinerary can be super overwhelming. We totally get it — because we’ve been there.

Which is why we’re sharing our step-by-step guide to planning a trip, without losing your mind. No fluff, no feeling overwhelmed — just clear, to the point, practical action items, and honest tips that will help you plan your dream vacation.

So if you’re staring at your computer or phone wondering “Where do I even start?”—you’re in the right place.

As your Passport Partners we know we can help you plan your next trip in a way that is easy, exciting, and totally doable.

Follow these steps to ensure your next vacation is stress-free!

Choose a Destination

In our experience we’ve found that when you match your travel personality with the right of experience, everything else just sort of naturally starts to fall into place. And our goal is to make choosing a destination easy, so let’s start with creating your traveler profile. Answer this question:

What kind of traveler are you?

Here is a fun little check-in can help you figure out your vibe — and essentially point you in the right direction.

🧗‍♀️ Are You the Adventurer?

Do you see yourself snorkeling in the Silfra Fissure in Iceland, Running with the Bulls in Pamplona, or sleeping under the Northern Lights in Sweden? Activities may drive your destination selection.

You’re not afraid to challenge yourself and step outside of your comfort zone in new and foreign landscapes. Adventurers like you thrive on adrenaline-pumping activities and seeking out unique experiences which are sure to create unforgettable memories.

🔑 Passport Partners Tip: Look for places known for adventure tourism. Google “bucket list adventures around the world” or “adventure travel” to get inspired.

🌴 Are You the Relaxer?

Do you find yourself more of the relaxation type of person? Is your dream vacation to have your toes in the sand and splash around in crystal clear waters?

If you are typically drawn to vacations where you can unwind and recharge in a calm and scenic setting, Fiji or Turks and Caicos might be your dream haven.

🔑 Passport Partners Tip: Search terms like “best destinations for relaxation” to help narrow your options.

🏛️ Are You the Culture Seeker?

Are you a sightseer that wants to immerse in local culture?

If you are a history buff or just excited to learn more about other cultures you might be interested in checking out Greece, Peru, or China.

🔑 Passport Partners Tip: Search “destinations for history lovers” or “culture seeking vacation” to get started.

🍝 Are You the Foodie?

Do you find yourself more of a foodie whose mouth is watering just thinking of your next bite?

Taste testing local cuisines is a highlight for many! If food is your thing you can and should definitely plan a trip around eating. Italy, India, or Paris might be destinations at the top of your list.

🔑 Passport Partners Tip: Try using food guides to search “food-focused travel experiences.”

🚆 Are You the Energizer Bunny?

Are you an energizer bunny, wanting to cram as much and as many things into one trip as possible?

This is definitely our style and places like Europe make it possible thanks to user-friendly transportation to conveniently travel from country to country in short time frames. Generally this kind of travel is best done when you have multiple weeks to explore.

🔑 Passport Partners Tip: Type “multi-city itinerary” into your search bar with the exact number of days you’re hoping to travel.

🎯 Already Know Where You’re Headed?

Gold stars for you! You are ahead of the game — jump ahead to the next section in planning your perfect trip.

But if you’re still figuring out where you want to go that’s okay! Remember:

Your perfect trip begins with knowing what kind of traveler you are. We are confident there is a destination out there that will totally match your vibe.

Budgeting for Your Trip

💸 Creating a budget (Ugh, We Know... But It Matters)

We have to be honest with you — budgeting is our least favorite part of the travel planning process, but it’s arguably one of the most important.

Flights, tours, and even your morning coffee can all add up. The good news? A little research and prep on the front end can help you stretch your money further and enjoy your trip without the stress of unexpected expenses.

Here’s how to build a travel budget that works — and stick to it — without killing your vibe:

✈️ Know When to Go (It Makes a Big Difference)

The time of year (peak season or offseason) can impact the cost of your holiday destination, as well as the weather.

For example: Want to visit the Amalfi Coast but not spend a fortune? Try going in September or October — you’ll still get the stunning views, world-class food, and warm(ish) weather, without the sky-high prices of July and August.

🔑 Passport Partners Tip: Search “[destination] off-season travel tips”.

💰 Save Ahead of Time

Set aside money just for your trip, even if it’s a little bit each paycheck. Open a dedicated travel savings account if that works for you or use a money-saving app to help you build that fund over time.

Trust us — future you will thank you when it’s time to splurge on that bucket list meal or once-in-a-lifetime activity.

📊 Estimate Costs (Yes, You Should use a Spreadsheet)

Break down your potential expenses by category:

Flights + Local Transportation: Planes, trains, buses, Ubers, scooters—you name it.
Accommodations: Hotels, hostels, Airbnbs, etc.
Tours & Experiences: Day trips, museum tickets, wine tastings.
Meals & Snacks: Don’t forget coffee and gelato breaks!
Shopping & Souvenirs: Build in a little fun money.
Emergency Fund: Always have a buffer.

🔑 Passport Partners Tip: Use a simple budgeting app or Google Sheet (👈 this is what we do) to track everything in one place. Being able to visualize your total spend makes it easier to prioritize.

💱 Don’t Forget Exchange Rates

If you’re traveling internationally, keep in mind that currency exchange rates can impact your budget. Rates can fluctuate, so it’s smart to add a 5–10% buffer to cover unexpected shifts.

🔑 Passport Partners Tip: If you have an iPhone turn on the currency conversion in your calculator — you’ll thank us later.

🚨 Plan for the "Just in Case" Stuff

We hope it never happens, but... stuff does go wrong. Flights get delayed, bags get lost, and occasionally, someone eats the wrong street food.

Set aside a little money for unexpected expenses like:

Last-minute hotel bookings
Medical visits or prescriptions
Emergency transportation

You don’t need to obsess over every worst-case scenario — but having a backup plan makes you a savvy traveler.

🔑 Passport Partners Tip: List all the items that you want to see. Which are your non-negotiable items?

When we travel, we each select one non-negotiable that we plan to do together. If you’re having trouble narrowing tours and attractions down, try putting together a spreadsheet. Identify what fits into your budget and what makes the most sense in your calendar of events. Don’t go crazy with planning though you want some free days to explore. (And we know this from experience!)

Budgeting shouldn’t be painful. The more prepared you are, the more you’ll be able to enjoy your trip. Think of it as investing in peace of mind—and future unforgettable moments.

Research & Book Transportation

At this point, you’ve done a lot of leg work — choosing your destination, setting your budget, and dreaming up your itinerary. Now it’s time to lock in your transportation and make this trip real.

Whether you're flying halfway across the globe or hopping on a scenic train route, booking your transit early can help you save money and avoid last-minute stress.

🛫 Booking Flights? Flexibility Pays Off

If you're flying, having flexible travel dates (or even nearby airports) can help you score better deals. Start your search on flight comparison tools like:

These tools let you compare multiple airlines at once, see flexible date options, and get a feel for what pricing trends look like.

🔑 Passport Partners Tip: If you’ve found a good deal on a third-party site, always double-check with the airline directly before you book. Airlines sometimes offer exclusive promos or lower prices when you book through them — and you'll have better customer service if something changes.

🧳 Pro Tips to Keep in Mind:

Double-check baggage policies—especially for budget airlines like Ryanair (speaking from experience).
Book directly when possible to simplify cancellations or changes.
Use a travel rewards credit card to earn points or miles for future trips.

Finalize Your Itinerary

History, culture, food, and jaw-dropping scenery — these are just a few of the reasons we travel. But before you click “book” on your accommodations, take a moment to map out your must-see attractions and activities. Trust us, this one step can make or break your travel flow.

The location of your stay should be influenced by what you plan to do. Booking your accommodations in the heart of the action might save you hours in transit each day—not to mention cab fare.

📍 Start With Your Non-Negotiables

What are the things you absolutely cannot leave without doing? List them out — your “non-negotiables.”

🔑 Passport Partners Tip: When we travel, each of us picks one non-negotiable activity that we’ll do together, no matter what. It helps keep things balanced and ensures we both get a highlight moment.

This works whether you're traveling solo, as a couple, or with a group. Everyone gets their “bucket list” moment!

🛏️ Choose Where to Stay Based on What You’ll Do

Once your activities are picked, look for accommodations that cut down commute time and keep you close to the action.

For example:

Visiting lots of museums? Stay in the historic district.
Chasing the great outdoors? Look for cabin options.
Doing early morning tours? Stay within walking distance of departure points.

This keeps your days smoother and lets you spend more time exploring and less time stuck in traffic or changing train lines.

🚶‍♀️ Plan for Local Transportation

Determine how you’ll get around. Depending on your destination, you might use:

Public transit (metro, buses, trams)
Rideshare like Uber, Lyft, or FreeNow
Taxis or private drivers
Bikes or scooters in urban areas
Rental cars (best for rural or off-the-beaten-path trips)

Look up whether you'll need a transit card, ride app, or parking options, and make a rough plan.

🗓️ Build (But Don’t Overbuild) Your Daily Plan

Create a Google Document, Google Sheet, or note in your phone list with each day’s key plans. Include:

Your must-see activities
Estimated time needed for each attraction
Travel time between activities
Breaks for food and rest

🔑 Passport Partners Tip: Leave wiggle room for spontaneity. Some of our best memories came from days with nothing planned — we stumbled into street festivals, speakeasies, and surprise views we never expected.

Pre-Trip Prep

You’ve done the fun part — now it’s time to make sure everything behind the scenes is squared away so your trip can run smoothly from takeoff to touchdown. These final steps will save you headaches later and help you travel with confidence.

🛂 Check Your Passport, Visa Requirements, & Digital Entry

First things first: Is your passport valid? Many countries require it to be valid for at least six months beyond your return date, so double-check yours well in advance.

If you're traveling to a country that requires a visa, research the process early. Some are quick online applications, others take weeks or even require an embassy visit. Don’t let paperwork delay your dream trip.

🔎 Important Update for U.S. Travelers: The UK and many countries in the European Union are rolling out new digital entry systems (like the UK’s ETA and the EU’s ETIAS). These are not visas, but they do require non-citizens (including Americans) to register through an app or online portal before arriving. Approval is usually fast, but you’ll want to check the official government site for your destination and apply early. Make sure you’re downloading the app through the app store on your phone and not going through a third-party site.

🔑 Passport Partners Tip: Bookmark your destination's official travel site and check both entry requirements and transit rules if you’re passing through multiple countries.

🛡️ Consider Travel Insurance

You’ve invested time, money, and excitement into this trip — whether you insure it is up to you. Travel insurance can cover:

Canceled or delayed flights
Lost baggage
Medical emergencies abroad
Trip interruptions

Disclaimer: While we understand buying insurance means you're planning for peace of mind, not problems, we do not purchase travel insurance. We’ve not had much success in recouping costs this way. However, we have had plenty of success in retrieving funds through booking with apps like Viator or Get Your Guide for activities, Airbnb, and airlines like United or Southwest which have flexible booking options.

💉 Take Health Precautions

Make sure you're up to date on routine vaccines and check if your destination requires any specific shots (like Yellow Fever or Typhoid). Consult your doctor or visit a travel health clinic for personalized advice.

Also, pack any prescription medications you’ll need, along with a mini first-aid kit — just in case.

💳 Alert Your Bank & Plan for Payments

Before you leave, notify your bank and credit card companies about your travel dates and destinations to avoid fraud alerts or frozen cards abroad. Not all banks require this but it’s better to be safe than sorry!

You’ll also want to bring a credit card with no foreign transaction fees.

Great options include:

Chase Sapphire Preferred
Capital One Venture

And always keep a backup form of payment, like a small amount of local currency or another card, just in case.

🎒 Pack Smart (And Light!)

Make a packing list and stick to the essentials:

Comfortable clothes and shoes
Toiletries and meds
Chargers and travel adapters
Copies of important documents (passport, visas, bookings)

And of course — leave some room for souvenirs (because we know you’ll find something you can’t resist bringing home).

🇺🇸 Souvenir idea: If you’re looking for a small and affordable souvenir to pick up on your journey we recommend grabbing a flag! Every time we travel to a new destination we grab a flag and place them on a vase in our kitchen. They make for a special memory and a great conversation piece when visitors are over.

🔑 Passport Partners Tip: If you can avoid checking a bag, do it. Nick once made the mistake of lugging multiple giant suitcases through Europe — and his wallet and his back paid the price. 😅

Safe Travels!

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