An itinerary defines all the elements of a journey, from hotel stops to destinations. It can be an indispensable tool, whether you are planning a weekend vacation or for a longer period. A good itinerary allows you to structure your trip and maximize the amount of things you can do and see. While it may seem like a daunting task, it's simple to create one. With your basic travel information and a map you can plan an entire trip in an effective and structured way.
Steps
Part 1 of 2: Planning and Defining Your Itinerary
Step 1. Collect important travel information
Flight numbers, hotels, car rentals and restaurant reservations are essential information to manage and maintain. You could also include directions to your hotel, the car rental you are using as well as directions to the airport for the return journey.
If you have chosen to use an airport transfer service to get to your hotel, please include details of prices and operating hours
Step 2. Make a list
It is helpful to list everything you want to do on your trip. Even if it includes more than you think you can handle, make a list of everything you'd like to do. Also inquire about events, holidays and customs of the place you will visit. You may be attending and taking part in a cultural event that other travelers are unable to attend.
- Take into account the amount of time you will spend in each destination. Some, such as a modern art museum, can take all day.
- If you are traveling with one or more people, be sure to ask for advice and ideas on your destinations.
Step 3. Keep track of where you stop
Map your destinations to specific locations on a map and note their location. Try to write them down in succession, to be more efficient with your time during the trip. It is very likely that you will mainly move between adjacent cities. For each activity, estimate the length of time it will take to arrive and return.
- Make sure you have a map of the area you plan to explore. It will also help you to get the bus and train times and phone numbers of local taxis.
- Make sure the maps are recent. Cities and other areas change frequently. A road that existed 10 years ago may no longer exist today.
Step 4. Create a budget
Do you prefer to spend the trip spending the days in starred restaurants and the nights in ultra-luxury hotels? Or are you more interested in finding locals' favorite places and rustic B & Bs? Your vacation is as expensive (or cheap) as you decide. In the end, it all depends on how much you are willing to spend.
- A calculation program such as Microsoft Excel can help you create an itinerary and a budget in an orderly and portable way.
- Alternatively, consider using an app or website for budget management. The downside is that it may prove to be a difficult solution to refer to, especially if you don't have continuous access to a Wi-Fi network.
Step 5. Stay flexible
Don't hesitate to take a day or two for yourself. You can use these free moments to explore or rest for a while. After all, your itinerary is a guide to keep you motivated as you visit a new place. If you lose a reservation, it's not the end of the world. Find out about locals' favorite restaurants or find a local market, museum or specialty nearby.
- Make a backup plan. For example, if you make a reservation, consider a couple of other places to eat in case you miss it.
- Don't forget that your trip should be a pleasant and satisfying experience.
Part 2 of 2: Plan Your Itinerary
Step 1. Collect your information
Write down your check-in times, confirmation numbers, hotel names, and any other information you may need. Don't worry about organizing them yet. In the meantime, focus on gathering and documenting any information you can think of.
Step 2. Organize your documents
Try to condense your travel details into a single document that you have easy access to while traveling. Keep a hard copy with you or write your itinerary details in an electronic document.
- If you prefer, you can use a travel itinerary template available on the internet. In this way you will have a simple structure in which you will only have to enter your data.
- You can also try downloading a travel app to organize your itinerary.
Step 3. Keep a hard copy
You can keep your travel itinerary in a ring binder. As convenient as an app can be, the batteries can run out. It is always a good idea to have a printed copy available, just to be safe. Use dividers to separate documents into categories within the binder (car rental, tours, hotel reservations, etc.).
- Keep the dividers labeled. If you have the opportunity, write the name of the category clearly and legibly.
- Another alternative is a multipocket or gusseted folder.
Step 4. Create a database
Compile a list with details of your emergency home contacts and any special medical needs you or your travel companion may need.
- If you are traveling outside your country, please include your address, telephone number and driving directions to your country's embassy or consulate (if applicable).
- You can also make a list with the addresses of your relatives and friends; so you can send postcards from the destinations you visit.
Step 5. Take Your Responsibilities
Even if you're only going to be away for the weekend, make sure everything is in order and under control at home. If you have animals, plants, or need someone to check your mail for an extended period, make sure a friend or family member is available. This will give you the peace of mind you need to relax and fully enjoy your vacation.
- If you can't find anyone who can go feed the animals, ask if they can stay at a friend's house or in a boarding house.
- If no one can come and water your plants, consider lending them to a friend or neighbor for as long as necessary.
Advice
- It is good practice to reserve hotels, restaurants and rental cars in advance.
- It may be helpful to inform you about holidays, holidays and local weather forecasts to understand how one (or all) of these situations may have an impact on the availability of transport and the opening hours of the activities.
- Use tourist guides, travel websites and tourist forums to gather information about the attractions and activities on your list. Lonely Planet, Rough Guides, and Trip Advisor are all good resources.
- Include driving directions to the hotel, car rental details as well as directions to the airport for the return flight. If you have planned to use an airport shuttle to reach the hotel, include information about prices and hours of activity.
