As a professional travel blogger of 8 years, let’s just say: I’ve planned a lot of trips over the years. Some for myself, many for others. From navigating night trains in Europe to crafting detailed travel guides for clients heading to Hawaii, Bali, or Iceland, I’ve learned what works (and what definitely doesn’t). After visiting 69 countries and helping others plan their dream adventures, I’ve dialed in a system that’s both efficient and fun.
Whether you’re a spontaneous traveler or someone who loves a perfectly color-coded itinerary, this step-by-step guide will help you plan a trip without the overwhelm. These are the exact strategies I use to map out memorable, meaningful journeys in 2025 and beyond.
My Trip Planning Tips at a Glance
Trying to plan the ultimate trip in 2025 (without losing your mind)? This quick-glance list breaks down the key strategies I personally use after 8+ years as a travel blogger and trip planner. From scoring cheap flights to creating an itinerary that doesn’t feel like work, here’s what you’ll want to lock in.
- Most Crucial First Step: Set a realistic trip budget
- Best Advice for Decision Fatigue: Choose your destination with intention
- Smartest Timing Trick: Lock in your dates (with some flexibility)
- Top Booking Window Insight: Book your flights early (ideally 1–6 months out)
- Biggest Points Power-Up: Get a travel rewards credit card
- Best Vibe-Setting Move: Reserve your accommodations next
- Most Overlooked Time-Saver: Plan out your bookable activities
- Top Pre-Departure Checklist: Check passport validity, visas, and entry requirements
- Non-Negotiable Safety Net: Buy travel insurance
- Most Flexible Daily Planner: Map out your days (but leave room for magic)
- Top Tech Tip: Download essential travel apps
- Packing MVP: Create a packing list tailored to your trip
- Best Organization Hack: Organize your travel docs digitally
Here’s how I’d do it: choose your dates, use Going to hunt down flights, then build your trip around a few bucket-list experiences. Keep reading for all my favorite tools, step-by-step planning tips, and how to travel smarter in 2025.
Quick trip planning hack
Before sharing the A-Z on how to plan a vacation, I first want to share my #1 tip that saves me THOUSANDS of dollars on travel each year.
For the past 5 years, I’ve used Going to find cheap flight deals. It’s free and easy to use. All you have to do is enter in your home airport and where you want to go, and they’ll send you mistake fares and other cheap flight deals.
Last year alone, I saved $7k+ thanks to their email alerts. This includes most recently, a $277 roundtrip fare from Boston to Barcelona. On average, I save over $400 roundtrip on transatlantic flights. So, I’m a huge fan and couldn’t recommend them more!
If you’re a frequent flier, consider getting their premium version. It costs $49 per year, but it will easily save you hundreds (or thousands) of dollars if you fly just 1-2 times abroad. I recommend signing up for the free trial (which you can cancel at any time) to test it out for yourself. And if you like it, use my coupon code JON25 to save 25%!
10 tips for planning a trip in 2025
Here are my top tips on how to plan a trip in 2025, based on my firsthand experience.
1. Set a realistic trip budget
Before you start dreaming about exotic destinations and exciting activities, it’s crucial to establish your travel budget. Your budget is a roadmap for your trip planning, guiding your decisions on where to go, how long to stay, and what to do.
This isn’t about limiting yourself…it’s about being intentional. Break your budget into clear categories: flights, accommodations, food, tours, transportation, and a buffer (I usually set 10–15% extra).
I like to build a basic spreadsheet or use a travel budgeting app like Trail Wallet. Research average prices using Booking.com, Airbnb, and GetYourGuide. Don’t forget overlooked costs like tips, city taxes, and travel insurance. The more accurate you are upfront, the smoother the rest goes.
- Read my guide: My Favorite Travel Websites Right Now
2. Choose your destination with intention
Start by asking yourself: What do I actually want out of this trip? Maybe it’s a reset in nature, a deep dive into history and culture, or a food crawl through a vibrant city. I’ve planned hundreds of trips over the years, and the ones that hit hardest were always aligned with a deeper intention…not just trends.
Factor in things like weather, local seasons, safety, cost of living, and even your energy level. I use tools like Google Trends, Numbeo, and climate data charts to compare destinations before locking one in. Once you decide, planning gets way easier and way more fun.
Here’s a quick recommendation for this step…don’t be vague! Instead of saying that you “want to visit Europe this summer” or are planning to “visit somewhere warm,” get specific with your travel plans. The more detailed and concrete they are (i.e. “I’m going to Spain this summer”), the easier they are to execute.
3. Lock in your dates (with some flexibility)
The sweet spot? Having a target window and a bit of wiggle room. I always check flight prices across +/- 3 days, then factor in local holidays, events, and even school breaks that could drive up costs.
I once saved $420 by shifting my trip by just two days. Use Google Flights’ date grid and Hopper’s price forecast to spot the best combo of price and timing. I’m also a huge advocate for signing up for Going.com’s free version, and setting up flight alerts from your home airport!
4. Book your flights early (ideally 1–6 months out)
Flight prices change constantly, so don’t leave this to the last minute. Here’s what’s works for me:
- Domestic: Book 1–3 months out
- International: Book 3–6 months out
Using Going.com or Google Flights, set alerts for your route and watch for dips. When I see a solid price (especially if it’s under the average range), I book it immediately. Don’t get caught waiting for the “perfect deal” only to watch fares jump. This is one of my top travel hacks for flying that I recommend all travelers.
- Read my guide: How to Find Cheap Flights in 2025
5. Get a travel rewards credit card
If you’re a frequent traveler (or planning to be one), a travel rewards credit card can be your best friend. These cards allow you to earn points or miles that can be redeemed for free flights, hotel stays, or even cash back, depending on the card.
Here are my favorite travel credit cards that I use:
| Top Overall: | Chase Sapphire Reserve |
| Most Versatile: | Capital One Venture X |
| Best Lounge Access: | Amex Business Platinum |
Nowadays, most travel cards offer between 75,000-100,000 points as a sign-up bonus. This can easily cover a free flight (or two) around the world! I’m a huge advocate for getting a travel rewards card before you start booking your trip. It will likely get you hundreds of thousands of dollars in rewards for something you were planning to book anyway!
6. Reserve your accommodations next
Your flights lock in your dates. Your accommodations set the vibe. I start by researching neighborhoods that align with my style…walkable, safe, near public transit or nature. I’ve got some great guides on where to stay on this travel blog.
Then I filter based on reviews, price, amenities, and cancellation flexibility. I always double-check fees too (cleaning, service, tourist taxes). Tools like Booking.com and Vrbo work great, and I keep screenshots of confirmations on my phone just in case.
7. Plan out your bookable activities
Not everything needs to be scheduled at this stage, but some things absolutely do. Getting clear on what needs to be booked in advance can save you time, stress, and disappointment.
In popular destinations like Rome, Barcelona, or Tokyo, many top attractions sell out weeks (sometimes months) ahead. I’ve made this mistake before…showing up at sites like the Colosseum or Sagrada Familia only to find that all time slots were gone. Now, I research and reserve must-dos the moment I lock in my flights and accommodations.
Here’s how I plan: I list out everything I want to see or do (museums, hikes, food tours, concerts, etc.). Then I check if any of them require advance booking, sell out regularly, or are closed on certain days. I book the high-priority stuff first (attractions, guided tours, seasonal events) using sites like GetYourGuide, Viator, or official websites.
8. Check passport validity, visas, and entry requirements
Your passport should be valid 6+ months past your return date, some countries won’t let you in otherwise. I’ve seen people get turned away at the airport because of this.
I use Sherpa or the IATA Travel Centre to double-check visa and entry rules. Some destinations now require e-visas or digital health passes. Start early…it can take weeks to get approved.
- Read my ultimate guide on 50 things to do before a flight
9. Buy travel insurance (non-negotiable)
This isn’t optional anymore. I’ve had trips derailed by flight cancellations, weather delays, and even a minor injury abroad. Travel insurance saved me thousands.
Look for coverage that includes:
- Trip cancellation/interruption
- Medical emergencies abroad
- Lost/delayed baggage
I recommend checking SafetyWing or comparing these top 5 insurance companies. Some premium credit cards also include solid coverage…just read the fine print.
10. Save for your vacation
Once you’ve got a rough idea of your trip costs—flights, stays, activities, food, and transportation—it’s time to start saving with purpose. Open a separate savings account just for travel, so the money doesn’t accidentally get spent elsewhere. I personally use automatic transfers each week, even if it’s just $25 or $50. It adds up faster than you think.
Track your spending for a week or two and cut the fluff. Cancel subscriptions you’re not using, cook more at home, or skip a few drinks out. Redirect that money straight into your travel fund.
You can also look into travel rewards credit cards to rack up points or miles while you save. Some cards offer big welcome bonuses that can cover flights or hotel nights entirely.
Lastly, set a target savings goal with a date attached. Having that number in front of you makes it easier to stay motivated and skip unnecessary purchases. I like to use apps like Qapital or Ally to automate and track this. Saving for travel doesn’t have to be painful…it’s just about being intentional. And trust me, watching that fund grow makes the trip feel real.
11. Map out your days (But leave room for magic)
Don’t plan every second. Aim for 2–3 core activities per day, grouped by neighborhood. Use Google Maps to pin places in advance, then optimize by location to avoid backtracking. Leave one day open or flexible…this gives you space to follow recommendations you hear on the ground.
As a travel blogger, here’s what I recommend to create an effective itinerary:
- Start with your must-do activities: These are the activities you identified during your planning phase. Schedule them first to ensure you have time to do them.
- Fill in the gaps: Once you’ve scheduled your must-do activities, fill in the gaps with other attractions or activities. Be realistic about how much you can do in a day to avoid overpacking your schedule.
- Consider travel time: Don’t forget to account for travel time between activities and attractions. Use maps to plan your route and schedule activities that are near each other on the same day to save time.
- Schedule downtime: It’s important to schedule downtime in your itinerary. This could be time for relaxation, spontaneous exploration, or simply to rest and recharge.
- Check opening hours and days: Check the opening hours and days for attractions and activities to avoid disappointment. Some attractions may be closed on certain days or have seasonal opening hours.
- Be flexible: While it’s good to have a plan, stay flexible. Things might not always go according to plan, and that’s okay. Be prepared to adjust your itinerary as needed.
Keep in mind: an itinerary is a guide, not a strict schedule. It’s there to help you make the most of your trip, not to add stress. So plan wisely, but be flexible and open to new experiences.
12. Download essential travel apps
Make your phone your travel assistant…I do this for every trip. Before leaving, I always download Google Maps and save offline maps of the area I’m visiting. It’s saved me more times than I can count when I’ve had no signal in a new city.
Google Translate is another go-to. I’ve used it to read restaurant menus in Japan, ask for directions in Italy, and even translate signs in remote mountain towns.
I also use XE Currency to avoid getting ripped off with conversions, and TripIt to organize flight, hotel, and tour confirmations in one place. If the destination supports eSIMs, I grab Airalo ahead of time…it’s usually way cheaper than roaming.
Don’t forget local apps too. In some cities, rideshare or metro apps are the only way to get around easily. Trust me, spending 10 minutes setting this all up before you go saves a ton of time and stress on the road.
13. Create a packing list tailored to your trip
I never pack without a checklist. It saves me from forgetting something dumb (like a charger or swimsuit… been there). Start by looking at your destination’s weather, activities, and cultural norms. Headed on a hiking trip? I always pack layers, trail shoes, and a rain jacket just in case. If I’m going somewhere remote, I make sure to pack extra snacks and a backup charger…you never know when you’ll be off the grid.
I usually build my list in the Notes app or use PackPoint, which adjusts based on your destination and activities. I also add a few just-in-case items in my carry-on, like a change of clothes and toiletries, in case my checked bag gets delayed. That’s come in handy more than once. Planning ahead with a tailored list means less stress and fewer “oh no” moments when you land.
14. Organize your travel docs digitally
Keep everything in one place: your flight confirmation, hotel bookings, insurance, passport scans, vaccination records, and entry docs. Save them to Google Drive or your phone’s files app. You can also use TripIt or Apple Wallet to organize confirmations and pull them up quickly. Before leaving for the airport, I always organize all these documents in one place, making it easy to present to airline staff or customs.
15. Enjoy your trip
After all the planning, saving, booking, and prepping – it’s finally time to go. This is the part where you let go of the to-do lists and start living the adventure.
Whenever I travel, I try to stay present and open. Things won’t always go perfectly (they never do), but that’s part of the story. Some of my favorite memories came from the unplanned moments…like getting lost in a new city and stumbling into a local festival, or missing a bus and finding the best bakery I’ve ever been to.
Trust that you’ve done the work to prepare. Use the tools, tips, and mindset from this guide to make things smoother. But don’t forget: the whole point of this is to enjoy yourself. Try the weird food, wake up early for sunrise, talk to strangers, take the photo, and savor every second. You earned this!
FAQs about trip planning in 2025 and beyond
Looking to go even deeper into travel planning in 2025? Here are some popular questions that I get a lot about how to plan trips:
How early should you plan a trip?
I try to start planning my trips at least 2–3 months in advance for domestic travel and 4–6 months ahead for international trips. That gives me time to find the best flight deals, book high-demand accommodations, and secure tickets for popular tours or activities before they sell out. If I’m traveling during a busy season—like summer in Europe or the holidays—I plan even earlier, sometimes 6–9 months out, especially if I want good availability and prices. That said, not every trip needs that much lead time. Quick weekend getaways or off-season travel can be pulled off with just a few weeks’ notice. But for anything big or bucket list-worthy, the earlier you start, the better your options and the less you’ll pay.
What apps or tools should I use for planning my trip?
Use Google Maps (for saved locations), Notion or Trello (for organizing plans), TripIt (for itinerary management), and AllTrails if you’re hiking. Also, AI tools like ChatGPT can help map out custom itineraries quickly. For more ideas, I recommend reading my guide on the best travel apps in 2025.
Where do I start when planning a trip?
In the words of one of my favorite travel quotes, every journey begins with a single step. Here’s where to place your foot first:
When I start planning a trip, the first thing I do is choose my destination and dates. Everything else builds from there. I look at the weather, peak seasons, and flight availability to make sure it’s the right time to go. Once that’s locked in, I set a rough budget so I know what I’m working with – flights, accommodations, food, activities, and a buffer for unexpected costs. Then I research the best neighborhoods to stay in and book my flights and lodging early, especially if it’s a popular destination. From there, I dive into the fun stuff: building a loose itinerary around must-see attractions, unique experiences, and places to eat. I leave room for spontaneity, but I always get the essentials sorted first so the rest flows easily.
How much should I plan vs. leave open?
I usually plan the essentials—flights, stays, key activities—and leave 30–40% of the trip open for spontaneity. That way, I can jump on local tips, last-minute tours, or chill days without feeling locked in.
How do I avoid tourist traps and have a more local experience?
Research travel blogs, YouTube vlogs, or local Reddit threads for off-the-beaten-path ideas. Try staying in residential neighborhoods, eating where locals eat, and booking small-group tours or local-led experiences on platforms like GetYourGuide or Airbnb Experiences.
How long does the average person spend planning a trip?
Most people spend 10–30 hours planning a single trip…and that’s just for vacations lasting 1–2 weeks.
Here’s how that time usually breaks down:
- Researching destinations: 3–6 hours
- Booking flights & stays: 2–5 hours
- Planning daily activities: 4–10 hours
- Comparing prices, reading reviews, mapping routes, etc.: 3–9 hours
If you’re going somewhere international or unfamiliar, expect to be on the higher end of that range. And if you’re planning for a group or a multi-stop itinerary, it can take 40+ hours.
That’s why many travelers now use trip planning services, AI tools, or curated guides to save time and avoid overwhelm. The more complex your trip, the more value there is in delegating the planning or following a proven itinerary. I’m happy to help you out with my personalized travel guides.
What should you try to avoid when planning your trip?
When planning your trip, here are a few common pitfalls to steer clear of:
- Overplanning every minute
Packing your itinerary too tightly leaves no room for spontaneity, rest, or unexpected gems. Leave space to wander, breathe, and pivot. - Booking everything last-minute
Flights, hotels, and tours often spike in price closer to the date. You’ll also risk missing out on top-rated stays and must-do experiences. - Ignoring visa and entry requirements
Each country has its own rules. Not checking them can cost you big, or worse, get you turned away at the border. - Not budgeting realistically
Underestimating food, transportation, or activity costs is one of the fastest ways to blow your savings. Build in a buffer for surprises. - Skipping travel insurance
It seems optional, until something goes wrong. Lost luggage, canceled flights, or medical emergencies can turn a dream trip into a financial nightmare. - Trying to visit too many places
Less is more. Rushing through five countries in two weeks often means long travel days and little actual immersion.
Bottom line: Plan smart, but don’t overdo it. The best trips strike a balance between structure and freedom.
How much should I save for a trip?
A good rule of thumb is to save 1.5x your estimated costs. If you think your trip will cost $2,000, aim for $3,000 to cover surprises like emergencies, currency swings, or spontaneous adventures. Here’s a quick breakdown for a 7-day trip:
- Budget Travel: $60–$100/day → Save $650–$1,000
- Mid-Range: $150–$250/day → Save $1,600–$2,600
- Luxury: $400+/day → Save $4,000+
I always recommend factoring in hidden costs: flights, travel insurance, visas, SIM cards, tips, and foreign transaction fees can add up quickly.
A smart way to build your travel fund is the 20/30/50 method: save 20% of your income if you’re traveling soon, or 10–15% if your trip is months away. Use windfalls (like tax returns or bonuses) to top it off. Saving more than you think you’ll need makes the trip way less stressful…and way more fun.
