How to Plan Travel Like an Expert: A Step-by-Step Guide

Planning a trip can feel a bit like juggling swords—or maybe that’s just me with my 15 open tabs, meticulous research, and multiple spreadsheets. But the truth is, I love travel planning. And (not to brag, but I will) after a ton of practice I’m pretty sure I’m good at it too. As my younger brother put it recently, he loves traveling with me because he ends up on a meticulously curated, fabulous trip without having to lift a finger (I’m paraphrasing, but you get the idea).

So if you’re wondering how to plan a solo trip, how to plan a trip to Europe, or really any kind of getaway at all, let me break down the process for you. Whether you’re a fellow spreadsheet nerd or the type of traveler who packs an hour before you leave, this step-by-step guide will help you learn how to plan a trip like a pro.

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1. Choose Your Destination (7–12 months before)

Let’s start with the obvious. Picking the destination is kind of the whole point. But how do you choose? Whether you’re learning how to plan a solo trip, or planning your first or fifteenth international trip, it all begins with narrowing down the options.

Make a short list of three places based on your interests. Beaches? Cities? Mountains? Wine regions? Once you’ve got your list, do some quick research on the best times to visit each place based on your goals. Narrow it down based on what fits your budget and your calendar. If it’s a destination that gets swamped with tourists, try to avoid high season unless you enjoy paying triple for everything.

Pro Tip: If your dream spot is super popular—think Paris or the Amalfi Coast in summer—start your planning as early as you possibly can to avoid bleeding money on overpriced flights and accommodations.

2. Check Your Passport Validity (7+ months before)

Nothing kills a dream trip faster than finding out the day before you leave that your passport expires in two months. That’s also a mistake that travel insurance won’t cover.

Check your passport’s expiration date before you book anything. For most countries, your passport needs to be valid for at least 6 months from your travel dates. Check it at least 7 months ahead of time so you’ve got wiggle room for renewal if needed.

US-Specific Tip: Passport processing times can stretch for months (though just recently the Department of State announced that you can renew online instead of mailing paper forms; tbd whether that’s actually faster or not). If your trip is coming up and your passport’s about to expire, pay for expedited service or try to get an appointment for a last-minute renewal.

3. Book Your Flights (4–6 months before)

Booking flights is both an art and a game of chicken with the airlines. Wait too long, and you’ll pay through the nose. Book too early, and you might miss out on deals. Book on a Saturday, and by the following Tuesday, the price of the same flight might have inexplicably dropped by hundreds of dollars.

For booking international flights, general wisdom is to start searching about six months before your trip. But you can plan earlier. US-based airlines typically open booking 330 days in advance, while most European-based airlines open up 355 days in advance, though prices that far in advance are often incredibly high and level out a month or two after booking opens.

Tools like Google Flights or Skyscanner are your best friends here—set up price alerts as soon as you nail down your destination to track the ups and downs of fares. They can vary drastically from day to day.

Pro Tip: Flying mid-week (Tuesdays or Wednesdays) is usually cheaper. I always try to book both my departure and return flights for long-haul travel on a Tuesday or Wednesday, and 99% of the time, that strategy results in lower prices. If your schedule’s flexible, you can save a lot by avoiding peak travel days (usually Friday to Monday).

4. Reserve Accommodation (3–4 months before)

After flights, the next big-ticket item is your accommodation. Whether you’re planning to stay in a luxury hotel, a cozy Airbnb, or a social hostel, now’s the time to lock it down.

Actionable Tip: Book your stays at least 3–4 months ahead (though most hotels will book a full year out if you’re planning far in advance). Make sure to check cancellation policies, especially if you’re like me and prone to changing your mind 17 times before you leave. While nonrefundable rooms are always the cheapest, you risk losing that money if your travel plans change. Flexibility is gold when travel plans shift!

Pro Tip: Sign up for hotel loyalty programs—even if it’s last minute. These can get you perks like discounted rates or, my personal favorite, free breakfast.

Pro Tip 2: You can usually change the type of reservation from flexible to nonrefundable. Check room rates again once you know your travel dates and schedule are definitely not going to change (for me, this is usually 1–2 weeks before departure). If the nonrefundable rate is cheaper than what you’ve reserved, contact the hotel to change to the nonrefundable rate.

5. Create a Flexible Itinerary (1–3 months before)

You don’t want to spend your whole trip glued to a packed schedule, but you also don’t want to show up in Paris with no idea what you’re doing. Balance, people.

Start researching must-see spots, tours, and experiences. Make a priority list of things you absolutely can’t miss, but leave some buffer time for wandering aimlessly or grabbing a spontaneous gelato. Pre-book activities that tend to sell out—like tours of famous sights or that Michelin-starred restaurant you’ve been dying to eat at. For example, do you want to see the underground level of the Colosseum in Rome? You need to book one of those tours months in advance (and you should; it’s really cool to see).

Pro Tip: Save key locations offline in Google Maps, especially if you’re headed somewhere with spotty Wi-Fi or don’t want to burn through data.

6. Check Visa Requirements and Travel Insurance (2–3 months before)

Visas and insurance—boring but crucial. To plan a trip without any legal hiccups, it’s key to check these in advance.

Find out if your destination requires a visa, and how long the application process takes. Some visas take weeks (or months), so don’t procrastinate.

And for the love of stress-free travel, invest in travel insurance. It can save you a fortune if flights get canceled, you lose your luggage, or you need medical care abroad. Sites like World Nomads or Squaremouth can help you compare options.

Pro Tip: Check if your credit card offers any travel insurance perks before you buy a separate policy. Sometimes, cards will cover cancellations, lost luggage, or even rental car insurance.

7. Start Packing (1–2 weeks before)

Packing doesn’t need to be a mad dash the night before. (I mean, it can be, but why invite that chaos into your life?)

Write out a list based on your destination’s weather, planned activities, and local customs. Remember to leave a little room for souvenirs—no one wants to pay for an overweight bag at the airport. And don’t forget your power adapter! It’s one of those tiny details that’ll make your life a lot easier when your phone’s about to die and all you have is a European socket staring back at you.

Pro Tip: Pack versatile pieces you can mix and match, and layer for unpredictable weather. Always keep a change of clothes, basic toiletries, and any essential meds in your carry-on—just in case your checked bag takes an unplanned detour to a different country.

8. Final Pre-Trip Prep (48 hours before)

You’re almost there! Just a few last checks to avoid any pre-departure panic attacks.

Double-check all your flight times and seat assignments, accommodation addresses, and confirmation numbers. I like to screenshot or download important documents and store them in the Notes app on my phone.

Pro Tip: If you’re traveling internationally, don’t forget to alert your bank so your card doesn’t get frozen the moment you try to buy a coffee in Paris. Some banks don’t have a way for you to do this anymore (Chase, for example) but many others do. There’s usually a simple online form you can fill out. Also, make sure your phone’s set up for international use—whether you’re buying a local SIM card or activating a roaming plan, don’t wait until you’ve landed to figure it out.

Pro Tip 2: Set alerts on your credit and debit cards. I like having an “international transaction” alert that texts me anytime an international transaction goes through on my credit card. That way I would (in theory) know instantly if someone stole my card and tried to use it. As an added bonus, the bank automatically converts the amount from local currency to your home currency in the text message so you know exactly how much you spent!

By following this timeline and these practical tips to plan a trip, you’ll be ahead of the game and free to enjoy your travels without any last-minute panicking (well, minimal panicking—let’s be realistic). Whether you’re figuring out how to plan a Europe trip for the first time or searching for the best way to plan a solo adventure, the goal isn’t to plan every detail to death, but to give yourself enough breathing room so you can let the adventure unfold naturally.

And remember, travel planning might start with spreadsheets and Google searches, but it ends with unforgettable memories. Happy travels!

Still have questions about how to plan a trip? Feel free to contact me or drop a note in the comments!