As we prepare for our 42 day travel adventure, it occurs to me that getting ready for a long vacation is far different than preparing to leave town for a week. Being away from home and/or work for long stretches of time requires substantial planning. For each extra week of adventure, there are more things to consider. For each change in location there are more preparations to make. One thing is certain, most trips over 30 days are going to need a little structure. There are many moving parts to long vacations, especially when they take place in foreign locations. There are reservations for flights, trains and buses. There are accommodation arrangements to be made and cars to be rented. There are visas, passports and sometimes vaccinations to obtain. There are questions to be asked about cultures, weather, rules and activities. There are financial considerations to make. Having a big picture of the way you want things to go, will generally help you achieve the results you hope to gain. The goal to all planning is to eliminate as much potential stress as possible. For me, this always begins with a dream, pencil and paper (or a computer) and an investment of time.
Here are 15 steps to help prepare for your own long adventure:
- Plan, plan, plan! This process can be a lot of work, but it is worth putting in the time and effort before your vacation. You will see more and experience more by having a general idea of what options you have available.
- Daydream then set some travel goals. The vision might be as simple as creating memories and having fun. If your goals are a little more complex (such as when my son wanted to hike Mt. Fuji), then you may need to consider your health, conditioning and the time of year you will travel. How energetic or quiet does the trip need to be? How rugged or refined do the accommodations need to be? Goals may be different if you are traveling with children and/or elderly etc.
- Decide where you want to go. Will you stay in one location or visit many cities? Will you travel between countries and/or continents? Does your destination fulfill your travel goals?
- Map it out. It doesn’t make financial sense to hop over a city, or country, then return to it (unless you are doing a circular tour). It doesn’t make sense to travel half way across the world and miss “that one location”, if a quick detour can take you there. Many times it can be as simple as adding to a multiple stop plane or train ticket to add the destination while en route. It can often be surprisingly economical and sometimes cost even less than purchasing a direct fare.
- Pick a date. Start at least 6 months in advance. Many popular locations and activities are often booked out months in advance. If you are taking time off of work, can you add national holidays and or weekends to the beginning or end of the trip to give you a few more days?
- Set a budget. Long vacations may mean you lose income, plan for it. Long vacations may require airfares, hotel expenses, transportation fees, restaurants etc, plan for it. Long vacations may require a new wardrobe, plan for it. Adjust your plans, not your budget. Build a little cushion into the budget for unexpected emergencies.
- Research airfares, train fares etc. Does moving your dates affect the pricing? How often are flights available? If a flight leaves only once a week and is cancelled, it will be another week before you will have an opportunity to leave. Are there other airports in the vicinity? If you miss a connection, could you hire a car or take a train to get to a more serviced area?
- Research visa and other requirements such as passports, vaccinations etc. Passports should be valid for at least 6 months beyond your travel dates. Many locations require vaccination for things like malaria or yellow fever. Sometimes these vaccinations need to be completed so many days in advance of travel.
- Leaving home and/or work responsibilities, there is much to think about before departing on a long vacation. Who will handle your mail, take care of your pets and/or your home? How will you pay your bills or know if you have a power outage? Will your phone and/or email work in another country? Plan, plan and plan some more.
- Start a travel notebook or file folder
- In the many months leading up to your adventure, you are going to be writing and rewriting your plan. Having one place to gather details makes it simple to quickly locate the information. This organization allows you to brain dump as you are going through the planning process. It is easy to move your plan around on paper. In time, this notebook will also be a great place to store confirmation numbers, insurance contracts, itineraries etc. Your notebook keeps the entire process organized.
- Educate yourself.
- Once you decide where you are going, gather as much information as possible. When planning for a long vacation I will scour You Tube, Trip Advisor, Pinterest, Google Maps and travel guides to glean as much as possible about the area I want to explore. This is how we might come to realize we don’t really want to rent a car in a difficult to drive city. We might realize there is a cool cafe, then note that it is located within walking distance to a botanic garden or museum we are planning to visit. By reading others comments and suggestions, I have been known to change the smallest of details. I usually know which side of the bus or boat will give me the most panoramic views of a location. I usually know if a sunset or sunrise will be more spectacular at a particularly beautiful location. I usually know how safe an area is. I can’t stress enough how important it is to educate yourself. Some would argue that they just want to “discover” a place but this early research has always allowed us to see more, do more and experience more. If you don’t know what is available, you don’t realize how much you can miss. If you know in advance that an area is prone to pickpockets, you can take many safety precautions in advance.
- Try to gain an understanding of the country’s history, geography, customs, politics, and their approach to tourism. This shows a level of respect and will help you engage with the local people more. Having this up front knowledge also means that your trip will start off a bit smoother.
- Figure out the best and worst seasons to visit. Are there certain holidays and festivals occurring around your planned travel days? Is this something which attracts you or would you rather avoid crowds?
- Make lists– Ask yourself tons of questions.
- What cities do you want to visit? What do you want to experience (culture, architecture, museums, landscapes etc)? What sites are there to see?
- How will you get there? Is parking available if you are driving? How difficult is traffic? Is there an easier transportation method? Are there discount coupons/passes available to reduce costs? Do you require a special license to drive?
- How are cultures different? How are they the same? Do you need head coverings to enter religious sites? Are women expected to dress or act differently than men?
- What is the expected weather/temperature for the time of year you are traveling? Do you need special clothing for weather or cultural differences? What activities will you participate in? Will you be hiking, biking, swimming etc which requires special clothing and/or footwear?
- Do you need to shop before packing? Will you do laundry while you are on this trip?
- What is the maximum weight and size restriction for luggage for every plane you are traveling on? What other restrictions are there in your transportation mode or at your accommodations? Constantly asking questions will allow you to build a plan.
- Check for Opening and Closing Times.
- Is the attraction you want to see open all day? Is it open 7 days a week and/or at night? What are the busiest times of day?
- If you are using public transportation, do the busses and trains run all night?
- If you are driving to a National park are the car parks open during the time you want to be hiking or exploring?
- Plan for complications-Flights get delayed. Luggage gets lost. Hotel and car rentals get cancelled.
- Leave plenty of time between connecting flights.
- Leave plenty of time to clear customs and security when transferring flights between countries (usually at least two hours is recommended).
- If you are planning a cruise, always plan to arrive the day before it sets sail.
- Always pack a spare pair of underwear, a toothbrush, prescription medication, some cash and a small snack in your carry on when flying. If your flight is delayed and/or your luggage lost you will have a few essentials to help.
- Look for cancellation options with all reservations. If you are delayed or suddenly fall ill, this may offer the most financial protection. If you decide you want to be more spontaneous in your adventures, having the option of cancelling reservations makes the entire process less complicated.
- Purchase travel insurance. Of course we want to assume that nothing will go wrong, but it does happen. Luggage gets lost, purses get stolen, people get sick and injured. Believe me, when anything like that happens you’ll be happy you have travel insurance!
- Plan for safety– Part of a travel experience is to take the back roads and/or wander and just get lost, which you should do. Surprises should always be part of the vacation, however understanding if an area is safe or not should never be. Several times in my adventures, I have wandered just a block away from an attraction only to find myself in a drug infested slum and sometimes precarious situations. In my defense, most of these mishaps were before information was so readily available online. Today, even a little research prevents this.
- Research if there are high crime areas. What types of crime occur? What, if any, precautions should be taken?
- It is also really important to understand (and respect) cultural differences. Never assume that because a rule is one way in the country you are from, it will be the same in another country. Things we consider minor infractions in the USA (littering and jaywalking for example) may bring substantial penalties in foreign countries.
- Review your government travel advisories for any country/location you will be visiting. These will often give you information regarding disease outbreaks, political instability and geographical disruptions (such as due to hurricanes etc).
- Know where the embassy for your country is located. If war or a major disaster suddenly breaks out, or if you lose your passport, this may be the only way to be repatriated.
- Plan your free time. I know, I know…this seems crazy After researching an area for safety, build the opportunity for unplanned discovery into your itinerary. If you have already mapped out the highlights you hope to visit, you will know about how much free time you should have left. By scheduling this free time in chunks around your “must see/do” itinerary, it allows you to still be surprised but ensures you have seen all which you set out to discover.
- Plan some down time-Rest and relaxation are especially important on long itinerary packed trips. Unless you are relaxing on a beach all day, you may be continuously moving and exploring. Your brain may be filled by all the new information you are processing. Sometimes you just need a bit of quiet. Build these moments into your day/trip. Perhaps a little rest in your room, a coffee at a local café, sitting by the sea or pool, a picnic in a park and/or quietly watching a sunset can all be good ways to just unwind for a minute.
- Plan some nighttime activities-A city or location can have a completely different feel at night. If it is safe to do so, consider exploring during this time.
- Make an itinerary
- Once you have your plan, you can make an itinerary. The key to visiting a lot of locations is to not waste time. You would be amazed at the amount of time which is wasted just by trying to figure out what to do next.
- By planning your days, you will know about how much time to dedicate to each activity. You will know what time you will need to start a day, or when an attraction opens and closes. You will know if there is “extra” time and where/when to detour.
- Start packing-Yes, it may be a good idea to start thinking about what you need, as much as 6 months out. Consider the following:
- Will you need specialized clothing such as bathing suits or wet weather gear? Will you be able to purchase these items during your season of travel? If I know I am traveling to a warm destination during the middle of my winter, I know I am going to have to purchase clothes quite a bit in advance of my trip!
- Try on your clothes. What works, what needs repairing/replacing?
- Will you need extra camera batteries, first aid kits etc?
- Make a list of the extra items you need, then begin picking these things up early. This allows you to take advantage of sales and return things if they don’t fit.
- Weigh your luggage as you get it packed. There is nothing worse than realizing your bags are overweight as you are rushing out the door. The more you do ahead of time, the less stressful it will be when it finally comes time to pack.
- Break in new shoes-If you will be purchasing new shoes, be sure to wear them regularly before traveling. Do they cause blisters or pinch? Would it be helpful to add liners, lifts or arch supports? It is easier to make changes before you need them.
- Make copies of important documents- If these documents are lost or stolen, they can be difficult to replace. Which may mean an end to your vacation. Having a copy of these important documents stored with a family member or trusted friend, or on an encrypted flash drive (or all of the the above) will make the process much easier.
- Passports/visas
- Drivers License/photo id
- Greencards
- Credit cards
- Insurance policies
- Confirmation numbers
- Order local currency-Cash is king, no matter where you are visiting. Get it in small denominations.
- If the power goes out, so do the ATM’s and credit card machines.
- If your credit card gets frozen because you forgot to notify your bank that you were traveling, you will appreciate being able to get a meal/accommodation until you figure out what to do.
- If your taxi, bus driver, or favorite coffee shop refuse to take credit, having these small bills available may be the difference in a good day or a complex day.
- Many places won’t take credit cards, farmers markets, food trucks, craft stalls etc. Keep your purchasing power by keeping cash on your person at all times.