By Amber Johnson
June 11, 2023
(Mini Trip to Cartagena, Spain, 2022)
Phases of Trip Planning:
Imagine
Research
Book
Itinerary Planning
Logistics
Trust the Process
(It's Me, in Piranoooo, Slovenia, 2021)
IMAGINE
When I first start planning for a trip, I always start within the field of possibilities. While it’s certainly possible to have one specific destination in mind, allowing yourself to imagine a variety of destinations might bring a surprising adventure that aligns with your or your group’s set of travel motivations, needs and desires. I never would have found myself living in Slovenia or visiting Malaysia, had I not kept my spirit of adventure turned up and my options left open to the unexpected!
In my most recent trip planning project, I actually found myself switching destinations quite drastically. While I had been dreaming of re-visiting friends and countries in Northern Europe, as I still have only experienced Scandinavia and the Baltics in deep winter, I recognized that my wallet would not at this time comply. However, the travel bug still had a hold of me, and I craved an international adventure. By chance, I saw a flight to Central America that was much, much more affordable. With a plane ticket that wouldn’t break the bank, a destination where the cost of living would be slightly less than in my home country, and a region that I had never previously explored, this turned out to be the start of a new adventure.
The next thought: Who will I travel with? While I do enjoy solo travel, I had a desire to travel with loved ones and immediately broached the concept to my brother and a close friend. Lucky me, they jumped on board soon after! This is an important stage of your IMAGINE phase as it will set the parameters of your trip. Determine whether you desire a solo trip, a small group, or a larger party for your tourism endeavors and then you’ll be set to move on to the next phase! With the travel companions set and the region selected, now the process of discerning which tourism destination would be optimal for this particular trip was the aim! While this stage occurred within a week or two, the next phase of my travel planning would last perhaps two months.
(Group Trip Planning in Qingdao, China in 2019)
RESEARCH
This is always my absolute favorite stage. While I’m unsure whether I’d enjoy doing it for others as a full-time job, understanding that I’d be responsible for the tough hiccups of travel but not there to savor the good sides, I adore planning travels for myself and loved ones that I pursue group travel with.
This is the stage where you dive into the details of the trip, the destination, and what you’re hoping to get out of it all. In the example of Central America, my research process included 4-6 weeks of weekly/daily check-ins of flight prices, checking visa or entry policies between my origin country and the potential destinations, creating a bird’s eye understanding of the top countries and which types of tourism activities would be available or desired most by our group through consuming articles, blogs, videos, and social media, and determining the best final options. Ours came down to several potential destinations: Costa Rica, Panama, Guatemala, Ecuador, and Puerto Rico.
The reasoning behind these destinations was multifold. I was searching during February-April and the flight prices were fluctuating quite a bit as the time went by. Recognizing that I could purchase roundtrip tickets from our origin destination to any of these five for an equal or lower amount than what I’d pay for a destination in the U.S. was a pleasant surprise. It solidified my feelings about purchasing flights both in the U.S. and abroad, in that I always prefer to research for a while, select deals when available, and not settle for an overly exuberant price whenever possible. The more flexible you are with your travel dates, and if you purchase a bit in advance, the better deals you find. There are also memberships or programs that can provide discount flights. One I utilized extensively during my studies was Student Universe. Securing flight points for mileage is also a wise future investment if you find yourself traveling 1-2 airlines regularly. Traveling between the U.S. and international destinations, United Airlines and American Airlines often have plenty of flights. While it may be more sustainable to support local airlines in certain destinations, the reality is that most often you need to go with what is available and affordable. I am hoping that in the future, the flight industry is more sustainable and accessible overall, but in the meantime I will share some tips for choosing your flight tickets based on my experiences.
(Visiting Austin, TX in the low season didn't
make me love it any less <3, 2022)
There are a number of factors that affect your flight prices. The days of the week on which you travel are relevant. Traveling when everyone else is on a busy weekend or holiday? It’s probably more expensive. Flying out on a Tuesday and back on a Thursday like we decided to? You might be better off. This level of flexibility for travel dates is of course relevant. If you have set dates off from work or school and can’t be flexible, you have to work within your limitations. Seasonality is another big one. Ever try to fly to Austin, TX during SXSW? How about New Orleans, LA during Mardi Gras? For the latter, I have, and it was WAY too expensive. If I had planned further in advance (I had, but didn’t have affordable accommodation at the time so didn’t purchase flights) or selected this destination in the off-season, it would have been reasonably affordable. Fortunately for me, my trip to Austin was not during any major events or the city's high season.
For the Central America trip, I chose to find tickets to a destination during several countries’ low seasons of tourism. While there may be a bit of rain to contend with on occasion for our given destination, the prices of flights and accommodations turned out much lower than in high season. Related to sustainability, it also helps even out the number of tourists in a destination when you choose to visit during the off season. Another factor is carriers: the more airlines traveling to the destination and offering flights, the easier it will be to find a deal. Your origin location is also very relevant to what is available. As I was planning our trip from Nebraska, we would most definitely be connected to several airports on our way to and from the destination. However, this being my home state, it’s not news to me! I am essentially guaranteed a 24-hour travel day anytime I want to leave or return to the North American continent. Connections and international hub airports are much easier to travel to/from. Those living on the coasts or in cities with a major international airport are in luck! Their ticket price and variety of destinations are much more extensive. When I lived in Sevilla, Spain it was very accessible to both purchase trips to regional destinations in Europe and North Africa, as well as affordable. In the case of our Central America trip, the potential destinations list was narrowed by cost from our specific destination, roundtrip. In a way, this can be beneficial as it narrows down your options.
(The delights of enjoying your trip after all the
logistics are handled, Koper, Slovenia in 2021)
The next part of this phase is understanding your or your group’s specific travel motivations, needs and desires. After a long year of full-time hustle, the three of us yearned for a combination of adventure and leisure. My travel companions had visited Latin America, but none of us had been to these five countries. We were up for the unknowns but intent on a budget trip, and it probably could be 1-2 weeks in length. Still, we were open to the possibilities. All five of our potential destinations held exciting things to enjoy. The Central American countries held a backpacker’s tropical flavored nature-culture adventure, while Ecuador provided this with an Andean flair and Puerto Rico a Caribbean one. While flights were cheaper to certain destinations, the costs while in-country varied. The ease of moving through a destination can also affect tourist decisions. The access of public transportation, regularly practiced tourism paths and activities, and desired length of time for the trip and the given place all factor into the ultimate decision. For this trip, I saw pros and cons for every option. A few places felt like more of an off-road travel trip, or required a variety of switch ups between cities and towns. In some cases, a destination appeals more with a car or for a few weeks. In every scenario, the more layered the trip is in terms of transit and mobility, the higher the cost.
(I love a good public transit in an urban
destination: Qingdao, China, 2018)
Eventually we settled on our destination. Humorously enough, and perhaps connected to a bit of previous wanderlust regarding the country, it was the one that had initially caught my interest. It was a country I had heard of before but not often as a popular travel spot amongst those I was close to. It straddled both North and South America, held history, culture, biodiversity, and a slightly lower price than its more popular tourism-drenched neighbor. Its currency is shared with USD. And in many ways, it was a combination of very urban and rich nature intertwined. This destination was Panama!
BOOK
The next phase, after determining the proposed destination, is to actually book it! While it can be a bit scary, and often financially hurts in the moment, know that you are investing in the experience of a lifetime! For long-haul trips or group travel, I heartily recommend including flight insurance on your purchase as we did. As a solo traveler, I have not always done this. Especially on short-length and cheap travel. However, for a big purchase, it really can come in handy. Having very narrowly survived and/or lost out on flights before due to the uncertainty of the world of travel (COVID, visas, transportation errors) it is the wise thing to do. It can save you, your wallet, and your travels!
Now that we had our destination, we confirmed our mutual interest, contacted one another and, across continents, booked our trip! Of course, we spent a few nerve-ridden moments confirming flight numbers 10,000 times beforehand. But at last, we had it! It was real–we were finally going on an adventure! A potential travel trio concept that had been established 7 months prior was actualized, albeit instead of Europe, Central America was the destination!
(The trio takes...Estonia or Germany? No, Panama!
A Starbucks in the US of A in October, 2022)
The next part of the booking phase is up to you. If you’re a traveler that plans ahead, whether by nature or necessity, then booking accommodations and possibly activities will be your next move. For us, we waited several weeks more. Again, I did my thing. Searching all the options on Airbnb, Booking, and elsewhere. For some forms of accommodation, there is the option to book directly versus on a platform. The platforms that exist can be both helpful and harmful, for both the renter and the visitor. In my experience, pros for platforms include a certain level of reliability/insurance, an abundance of available choices, and often perks related to membership. The cons include higher costs (and not all of it goes to the renters), potential additional fees, and competition. Booking directly, while helpful for the renter, is often more challenging in travels. The main issues I’ve found are reliability/trustworthiness of the offering/lack of insurance, limited visibility of what offerings are available, and higher prices if in a tourist hub (luxury style). If you have a larger budget, a good source related to the offering and relationship to the renter, and more flexibility, it can be a good move! While there are possibilities to book directly, and that can be a good option for sustainable travel in some cases, it also can come at a price. Determining your budget, needs, safety, and ways to make a positive impact locally is up to you. As always sustainability in travel is a spectrum. Embrace the ways in which you can do your part! After some weeks, and sharing options, I made our booking. I did it through the Booking platform as I had acquired some perks through past travels and their membership program. The deal included all (nice) breakfasts, a private room and bathroom with 3 beds, a good location, a rooftop bar, and a reasonable price overall.
(Views in Porto, Portugal in 2022)
ITINERARY PLANNING
After booking your travels, and possibly your accommodation in advance, it’s time to decide what you’re doing when you get there! If that’s your thing. ;)
Our trip was set. A flight to Panama City, Panama! While the next weeks were spent digging into the features of this country, the limitations of our trip were defined. A 10-day trip, with two of the days carved out for travel, was in store! Cultural sites, island locations on both the Pacific Ocean & Caribbean coasts, a thriving urban hub, and the anticipation for food, activities, and opportunities for exploring began burgeoning in our minds and hearts. Our homebase would be Panama City. Any trips we took outside of the city would likely be within its proximity. While the research for other regions of the country provided beautiful and exciting options, the budget, a desire for leisure, and experience tempered my ambitions. While I do think taking on a country at-large can be fun, personally I’ve noted that it is better for longer trips, several weeks in length at least. Otherwise, I find that you tire yourself out and waste an awful lot of time transiting instead of enjoying the destination. I also adore slow travel. Savoring a destination, getting to know it like you lived there, taking the time to understand the city or place better than if it’s merely a stepping stone from one spot to the next. Fast tourism can be fun too, I know it can. But it depends on the traveler, your tourism motivations, and the given trip.
As my passion for creating fun itineraries has grown, I created a “loose” schedule in fun colors with goofy, country-relevant graphics. I’ve taken a number of go-with-the-flow trips, usually day trips or solo trips centered around food-nature-leisure, and those can be just as fulfilling! But for me, the more money, time, distance, and contrast of the cultural setting in respect to your own that is involved, the better it is to do a little bit of research and potential planning for your trip.
(Living my foodie dreams in Vigo, Spain in 2022)
As a self-proclaimed foodie (proven by my gradual descent into the madness of food snobbery I try to withhold when appropriate), I immediately created a Google Map for food locations for Panama City alone, and it grew massively. Mix in a few cultural sites, potential nearby cities/towns, key landmarks, and you’ve got the perfect recipe! I then downloaded and shared the map with my fellow travelers, intent on having an off-line saved map to utilize for navigating purposes in-country. While the schedule I designed included a mix of cultural/urban, island, and nature activity days, the flexibility and alternating patterns allows for change and a balance of active and leisure time. My favorite part about the research process, interwoven with the itinerary phase, is that it’s more about a deep-dive into the do’s and don'ts of your given destination. You learn about what exists, where to go, the offerings available, the feasibility of reaching said places, and you then take some time to line up what matches your own travel goals. You also learn about the culture, history, and region of the world you’re about to enjoy!
(Enjoying Malta spontaneously in 2022)
(The benefits of itinerary travel:
a desert adventure in 2022 in Morocco)
When I was living in Sevilla, Spain in 2022, I had an opportunity to partake in travels that were planned and those that were more spontaneous. The 1-2 months I spent researching and planning for destinations in Morocco led to a wonderful week and a half adventure planned out (also with a fun itinerary) that included a visit to Marrakesh, a 3-day desert adventure to Merzouga, and stops in Casablanca and the capital of Rabat along the coast. Soon after, our travel dreams continued when we quickly booked and took off to the island European country of Malta. And if that weren’t enough, we felt so inspired by Morocco (and the deals from nearby Spain) that we booked a return trip, this time focusing on Fez and Tangier in the north. The latter trips were a bit more spontaneous, and definitely didn’t have a proper itinerary, but were just as enjoyable as the first. The gained familiarity with Morocco and European style destinations afforded us more confidence in playing those trips more by ear. At the end of 2022, I found myself nearing graduation for my master’s program and eager to take advantage of my last days in Spain (and Europe) for a while. I planned a very decide-on-the-move trip across northern Spain and Portugal for a few weeks! This proved much easier for me to do with limited planning, as I was accustomed to the local/regional culture, it was not far away, and it was much cheaper than if I had flown in internationally. It helped to have a bit of a freeform trip as it ended with again a wonderful, more organized (although with flexibility as always) family reunion trip in Barcelona and a graduation ceremony + celebrations in Girona, Catalunya.
(Living the dream back in Catalunya during our
planned trip in a familiar setting in 2022)
While I’ve done both styles, itinerary and go-with-the-flow, I find that the latter works better for me on solo trips or short trips, whether alone or with others. An itinerary, for me, feels like a solid structure for a long trip. It gives the trip purpose, a foundation, and an understanding of what’s possible. I don’t necessarily recommend staying too rigid about the said schedule. Switching it up, rolling with the punches, being open to the unexpected is all important! But knowing a bit about where you’re going can do wonders for your confidence, comfort, and even cultural sensitivity.
(Whether it's planned or spontaneous,
lots of fun lies in store!
Porto, Portugal in 2022)
LOGISTICS
What will you need to get there–before you go, when you arrive, in location. This includes your packing list (Exs: Do I need an adapter for my phone charger? What should I wear in Country X during this season? What is culturally appropriate to wear?), knowledge on the local language and currency (What are some basic phrases I can practice? Should I take out cash? What’s the current exchange rate between my country’s and the destination’s currency?), the flight path (Should I bring snacks? How long are my connections?), your baggage decisions (carry-on is my favorite because it simplifies the travel days immensely), how to set-up a SIM card once you land (usually at the airport there are great cheap pre-paid options but if not, phone shops are usually easy to find in the city), how to get from the airport or station to your accommodation (taxi, rideshare, or public transit), and more. It’s these things that can carry a bit of stress for us as travelers. But don’t fret! If you prepare a bit in advance, and do your homework, you’ll have a decent idea of the decisions that need to be made. And there’s always a way to connect with folks or resources to solve any problems you may face along the way. My initial advice for travelers? Always have the address of your accommodation (as well as a backup cheap hostel address in case something goes wrong at your primary) written down somewhere on paper or on your phone, carry a little bit of cash on you just in case, and for the love of all that is Holy, keep your phone charger, adapter, wallet, & passport on your person at all times (never in checked luggage!). And yes, I know this from a painful personal travel experience back in 2016 in Ljubljana, Slovenia, that involved me in the wee hours of the night borrowing a random dorm member’s charger while ordering a pizza with a major language barrier, and eventually being on the receiving end of what I thought was a pizza with ‘pepperoni’ but was actually topped with a terrifying amount of spicy peppers. Shudder. Just trust me.
(Trusting in the process got me to Denmark during a global pandemic
& across Europe for my masters in sustainable tourism management,
2020-2022 <3 )
TRUST THE PROCESS
Speaking of trust, this last step is just as important as the previous five. Be aware that there will be hiccups, things will not go according to plan, problems will arise. But not all for the worse. You’ll only learn through your mistakes and unexpected travel experiences. You may discover a place you never knew was there! You’ll learn more about a place, its local population, or a preconceived notion that has been turned on its head. You’ll be investing in an experience, not just in the material. It may hurt the wallet temporarily, but it will give you lifelong memories and knowledge about yourself, another corner of the world, and your potential travel companions or those you meet along the way. It can sometimes seem wild to jump into a travel adventure. As a philosophic tourism practitioner by study, and practice, I’ve found it increasingly easier to leap into the unknown over years of travel and living abroad. While I like a spontaneous travel trip, a longer trip and a crafted itinerary meets my always simmering passion for travel planning. Whatever fits your fancy, remember to trust the process and enjoy your travel adventure in whatever form it meets you.
Happy travels!
~Amber
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