10 steps to planning the perfect vacation

Wondering how to plan a vacation that makes the most of your time and budget, and delivers stacks of unforgettable experiences? Keep reading. Here we run through 10 steps that’ll help you plan your perfect trip, no matter where in the world you’re hoping to head. 

1. List your top countries to visit

Whether you’re going it alone as a solo traveler, or travelling with friends, family or your significant other for a romantic vacation, the first step in your vacation planning mission is to identify where in the big, wide world you most want to head.

For some, that might be easy — a couple of countries may have been at the top of your wish-list since forever, so deciding where to go might be a no-brainer.

Even if that is the case, we suggest starting afresh and making a list of possible places, considering the kind of vacation you want. 

For example, if you’re in the market for adventure, consider stepping outside your comfort zone and heading to one of world’s most epic adventure destinations.

Want some r&r? Read-up on the where to enjoy blissfully relaxing vacations.

Or, if you’re thinking of heading across the pond, read up on how to plan a trip to Europe.

Editor’s tip: solo travellers looking for destination inspiration should read our run-down of the best places to travel alone. 

Use our travel blog

To help you make that list of possible vacation destination, do a deep dive into Rough Guides’ travel blog.

Thousands of features share exhaustive detail on countries, regions, cities and towns, with insider intel gleaned from the writers who create our award-winning guidebooks, and our team of global local travel experts.

Our blog will also come in very, very handy as you get into the nitty gritty of planning your trip, such as when you’re deciding when to go, how long to stay, and possible itineraries. 

Editor’s tip: our new travel ideas platform is designed to spark destination inspiration.

Check social media

When planning a vacation to a new destination, nothing beats gathering info from first-hand accounts of destinations.

So, be sure to be sure to check out travel writers and bloggers on social media, especially those who — like Rough Guides — tell it like it is. 

That way, you’ll get a true sense of what to expect from destinations, as opposed to a one-dimensional impression that only touches the surface, and might gloss over key factors.

Ask around

Following on from the previous point, while planning your vacation and compiling that all-important list of potential countries to visit, don’t forget to ask friends, family and colleagues about their personal experiences. 

In short, chat to folks whose opinions you trust, and whose interests align with yours.

Use forums like Reddit

We also suggest diving into Reddit, which is an excellent platform for travel inspiration for a whole host of reasons.

First up, given that Reddit hosts a vast and diverse community of users from all over the world, you’ll have access to a huge variety of perspectives, with localized insights providing insider knowledge.

Secondly, you’ll be able to explore subreddits dedicated to pretty much every type of travel — from general travel advice, to specific interests like solo travel and budget travel — along with subreddits devoted to specific countries, cities, regions and attractions.

Reddit can also be a great tool when it comes to getting real-time advice. For example, if you have specific queries or concerns you have about an upcoming trip, or want info on current travel conditions and new attractions.

Platform users can also offer experience-based advice if you run into issues while planning a trip, or when you’re on the road. 

Lastly, since Reddit is a user-driven platform, the opinions and advice shared are (usually) honest and not influenced by commercial interests.

2. Determine your travel budget

From identifying your destination and trip length, to estimating the costs of various components of your trip, here’s an overview of how to determine your travel budget.

First up, once you’ve decided where to travel — or narrowed down your choices — research the average cost of living in your destination. Websites like Numbeo and Expatistan, for example, provide cost estimates for various countries and cities.

You’ll also want to check the current exchange rate and consider how it will impact your spending power.

Next, estimate costs for the major components of your trip, using comparison sites like Skyscanner, Google Flights and Kayak to find average costs for your flights, and checking accommodation costs on Booking.com, Airbnb and Hostelworld.

You can also check out the average cost of meals, and transport in your destination, and note down the price of must-see attractions and activities. 

Of course, you’ll also need to decide how long your trip will last and multiply accordingly (we cover how long to travel for below), perhaps logging all the costs you’ve researched in a spreadsheet.

Editor's tip: if you want save money, read up on traveling as a family on a budget, and arms yourself with general tips for budget travel.

What is a decent travel budget?

The truth is, what constitutes a decent travel budget is a million-dollar question that’s nigh impossible to answer. There are so many variables, and huge differences in costs between destinations.

That said, below we’ve collated ballpoint budgets for three types of vacation.

Budget vacations

• Accommodation: expect to pay $20-$40 a night to stay in hostels and budget hotels.
• Food: you’ll pay $10-$20 per meal to eat street food or dine in fast food restaurants.
• Transportation: public transport is likely to set you back $5-$10 a day.
• Activities: allow $10-$25 a day to cover low-cost attractions, alongside visiting those that are free to enter.

Mid-range vacation

• Accommodation: 3-star hotels and mid-range Airbnbs cost around $70- $150 a night. 
• Food: expect to pay $20-$40 per meal in mid-price restaurants.
• Transportation: using public transport and taking occasional taxis will cost $10-$20 a day.
• Activities: budget to spend $20-$40 a day on entry fees, plus some guided tours

Luxury vacations

• Accommodation: staying in 4 to 5-star hotels and luxury resorts will set you back $200 - $500+ per night
• Food: eating in upscale restaurants will cost $40-$100 per meal.
• Transportation: private transfers and luxury car rentals will cost at least $20-$50 a day.
• Activities: expect to pay $50-$200 a day for private tours and exclusive experiences. 

General considerations

• Seasonality: costs can vary significantly depending on whether you travel during peak season or off-season.
• Deals and discounts: look for deals on flights, accommodation, and activities, and consider using travel reward points or miles.
• Emergencies: always set aside a portion of your budget for emergencies or unexpected expenses.

3. Decide what kind of vacation you want

When deciding what kind of vacation you want, several factors should be considered to ensure the trip lives up to your expectations.

First up, consider your main travel goals — do you want to relax, experience adventure, or immerse yourself in culture? Do you want to indulge your personal passions for the likes of art, history, hiking, festivals and food? Or do you want a variety of experiences? 

Defining your goals will help you settle on your destination, as will deciding the style of style of experience you want. 

For example, do you want to keep things simple and go on a vacation that offers easy access to familiar home comforts, and easy ways to get around? Would you prefer to travel free-from language barriers?

Alternatively, traveling off the beaten track for adventure might be more important to you than staying closer to home, in your comfort zone.

On that subject, you’ll also want to consider how you feel about long journeys, both in terms of how long it’ll take to get to your destination, and potential distances you’ll have to travel after you arrive. 

Of course, the weather is also likely to play a part in what kind of vacation you want, so be sure research the climate of your potential destinations during your planned travel dates. 

You’ll want to be aware of seasonal weather patterns, and tourist seasons that’ll affect prices and crowd levels.

Editor's tip: to help you figure out what kind of vacation you want, the picture-packed Rough Guide to the A-Z of Travel showcases exceptional global destinations for every budget.

4. How long do you want to go for?

It’s likely the length of your vacation will be determined by a few main factors — work, budget, and how long you’re happy to spend away from home.

So, figure how many vacation days you’re able to take from work and make a budget, as outlined above.

Next, make sure the destinations you have in mind align with the length of your trip ­— more on that below.

What destinations are suitable for the length of the trip?

Deciding which destinations are suitable for the length of your vacation involves considering a few key factors. 

For short getaways of up to three days, it’s pretty obvious you might veer towards destinations that are closer to home, or require minimal travel time. 

So, look for destinations that offer direct flights, and places in which major attractions are close to each other.

If you’re looking to vacation for 4-7 days, either consider destinations within your country, or someplace nearby that can be reached within a few hours.

For mid-length vacations, also consider places that offer a mix of activities to keep your itinerary diverse yet manageable.

Looking to vacation for 8+ days? Further-flung international destinations can be included on your list. You could also consider visiting multiple cities or regions within a country, or even multiple countries if travel times between them are reasonable.

As well as considering travel time, bear in mind how jet lag might affect your first few days.

5. Figure out the best time to visit your preferred country

When planning a trip, it's important to determine the best time to visit your preferred country, which means researching weather patterns (including hurricane and monsoon seasons), seasonal activities (like winter sports, water sports and wildlife-watching), and when significant festivals and events are held.

At the same time, it’s advisable to check when different tourist seasons run, and to weigh up the pros and cons of each.

As a general rule, high season typically means higher costs, bigger crowds, and easier access to tours and activities. 

Meanwhile, while low season brings the benefits of lower costs and smaller crowds, but potentially less favourable weather and more limited activities.

To help you decide, dive into our series of articles covering the 20 best places to travel in each month of the year. 

For example, take your pick from Palm Springs, Costa Rica or Lake Como in January, or consider heading to Paris, Venice or The Maldives in February.

Come March and April, consider adding Berlin or Maui to your destination list, with May being a top time to visit Prague and Peru, to name just a couple of suggestions.

Meanwhile, Cinque Terre in Italy and Bermuda are among our recommendations for June, while Alaska and Oaxaca feature in our suggestions for July.

Looking for August ideas? Consider making your way to Maine, Memphis or the Mediterranean, with Paraty, Brazil, being one of our suggestions for September.

October destinations include Rome, Kyoto and Zanzibar, with Antigua and Lapland featured in our suggestions for November and December.

6. Build your ideal itinerary

When it comes to curating your ideal itinerary, start out by making a list of must-see attractions and activities, and a second list of things that would be nice to do if you have extra time.

Next, draft a rough day-by-day plan to plot out how your days will be filled. Even when plotting this first draft, look to balance fitting in the activities you most want to do along with downtime. 

You’d be wise to avoid packing too much into a single day, and to try to plan an itinerary that alternates between busy days with more relaxed ones.

It’s also a good idea to check distances between attractions and accommodation, and to figure out how long it’ll take to travel between them.

To further save time, research how you’ll get from A to B, pre-booking public transport or taxis where possible.

That said, also allow buffer time between activities to account for delays, longer-than-expected visits, and spontaneous discoveries.

You could also book tickets and make reservations for popular attractions and tours avoid long lines and sold-out situations.

It’s also a good idea to consider the best time of day to visit certain attractions or enjoy certain activities. For example, plan to hike or visit very popular attractions as early as possible to avoid the heat of the day and big crowds. 

Editor's tip: to escape having to do most of the above, use Rough Guides' customisable trip platform.

7. Research the best things to do

Once you’ve decided where you’re going on vacation, it’s time to dig deeper into the best things to do so you don’t miss any top attractions and experiences.

Alongside checking out our blog and specialised social media accounts, look up local listings sites, and get a sense of what your destination is known for.

For example, when in Tuscany you won’t want to mix experiencing Tuscan wine and food, while Costa Rica is known for its eco adventure opportunities. 

Editor’s tip: if you’re still searching for the best places to go for your particular interests, explore our themed guides, from the best destinations for winter sun and the best snow holidays, to the best summer destinations in Europe.

8. Make sure your travel documents are in order

Well ahead of traveling, check your passport is valid, and check how long your passport needs to be valid for in the destination/s you intend to visit. Different countries have different rules around the length of validity.

Also check whether you need a visa. If so, apply well ahead of the date you intend to travel to avoid any issues.

9. Book your flights and accommodation

Booking flights and accommodation in advance offers numerous advantages that’ll definitely enhance your travel experience, and bring peace of mind.

Firstly, flights and accommodation are often cheaper when booked well in advance — airlines and hotels typically offer their best rates to early bookers.

Booking early also gives you access to a wider selection of flights, seats, and accommodation options.

You’ll stand a better chance of bagging your preferred times, room types, and locations, and will avoid sold-out frustrations. This is especially important if you have special requirements or requests.

At the same time, having your travel arrangements sorted well in advance cuts down last-minute stress and fosters a more relaxed planning process.

Conversely, booking early gives you time to make adjustments if your plans need to change.

10. Buy your travel insurance

Lastly, don’t forget to buy travel insurance after checking what coverage might be needed for the activities you plan to do, and where you’re traveling.

You’ll want to be covered for medical treatment if you fall ill or get injured while traveling, which is especially important if you’re heading to a country with high healthcare costs.

Some policies cover emergency medical evacuations to the nearest adequate medical facility — or back home if necessary — and cancellations due to unforeseen circumstances, such as illness, family emergencies, and natural disaster.

Also look for packages that include compensation for additional expenses incurred due to travel delays (e.g. meals, accommodation and transport), and compensation for loss of luggage and theft.

Ready to plan your own vacation? Read our month-by-month guide to where to go when, and make use of our trip ideas platform.