This is an update to an older post (from 2014) on logistics preparation before a long trip. Since then, I've taken another half dozen or so of these trips and each trip has gone smoother than the last. Traveling is stressful and the more you prepare upfront, the better. Here are some of the things I do in the weeks leading up to the trip.
1) Build an Itinerary
When I was a kid and we would go on family vacations, my Mom would make these intense folders containing all the information about our destination. Maps, articles, restaurant reviews, etc...I think the internet has made things a lot easier where it's much more manageable to rely on your phone as both a guide book and a "trip folder." But I've found (especially in Asia) that having a printed copy of things is super helpful. You may be asked for a confirmation number, the address of your hotel, or the credit card in which you booked your flight.
So I always build an electronic (and then print several copies) itinerary containing our flights, hotels, lounge options, who we confirmed activities with, etc...it has really come in handy on more than a few occasions. The act of building the itinerary (probably takes 30 minutes) forces me to ensure that all flights are confirmed and on the right day, hotels are booked, and we have all of the confirmation numbers/addresses should we not be able to use our phones. Plus, it's an easy way to provide your friends and family with your trip plans and contact information.
2) Make a Budget
This probably applies more to couples or friends traveling together but it's important to be aligned on what you expect to spend on activities, transportation, meals, etc...going into the trip. Especially if you like to do different things. In the Maldives this is important given the high cost of food, drinks, and activities. For our upcoming trip, we decided on one special activity and one special meal and we'll play the rest by ear.
3) Understand Your Payment Options
When traveling internationally, your payment options are typically going to differ from the US. Meaning you will have less/different options to pay. I've previously written about this a couple of times here and here. Many countries will ask to see the credit card (to be physically presented) used for pre-payment or to secure a reservation. So I look back at my booking confirmations and make sure to bring those cards in my travel wallet just in case.
I have stopped informing my bank/credit card company that I'm leaving the country as fraud systems have advanced over the years. But I do bring credit cards and ATM cards from multiple issuers in case one of them gets eaten by a machine or put on hold.
4) Know Your Baggage Options
When traveling domestically, this is pretty easy. Checked or carry-on? When traveling internationally, it's a bit different since many carries dramatically reduce carry-on (often called hand luggage) weight limits to ~15 lbs. The seaplane ride to the Conrad Maldives Rangali Island forces you to pack light as they actually weigh your bags prior to departure. If you have a tight transfer or an overnight, it may make sense to carry on vs. risk a missed connection or a lost bag.
5) "Hard" Logistics
I've found it's helpful to research public transportation (specifically trains) prior to departure so you know cost and options. I also arrange transportation from the airport to the hotel if it's cost effective. During our Bali trip, we arranged transportation from the airport to The Four Seasons and from there to the St. Regis prior to departure since it was relatively cheap. Knowing your internet options can also be helpful. I know that I have free internet at all of the hotels I'm staying at but will typically have my phone setup for global data should we need something when we're not in the hotel.
The next steps are to stop anticipating/preparing and start traveling! Anticipating flights, hotels, transportation, activities, meals, etc... prior to departure has made my recent trips really fun. So take some time prior to leaving to plan out your trip and see how that impacts your experience.
This might seem like a lot of preparation but by now, it's automatic for both of us. if you are spending five figures on a vacation (or redeeming ~700,000 hard earned miles/points) you want it to be great!
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