Ways to organize and plan a trip

Two good places to begin, if you haven't already checked them out, are Rick's Travel Tips and the tips on the Graffiti Wall. Click on the corresponding tabs at the top of the page you're reading now.

I keep an Excel workbook. I have one sheet for my overall info (mostly hotels) where I track date, day, place, address, phone, email and web address, daily rate, total amount due (rate x time - deposit, if applicable). This is the same basic spreadsheet I use for all vacations. For this trip, I have made a spreadsheet per day that covers all the above information plus transportation info for the day and details on any sites we are thinking of seeing. Additionally, I have a spreadsheet for car rental info and one for a checklist of things to do before we go. I will put together a packing list, too. Excel has some of these things available as templates, also.

I have started to copy destination info and history and put it together in location packets. Once we get closer, I will print my spreadsheets and put together packets: one for an overview and the rest for each day (got that idea here). Everyday, I can pull out the packet I need and then dispose of anything I am done with afterwards and lighten my load.

Before my reservations are confirmed, I just jot down notes in the worksheet and then move them into the spreadsheet once official. I also save hotels and sites in My Trip Advisor: My Trips. I delete hotels that I won't be staying at once I've settled on a hotel per location.

If you plan to use the web a lot, learn how to use the tools in your browser to save and organize bookmarks. You can put a "Trip" menu of all the sites on the toolbar of most browsers, with submenus if you like. Firefox will let you open all of them at once.

Don't limit yourself to the web. Get to know a few travel books. You can "shop" for ideas, and for the book or books you will bring with you on your trip, at a library. (Buy the 2009 versions of these when they come out next winter or spring.)

I have a folder, a notebook and a webpage :)

They all have different funtions:

Folder
I print out various things; maps, schedules; e-tickets, etc

Notebook
This is what I first started with, I wrote down any ideas, tips, etc that i could find. Once I had too much in this I converted it to a webpage...

Webpage
My webpage has my blog, research, links, ideas, itinerary, etc on it. if you want to check it out, its here Leeanas's Travelling Adventures I also have a mailing list on there as well so that my friends and family can know when I update my blog while I am over there

Natalie, I have a folder with maps,stuff I printed off the net, accomodation cofirmations, packing lists and any other relevent papers. I also have a notebook where I keep track of websites I like, places i want to go, flight info etc. The "real stuff" is in the folder, but the notebook will be coming with us for our 5 week vacation to use as a family journal.I still have the notebook I kept many years ago when my husband and I spent 2 years backpacking. It has postcards, menus, photos of our trip and really brings back the trip.

Leanna, I love your Web page!!

I usually start with the airfare. I find the cheapest fare to one of the main cities I want to go to and start there. For example, it was much cheaper for me to fly into London from Los Angeles than to fly into Paris. It was also cheaper from me to fly back from Amsterdam than Paris or Brussels.

Once you have your flights in place then choose hotels.

FYI - it costs half as much to take the train from London to Paris on Thursday than on Friday.

I also keep track of items I have confirmed on an excel spreadsheet. I can send you an example, if you wish.

Good hunting!

wow leanna, your site is awsome! you must be soo excited about leaving soon.. i hope to someday go to europe for 2+ months also. i went back in 2004 with my high school on EF tours and now i am returning with my mother to try out planning our own 2 week trip.. i am definately working up to that 2+ month trip someday!!!

thanks everyone for your great suggestions, i will definately implement them once i organize a notbook or something for me to write my thoughts down. i read europe through the back door back when i went with my highschool but i definately think it will come in handy this time around. i have also bought a bunch of "outdated" ricks steves books on ebay for cheap, they are from 2006, but i plan on investing in 2009 ones when the time comes, they are just to give me a heads up.. i have loved reading rick steves books for a very long time now, from before i have even started traveling. i rented the mona winks book i think when i was 12 or so.

if there are any more suggestions about how i can organize all of the information i am collecting for this trip, it would still be very much appreciated.

i am going to start a thread about if its worth taking guided tours of some of the major attractions such as vatican or coloseum, so if you have any insight on that also, please find that thread. thanks

I used to start with an accordian file. As I saw something that might be useful on my trip I would file it in the appropriate city.

Lately, everything is on the web so you can do the same on your computer desktop. Create a folder labeled Eurotrip, inside create additional folders for each city and or specific tips like what to pack. Electronically file everything you find useful for your trip. Every so often, reread the files to remind you what questions are still unanswered. Delete the files that no longer seem helpful.

My next big step is to learn to transfer my desktop files when I buy a new computer so I don't lose my research. I'm always planning at least three trips, then I'm ready when a great deal becomes available. It's not unusual for a trip plan to outlast a computer.

Natalie, since so many good people already have suggested ways of organizing a trip I would just like to add that you can find great rates for hotels/hostels in Germany and other European countries on www.hrs.com, www.ehotel.de, www.hotel.de

I also have organized out trip with excel workbook.

First page is a table of each day, our location, hotel, brief outline of the day's plan

Then I have a page for each city listing attractions, times, tour reservation info, etc.

Then a transportation page showing train times between cities

Packing list page

Everything is now printed out and in a folder for our departure saturday.

But my favorite part is in Word. I have copied/pasted posts from here on all sorts of topics, and now I have some tips and pointers to read on the plane!

BUT- I have gained a new respect for travel planners with this experience because I have put a LOT of work into this. One saturday I was online for 5 hours to check out hotels and make reservations for 5 different cities.

I basically did what Cate and other listed in their responses for our 8 week trip to Europe in 2005.

1. I prepared the main Folder and labeled it Europe 2005. Then had Folders for each country and under each country had Folders for Rail, Hotels, etc.

2. Read the Graffiti Wall and The Thorn Tree and copied into Word anything that interested me from train timetable sites, hotels,......

3. Once we had decided on the countries and the logistics, I prepared a small report binders beginning with (a TAB for example Munich) a printed copy of the train schedules for our Travel Day. That way we could decide what time and the train to take to our next destination. Copy of the web site page for our hotel with directions from train station to hotel. Information on what we wanted to do while in Munich.

4. Next Tab (Prague) and same info as noted in #3.

It sounds like a lot of paper but for each city we have had only 3-4 sheets that left no guessing.

When we departed each city we threw away all the info for that city.

In addition, I had obtained a month calendar template from Microsoft and noted on each day for example:Lv Munich for Prague, train # & time, etc., arrive Prague, etc.

The MOST important and useful information we had was the Train Timetables (used mainly DieBahn, Calendar and directions to hotels.

We traveled like pros due to organization and homework done in advance.

Good Luck and Happy Travels!!!!

I suggest looking at the RS tours to find ideas for where you would like to go. I loved Paris; the street food markets were my favorite thing. On one of the RS tours, we stayed in Provence in Vaison la Romaine; the TUesday morning farmers market was the highlight of that trip for me. Arles is lovely; we were there for market day also. I have found good likes online just by googling the city name. Rick's books are priceless; the information is always current and honest. I also used other companies books from the library and made some notes to take in a small wirebound notebook so I could easily tear pages out if needed. This year I did a RS Paris city tour and then stayed for 3 nights by myself. I had made tentative plans for all the days in my notebook, so I had some idea of what I COULD do or change it up if I felt like it. Villefranche sur Mer was also a nice stop on the coast, quick bus or train ride to Nice and a smaller town. For my 10 day trip, I went carry on only and then on the way home checked one of them and used a smaller packed carry on, Rick's Civita daybag, for a 2nd carry on. I also read quite a few of the books in Rick's recommended reading that are listed in the tour information. Happy Travels.

Natalie, one thing to add to my previous post. As far as sights to see in each city (Museums, Art Galleries, historic places, restaurants, etc.), these are planned to some extent also (that any includes sights in the vicinity as well).

When I'm preparing my Itinerary, I list all the sights I'm interested in seeing in each city. Any pertinent information such as opening or closing days, admission prices, etc. is also included. Much of the information is obtained from Guide books, however I use Internet sources also.

The travel method I use for my trips is to plan lodgings and transportation (rail or budget airlines) fairly precisely. However, I tend to treat the sightseeing ideas listed on my Itinerary as more of a "guide". I pick one or two off the list each day to visit (whatever looks most interesting at the time). That way I have some flexibility and nothing is "written in stone".

I find that makes for a more relaxing travel experience, as I don't feel obligated to keep to a schedule and visit a set number of places each day, even if I'm tired and my feet hurt! Also, if I decide to stop for an extra long meal, have a visit with other travellers, take photos of a local site or just get sidetracked to look at an something interesting, I'm not too worried. If I miss seeing a few sights, I'll probably get to them on the next visit (that's what happened this year on a return trip to Munich - I saw some sights that I didn't get to last time).

Cheers!

Natalie, lots of good ideas in the replies you've received so far!

I normally plan my trips somewhat like this:

• make a list of cities to visit and determine a logical travel route (lately I've been using a combination of a RS tour and an equal amount of travel on my own, so I have to decide whether I do the tour before or after my self guided trip).

• determine most cost efficient flights (always open jaw, usually with a charter such as Zoom or Air Transat although I used Air Canada last time). Make a list of details and then book through a travel agent (pick up travel med. insurance at the same time).

• choose lodgings in each city, using the listings in the RS Guidebooks. I determine lodgings based on the area of the city I want to "base", as well as the price range. If I'll be using a Hostel, I use the web sites to book. I contact each Hotel via the net and provide credit card details to secure the reservation.

• determine travel method from city-to-city (usually rail), primarily using the bahn.de website. That way I can determine which trains have compulsory reservations, which time of day I'll be travelling and the travel time. I also determine whether a Rail pass is needed, or just use P-P tickets.

• once all the information starts to come together, the details are entered on my Itinerary, which starts out as a Word template. By the time it's all "populated", its very detailed!

• I photocopy and enlarge maps out of Guidebooks that show where my lodgings are located. That way I can easily navigate from the station to my Hotels (if no map is available, I'll take a Cab from station to Hotel, until I become familiar with the area). Lately I've been packing a small GPS unit along, so may not need the Maps in future? I place my Itinerary and maps in a plastic sleeve.

This method has been working well for me so far, although I'm also doing a bit of "fine tuning".

Good luck with your planning!

Good ideas, all around. One caveat I would add. I love Rick's books, and for specific locations, I don't think anyone makes better recommendations for lodging and dining... But an important point for planning, like all basic research, use more than one source. Rick's books are more of a collection of highlights, rather than extensive guides. If you plan to drive, you will find yourself passing through many towns, cities and even regions not covered by his books. In these circumstances, Lonely Planet, the Rough Guide or Insight Guides might be helpful.

The planning phase of travel is half the fun..........

I am envious of the great & creative planners in the bunch...

I use on RSTEVES and Trip Advisor .....

Place all the information in a folder and develop a calendar with key information, reservation contacts and destinations.

Use a mini-journal/notebook while we are gone to write it all down from where we have been, comments and what it costs.