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Electronic maps, apps, websites - OH MY!

Hi. The last time we went to Italy (maybe 5 years ago) I don't remember using electronic resources as much as I am now during my planning process. I remember making an excel spreadsheet of what we were doing everyday (staying, reservations etc), and printing it out, using paper maps, lugging guidebooks etc. All of these electronic resources are making me dizzy. I'm uploading everything to tripit app but also making my standard excel spreadsheet incase we can't connect - - - I'm also printing out all of our pre-purchased ticket reservations etc......

Any tips on how to manage all of this?

Should we bring paper guidebooks with us? I cant imagine being online all the time to look for places to go etc.....

I will need a map for our drive from Rome to Sorrento - and plan to use google maps - will this be good enough? We will be connected as my husband needs his phone for work.

Posted by
1230 posts

I write my plans up in a day-to-day notebook (reservations, addresses, times)
I print up tickets and/or reservations, and then I take a picture with GeniusScan and send a copy into the Cloud - that way, if I lose my phone and my computer, worst case scenario, I can just go to an internet store and use their computer to access my documents in the cloud and make new copies (I also GeniusScan and send to the cloud passports, drivers licenses, the notes with plans and addresses, basically everything ;p ). (I usually do NOT stay in hotels, but if you do, then you could use their computer in the event of loss)
I rip up guidebooks and take the portions I will use, and put these in ziplock baggies with the name of the location ("Rome") on the baggy. The baggy is in case of rain. I use a backpack, and have walked through downpours on my travels, so ziplocs are my friend. But, my friend buys Kindle versions of guidebooks, so she has them all on her kindle... but then Id have to find the pages I wanted and Id rather have the few in a baggy. Usually these are the pages that describe a site, and I read aloud from them to my family as we sitesee
I use a paper map and google maps
You will have to purchase SIM cards for your phones for the countries you are in
We got Whatsapp for easier and free communication

to be clear: I have paper copies of tickets and everything else, then pictures of it all saved on my phone, and those pictures in the cloud...

Posted by
6865 posts

Electronic resources are great. I use them heavily. But... Only a fool would rely entirely on having them available 100% of the time.

Connectivity is not assured everywhere - even if you have a local SIM and buy/have access to the local cellular network, coverage is spotty, and there absolutely will be times you can't get online. If you're counting on free wifi, don't count on that - it won't be there when you need it most. Electronics have batteries that get drained. Devices (and their special charging cables) fail/break/don't always work. Devices get lost/stolen. All of these things have happened to me on trips.

My philosophy is to have multiple, redundant/independent systems.

My wife and I travel as a couple. We each have an iPhone and a small iPad Mini tablet. Every document, app, map, saved file, and other detail - if its in electronic form, it goes on at least both iPads (critical items go on both phones, too). I generate a PDF version and ensure the stack of PDFs are on all devices and are readable before we leave. And every single one of those documents also gets printed out on paper, two copies: one for me to carry, one for her.

Note: This may sound like a lot of work but it's really not. As I do the planning for any trip (over many months) I have a folder on my computer for everything related to that trip; inside that there's a folder called "docs to bring". Every item goes in there (flight e-tickets, hotel reservation confirmations, tips from websites, info, etc.). Day before we leave, I go through that folder checking to ensure all the info is there and then print out all of it and move electronic copies to the iPads/iPhones.

Having literally every detail we would ever need about our entire trip in one, quick-and-easy-to-find place simply is liberating and removes 90% of the stress of travel. Everything is available anytime in seconds. We both have instant access to every tiny detail we might ever need...it's blissful. And all printed docs go in "the pouch" - a soft-cover portfolio - this portfolio is always in our day-packs, never out of reach.

Maps: We now always travel with a GPS (we have one with maps of all of Europe; for trips to Asia and Central America, I buy the separate map coverage and install it as needed). And we have the iPads with (fingers crossed) maps and apps. But we always, and I do mean ALWAYS also have a good quality, paper map (or foreign road atlas) purchased before leaving home. On a previous trip, my GPS was stolen (pick-pocketed in Lisbon, on the 2nd day of our trip). I had not had a paper map on that trip and it was a nightmare to try and drive around Iberia without it (and I discovered how hard it is to buy a decent map in most places). Lesson learned: always have a good paper map, no matter how well connected you are. Your gee-whiz devices, with all their convenience and amazing cool-ness, will fail someday. Count on it, and be ready for that.

Same for travel books: we get the electronic versions, but also take at least one printed book. Yes, books are heavy and bulky but sometimes you need the physical book. For most trips, I take the book to a copy shop, have them slice off the binding, I pull the pages we want to take, then they re-bind the slimmed-down book (with original covers) using plastic "comb" binding. This actually improves the book: it's slim and light, and best of all, it lays flat when opened. I once was in a cafe in Europe reading my book, and another Ricknic came over and wanted to buy my "deluxe" book from me (his didn't sit flat when open).

All the electronic resources are wonderful. But you can not rely on them to always be there when you need them. Gotta have backups/alternatives, because one day you're going to need them. Don't be like me, wandering around small Portuguese beach towns, lost and searching in vain for a road atlas or decent Michelin map (never found one). Paper is good.

Hope that helps.

Posted by
3303 posts

You might want to check out the Waze app (part of the Google universe) for driving in Italy. It warns about traffic, accidents, incidents, police, speed cameras and traffic tutor zones. A step up from Google Maps. I also use Maps on my phone to navigate while walking in cities - see where you are on the map and get turn by turn directions. Play with them at home so feel comfortable using them before your trip.

I use an iPad and iPhone when traveling and don’t bother with paper guidebooks anymore. Instead of a worksheet, try the Trip Case app for organizing details of your trip. It makes your info available across all your devices and is accessible from any PC. When you receive a confirmation email from airlines, car rentals or hotels just forward the email and most of the time it’ll automatically enter the details for you and it retains a copy of the email if you need more info. You’ll also be able to edit the entries and add additional information and you can email your itinerary to others.

Posted by
168 posts

An FYI on gps maps for garmin. You can assemble your own free routable (is that a word?) for pretty much anywhere using http://garmin.openstreetmap.nl/

I've seen this site before and was looking at trying it. Have you successfully used the maps here?

Posted by
16701 posts

We don't drive in Europe so can't help you there but we manage to keep track of our trip data with no apps or spreadsheets at all! I make a draft email page of our accommodations with dates, contact info, confirmation codes, etc. and email it to us plus the family member who'll be our contact while we're gone. I'll do print-outs of any other notes I've kept in email drafts, and make copies of our tickets, credit cards, passports, etc. to take along. It all fits into a small, legal-letter sized accordion folder in my carryon plus snaps we can access on our ipad, the only piece of electronics we travel with other than a camera.

Other than that, we unplug. Maybe it's because of the years we traveled BEFORE computers, the internet and apps and all but we've haven't seen the need yet to overdo the electronic stuff.

Posted by
67 posts

Re using free garmin maps. Yes I’ve used for spain, France, uk, Croatia and even Costa Rica. What I like is you can assemble just what you need ... for example built a map for both sides of the Pyrenees. Assembly is really easy ... just click on desired map sections.

Only glitch I’ve had was for Croatia where a bunch of main locations couldn’t be searched. Had to rely on google to get me the coordinates and then entered those.

Wouldn’t hesitate to use again and again.

Posted by
2124 posts

My wife and I travel as a couple. We each have an iPhone and a small
iPad Mini tablet. Every document, app, map, saved file, and other
detail - if its in electronic form, it goes on at least both iPads
(critical items go on both phones, too). I generate a PDF version and
ensure the stack of PDFs are on all devices and are readable before we
leave. And every single one of those documents also gets printed out
on paper, two copies: one for me to carry, one for her.

Note: This may sound like a lot of work but it's really not. As I do
the planning for any trip (over many months) I have a folder on my
computer for everything related to that trip; inside that there's a
folder called "docs to bring". Every item goes in there (flight
e-tickets, hotel reservation confirmations, tips from websites, info,
etc.). Day before we leave, I go through that folder checking to
ensure all the info is there and then print out all of it and move
electronic copies to the iPads/iPhones.

Like minds think alike. We follow David's fail-safe practice almost to the letter, electronic pdf's on devices and also hard copies in a folder, easily accessible. Truth be told, I carry the redundancy even further by putting all documents on a flash drive, I guess in case our devices (2 phones, 1 iPad) go down. In hindsight, that might not be the best idea as I wouldn't want the stick to fall into the wrong hands. So I think I might ditch that practice on future trips.

FYI I have never had much luck with Garmin for use in Florence or Rome--the streets on the screen end up looking like a bunch of spaghetti and not accurate besides. What we've used for Rome & Paris were RS-recommended Streetwise Maps, laminated foldable street maps of the central areas of major cities, fabulous, extremely accurate and decidedly low-tech.. Unfortunately, I have heard that Streetwise Maps have gone out of business, so if I wanted more of them I'd probably have to go to the black market!

Posted by
3367 posts

On the last 2 of 3 trips, my device has crashed. My paper copies save me piece of mind. Fortunately, both times, I've been staying down the street from an Apple store. However, it has kept me aware of the fragility of the internet and devices...especially if you fall asleep on them (I blame audio books ;) ).

Posted by
2768 posts

I swear by ebook guidebooks. I prefer paper in general but lugging a book around is unpleasant. Having as many books as I like on my phone is much easier. I also have a kindle (better for my eyes for long reading times, like for novels on the plane), but the free app for phones is fine for buying and using guidebooks. If you and your husband both have smartphones then download the app to both, set both apps to the same account then the book can be downloaded to both phones.

I also make notes in CityMaps2Go - I will mark restaurants, sights, other things I find in guidebooks so I don’t need to look at the book all the time - I will add notes to it like “famous pizza shop, in rick Steve’s book, open 12-12, food blog recommends the mushroom...”. Or “church with Caravaggio painting. Open 10-2 except Sunday”.

That way I can see everything I’ve marked on the map and pop in when I’m close. Like if the church example wasn’t a “must see” that I specifically planned to visit, but I was nearby and had 30 minutes I’d go in. But if I didn’t have the map I’d not know I was nearby or forget and miss it.

Posted by
1532 posts

April,

I am doing exactly the same as you. I have an excel spreadsheet. I have all my details in trip it including several notes about restaurants I want to try, museum hours etc. I have citymaps2go with pins set for all our hotels, sights we are interested in, restaurants. Also have maps.me with pins set for all the places we will drive to (1 week out of 6 will be driving) so that we can route off line. I bought a paper map book of the UK and haven't been able to decide I I want to take it. I may just take pages we will need as a backup. I have only printed prepurchased tickets. In the past I've taken paper copies of train route info, but think I will rely on apps for that info for this trip. All my books are in Kindle form, and I'm so happy about not having to lug around books! My husband and I both have most of these apps on our phones including Kindle with all of the pertinent books downloaded.

Posted by
7958 posts

Hi April,

I like to simplify & go low risk on vacation, so for me I stick with one system - printing out the Excel summary spreadsheet and print out each hotel/B&B reservation from Booking.com, Expedia or hotel site. And, I print out each train ticket & reservations/tickets for events I've booked ahead. I also print out a Google map screenshot that shows how to walk or bus from the train station to the hotel. My husband & I each get a copy of this set for our suitcases. Electronic copies are on Booking or Expedia if I needed a back-up to my duplicate system, and our Excel spreadsheet & passport copies have been e-mailed to us. I like to hand a paper copy of my reservation to the hotel clerk along with our passports, and Booking will even print them out in Italian which I think is very considerate. As we're riding on the train to the next location, I pull out the Ziploc bag of the few critical pages from the RS guide book for the next town along with a couple of summary pages from all of my research and move the hotel reservation page & Google map to the outside pocket of my suitcase in case we need to refer to it. When we leave a town, we throw away the used copy of those reservations and keep our back-up for later reference when we're back home.

We only rely on electronic connections if we become totally lost and need a map. For us, we like the occasional chance to stop & ask someone vs. staring at a phone. (The woman in Cordoba last year was very helpful & friendly!) We do use our phones as our cameras and have an ipad in our room for the evenings if we want to select a particular type of restaurant.

Try out whichever methods you both decide to use while you're still home, I.e. see how long it takes you to retrieve a specific item in your tripapp or Kindle book for a guidebook, etc.

Posted by
7958 posts

I should add - I have brought a Kindle for reading books on the plane & train. That definitely saves lugging extra weight in a suitcase.