Tools of the (travel) trade
Planning the perfect family vacation can be stressful and overwhelming. Arming yourself with the tricks and tools you will need along the way can help you enjoy the planning process and can also allow you to arrive at your destination knowing that all the little details are sorted out and your family can start your adventure!
From being heavily involved with planning my family’s vacations around the world since 1988, to traveling with my own little family and towing the kids across the country, and now planning vacations with hundreds of families each year, I have learned some great secrets and tricks to take the stress out of the planning so the focus is on what matters – making memories and soaking in every precious moment.
Table of Contents:
How to plan the perfect, budget-friendly family vacation – the basics
Where to Go?
Staying organized, taking everyone’s requests into consideration, being flexible, and having a travel advisor to help with all the details will help ease the burden of being the head planner in your family.
Create a budget
Come up with a budget that you’re comfortable with and include everything that is a must – transportation, accommodations, entertainment, and food. Don’t forget to include gratuities in your dining allowance. Make a separate budget for non-essentials – shopping, souvenirs, and all the other little extras. Once you get further into researching your destination, you’ll find out quickly if your budget is realistic. Adjust your budget or your expectations, if necessary.
When do you want to go?
Do you need to work around school or work schedules? If timing can be flexible, take into consideration peak season pricing, holidays, weather and crowds.
Determine where you want to go
Have you had your heart set on somewhere in particular? Great! That will make this step quick! If you’re not sure where you’d like to go, scour the internet, ask friends and family about their favorite vacations, and read travel blogs to get ideas. Just remember – unless you know you and your buddy are truly simpatico, everyone is different. Uncle Joe may have loved every moment of his two weeks of high-energy outdoor activities, but maybe that’s not what you had in mind. If cousin Suzie eats only chicken nuggies (hold the sauce, hold the flavor), dining recommendations might be best sought elsewhere. Be thankful for their input, but this vacation belongs to you. Make it something to remember!
Book your hotel
Be sure to plan far enough in advance that the resort/hotel/house/campground is available for your travel dates.
Book flights
How far in advance you should book flights will depend on your destination and whether or not you are traveling in peak season to that location.
Enlist the help of a (free!) travel specialist
Travel agents who specialize in your destination are the best way to go because they can help you book your reservations, provide first-hand insights and recommendations and answer questions along the way…at no extra cost to you! If you start looking at vacation ideas and quickly become overwhelmed, a travel specialist is your answer. My biggest tip here – make sure they have actually been to the destination before choosing to book with them. The whole point of using a travel specialist is their expertise and knowledge.
How to reduce the stress of planning a family vacation
Organization is the key to staying focused and on track which, in the long run, will also help alleviate the stress of working out all the details. Allow everyone to give their ideas and input of what they think would be fun to do to help steer your itinerary. It’s more exciting counting down the days to your vacation when everyone has contributed to the planning.
Be flexible
Being flexible will not only help you find a vacation plan that will work for your family, but it will also help keep you at ease if you can just “let it go.” Maybe you find everything you want and life is perfect. Hooray! If, however, the perfect resort is booked, or maybe you need to tweak your dates slightly to get the perfect package.
If you are planning closer to your arrival date, you’ll really need to keep an open mind and shoot for your priorities – maybe you have to have a particular resort but your preferred suite isn’t available, or you can’t get the dinner reservation you were hoping for. Will that make or break whether or not you go? Or can you make the most of everything else you get to do with your family?
Create lists
Not everyone is a listmaker, but having it laid out in front of you will keep you focused, be a constant reminder of what needs to be done, and will give you a sense of accomplishment as you check things off. Make a list for everything you’d like to see or do, a packing list, a list of things you’ll need in the car if you are road tripping, photos you’d like to remember to take, things to prepare at home before you leave, and things to prep at work,…
Create a calendar of important dates
Include deposit dates, partial payment dates (to help spread out payments), final payment due dates, and dates when cancellation penalties come into play. Also mark when you need to book entertainment or order local attraction tickets. If you worry about missing it on your calendar, set alerts so you are reminded ahead of time.
Make sure your travel documents are in order
Make sure your passports are in order, if needed.
Everything from driver’s licenses (Real-ID compliant, if traveling through a TSA airport checkpoint), passports (and understanding when a passport card or book is required), and other documentation that might be required depending on your destination.
Sign up for TSA Pre-Check
Speeding up the time it takes to go through the TSA security check will make you wonder why you didn’t sign up a long time ago, especially when traveling with little ones. TSA Pre-Check allows you to bypass the standard line, can help you avoid removing shoes and light jackets, and lets you keep your liquid items in your bag instead of having to place your bag in the bin.
If your family likes to jet set around the world, apply for Global Entry instead which includes TSA Pre-Check and will speed you through Customs on your return to the U.S.
Prepare work for your absence
Who wants to receive a call from the office when trying to relax on the beach? Make sure you are caught up with all urgent matters and advise a back-up of any pending issues. Good advice (not just for vacation time) – always leave your desk as if you are not coming back. If files are easily found, everything is done, and there are no open questions, you are less at risk for an office spoiler while away.
Build in time for travel delays
Don’t plan minute by minute. Things happen. This goes for traveling, as well. If a flight delay has the potential to keep you from completely missing your vacation, you have scheduled things too tightly. For a vacation that has no room for error, such as catching a ship before it embarks from the port or for a scheduled tour that leaves with or without you, make sure you arrive in town at least the day before your itinerary begins.
How far in advance should I plan our vacation?
It is never too early to start planning. Start with the dates, then choose the destination and accommodations. Everything else will fall into place. If you have your vacation laid out but certain components aren’t able to be booked yet, you will have a jump on others the day booking opens up and you already know what you want!
Family destinations, such as Walt Disney World
7-12 months in advance for optimal planning
Book within 2-3 months if you can be flexible with your plans and can have a go-with-the-flow attitude
Cruises
1-2 years in advance for best pricing and availability
Beach rentals
9-18 months in advance
National parks
12 months is not too far in advance (and may be too late, depending on the destination) as many campsites, hotels and rental houses around national parks book years in advance
International destinations
12-18 months, especially if you will be using frequent flyer miles
How do I plan a budget-friendly family vacation – the tricks
There are lots of tricks to keeping the cost down for a cheaper vacation. Balance out what is important to you and where you can skimp. Is a hotel room just a place to sleep or do you spend time at your resort and want to feel pampered? Is dinner an experience for you or does it take time away from doing more fun things?
Plan ahead to allow more time to spread out smaller payments towards your vacation
If you can make partial payments towards your vacation, do it. Spreading out the payments will not only help soften the blow to your bank account, it will also allow you to be paid in full well ahead of your arrival – you won’t be worried about all the bills hitting you all at once upon your return.
If you have to pay in full at the time of booking, you’ll want to be prepared with a vacation savings account (or money jar) already started in advance.
Take advantage of off-season pricing
Family destinations like theme parks are busiest around holidays and school breaks. In contrast, they are usually less crowded when the kids are back in school and after major holidays, like September and January.
Some cruise itineraries last only a few months each year, such as Alaskan sailings. If Alaska is your dream vacation, you can still sail in August or September for a lower fare and still have an amazing time.
If weather doesn’t bother you, some destinations will be slightly less expensive during the wet season or during very hot months.
Choose a destination within driving distance
Don’t forget to factor in the cost of gas, lodging – if needed, and any costs for parking at your destination.
Watch airfares to gage the average price between your home airport and your destination
Book mid-week flights.
Never assume a budget airline is worth the price once you add up the extras (baggage fees, selecting your seat, etc). Consider all options.
Budget for meals
Select a resort with a kitchen for preparing your own meals.
Have groceries delivered to your resort or bring groceries with you in your vehicle if you drive to your destination.
Include a dining or beverage package if you are a family of foodies. If you have pickier eaters, calculate average costs of meals vs the cost of a dining plan to see if a package would be a savings for you.
Cruises include a variety of options for dining and drink packages.
Watch for special promotions
Many family destinations will offer special promotions throughout the year. Even if you have already booked your vacation, keep an eye open for any promos which they may allow you to apply to your existing reservation.
Vacation Savings Account
Create a vacation savings account and dedicate a percentage or specific amount of each paycheck to it
Go all-inclusive
All-inclusive resorts, many cruise lines, and even some packages with Walt Disney World let you pay ahead for everything (or at least the majority of), to include your accommodations, food and beverages. That means less surprises for your wallet during your vacation.
Save frequent flyer miles
Rack ‘em up with actual flights, airline credit cards, and even by linking car rentals to your airline account.
Loyalty rewards
Stick to a credit card with benefits (cash back, points, airline miles, car rentals, hotel stays,…)
For Disney fans, sign up for a Disney Visa by Chase
Not only will you earn Disney points that can be used towards Disney vacations (hotel, tickets, shopping purchases), qualifying purchase will also offer 6-months interest free payments.
Use Rakuten to earn cash back on purchases you were already going to make.
If you shop online, Rakuten can absolutely help you save money by offering cash back incentives! Sign up for an account, visit your favorite stores through the Rakuten website or app, or install Rakuten in your browser so it can automatically alert you when you are visiting a website with a promotion. Use it when shopping online for personal items – clothing, toys, a new blender. Use it for business expenses – paper, pens, cleaning supplies. Many stores will also allow you to stack a cash back offer with coupons. Watch during big shopping seasons, especially between Thanksgiving and Christmas when stores often offer a larger cash back offer.
Rakuten: Shop. Earn. Get Cash Back. (This link takes you to my personal referral page. Spend $25 and we will both receive bonus cash in our accounts).
What are the benefits of working with a travel advisor vs booking online or with a big box store?
The advisor is specialized in specific destinations and can provide invaluable information and recommendations
Employees at a big box store are able to change positions and move departments and often don’t have the same level of training or experience a seasoned travel advisor has. If you choose to discuss your travel plans with a big box store travel department, ask the agent about their own experience traveling to that location, and you might be surprised with what you learn.
A dedicated agent to answer your questions and walk with you through the planning process
Booking online or through a big box store makes it difficult to speak with the same person any time you have a question, and they will often refer you back to the official website for your destination to obtain information instead of being able to answer all your specific questions directly.
Complimentary concierge services!
Most travel advisors do not charge fees if you book your vacation with them. (If you do not book your vacation with them but want assistance laying out the details, a planning fee is standard as the agent will not receive a commission on reservations booked elsewhere).
Save money!
Your advisor will be watching for any promotions that can be applied to your reservation and will apply them automatically or provide you with alternatives. You don’t have to do a thing or even be aware a promotion is released as your travel advisor will handle all that for you.
Independent agents tend to have a more personal relationship with their clients. Getting to know them is critical in making recommendations and customizing the vacation to the client’s requests.
Travel advisors want to over-deliver and earn your trust so you return to them for future travel. Making sure their clients are happy and return from an amazing trip is the only way to ensure they can continue to be a successful travel agent.
Independent agents who are not constrained to traditional work hours are more likely to offer services that require them to be at their desks before the sun is up.
In the case of a Walt Disney World vacation, dining reservations are made at 6am EST, well before a brick and mortar store like AAA is open.
In case of emergency, your advisor will be the one spending hours on the phone to make necessary changes.
How do I find a travel planner that’s the best fit for my family?
Remember – travel agents assist clients from all over the world. In today’s travel market, you do not have to work with an agent in your town to receive all their services and assistance.
Referrals from friends and family who have previously booked and traveled with the agent
If your friend posted photos from their vacation, ask them who they worked with and what their experience was!
View the agent’s Facebook page. Look for frequency of posts, content and professionalism.
Read the agency’s Google reviews
Locate an agent who specializes in your destination and who has, in fact, actually been to the destination.
Many specialty destinations, to include cruise lines, provide extensive agent training to supplement their first-hand visits and will award a specialist certification.
Be clear about the services you are looking to receive prior to booking with the travel planner (not all are created equal)
From planning as much or as little as you want, a travel planner can assist you with all sorts of reservations and details.
For itineraries that require a lot of detail, such as a visit to Walt Disney World, be clear about advanced dining reservations, FastPass selection, private transfers, and anything else you might need.
If you are simply looking for an agent to book your reservations and let you do all the planning, let them know! They can still look over any details to make sure everything comes together seamlessly.
Myths: Busted – 11 myths about working with a travel advisor
Myth #1: “I lose control of my vacation by booking with a travel agent”
FALSE – You do not relinquish control over your own vacation.
In fact, the more involved you are in the process, the more your agent will get to know you and help perfect the details to suit your family’s style, requests and requirements.
Your agent will be the one to apply payments and make modifications to your reservations, but you can still enjoy the planning and research if, for you, planning is all part of the fun of the vacation.
Myth #2: “Travel agents charge a fee and will cost us more”
FALSE – Booking with a travel agent will cost exactly the same as booking directly and may even be less than what you may find looking online.
If you book your travel with a travel agent, they may have access to special promotions or may be able to suggest ways to bring the cost down. The agent receives a commission from the supplier. There is no added cost to use a travel agent, and you receive their concierge services for free!
A travel agency may charge a fee for planning services if you do not book your vacation with them but want assistance building an itinerary, or if your travel requires extensive, specialized research.
Special Note: There are legitimate travel agents and agencies who DO charge a fee even if you book with them. This is a way to compensate them for extra time and research or to go above and beyond the normal services, but they should be up front about fees at the beginning of your talks.
Myth #3: “Travel agents get to travel for free”
FALSE – Travel agents may receive discounted pricing occasionally or are invited to familiarization trips to experience a product first hand at a slight discount, but the majority of trips an agent takes is out of pocket.
It is critical for an agent to experience a destination, a tour, a special experience in order to best serve their clients, but suppliers do not give these things away for free. A dedicated travel agent will invest in themselves and their business to be able to speak first hand to their clients and make recommendations for their vacation.
Myth #4: “Travel agents are only useful for booking big vacations”
FALSE – Travel agents can also book hotels, rental cars, and more and often have access to special discounts.
Every reservation, no matter how small, is important and adds to their annual sales goals.
Myth #5: “With the use of the internet, travel agents are no longer needed”
FALSE – Now more than ever, travel agents are there to help everything go smoothly and to be your advocate when they don’t.
This has never been truer than the Pandemic of 2020 when travelers who booked direct or who booked with a company like Costco spent hours on hold on the phones and still could not get through to a person who was able to assist them.
Myth #6: “Travel agents are paid to answer phones and answer questions even if we do not book with them”
FALSE – The majority of independent travel agents work on commission only.
Agents work very hard for very little commission and are only paid after their clients have traveled. Many work 7 days a week and sacrifice time with their families.
Agents are not compensated for any of their time and work if a client does not book their vacation with them. If an agent provides quotes and recommendations and then you book on your own, the agent does not receive a commission.
Myth #7: “All travel agents are the same”
FALSE – Not all travel agents are created equally.
Most agents have a specialty – family travel, all-inclusive resorts, business travel, families with special needs, cruises,… While most agents do not charge a fee, some agencies will charge a fee for high end travel itineraries or to protect themselves if you decide not to book or cancel after they have done a lot of work. Some book you and send you on your way while others help map out a detailed itinerary. Some work strict traditional hours while others work seven days a week and will provide services that may require them to be at their desk before 8am.
The agent should be clear about their services and fees, and you should be clear about the services you expect.
If you had a bad experience with one agent, don’t give up on all travel agents. Ask friends and family for referrals for an agent they really enjoyed working with.
Myth #8: “All travel agents offer an on-board credit for cruises”
FALSE – An agent may choose to offer an on-board credit if they are not also providing services to their client.
While cruises may not take the same amount of time that a traditional land tour or vacation package may entail, there are still many things that a travel agent will be assisting with – recommendations for cruise line, sailing itinerary, and stateroom selection, pre- and post-night hotel, extended stay pre- or post-cruise, on-board activities, port excursions, verifying travel documents and required identification documents, special requests and requirements, and preparing you for your cruise.
If all you are looking for is to receive an on-board credit for a cruise – essentially taking part of the agent’s commission – you may be better off booking direct or through a big box store. You won’t receive the services that a travel specialist would provide, but you might get your credit.
Myth #9: “I’m an experienced traveler. There is nothing a travel agent can teach me.”
FALSE – Families who travel regularly often follow the same habits or routines when traveling. A travel agent can offer ideas for new experiences even if the client has been to that destination before.
Even if a client does not want suggestions when returning to a destination, the travel agent can coordinate the details to the client’s requests and do the groundwork so the client does not have to.
Myth #10: “A family vacation is very important to us. Working with a travel agent is really impersonal.”
FALSE – Planning a vacation IS and SHOULD BE very personal.
When you find an agent you really enjoy, you will build a relationship with them, and they will get to know your special requests and requirements. They will know that you need a refrigerator in your room for medications or that you need a pack n play for your toddler. You may spend many months working together to put the perfect vacation together for your family. They become a friend who is just as excited as you as every little detail for your vacation comes together. Believe it or not, they will still remember you long after you traveled because planning your vacation is personal to them, too!
Myth #11: “My travel agent does not need referrals”
FALSE – (false, false!) For most travel agents, referrals make up more than 90% of their sales.
This is what they do, and they rely on referrals to friends and family from clients who value their services. It is the biggest compliment to receive a referral and, for most agents, they would not be able to continue doing what they love without them.
A vacation is more fun with friends and family!
Sometimes, a family vacation is even more memorable when you invite some of your favorite people along with you! Expand on the fun and laughter, include other kids around the same age to entertain and adventure with each other, or travel with friends with a similar hobby or interest. For many, vacationing together becomes a long-loved tradition and a bond that stays with you forever.
Cruising
Cruising together gives adults and kids separate spaces for fun throughout the day with a place to come back together in the evening.
With so many activities to choose from both onboard and in port, there is something for everyone
Exciting destinations around the world to explore together or separately
Themed cruises or cruise groups based on your interests
Beach vacations
Florida beach rentals to accommodate a large family
Hawaii, the ultimate beach vacation
Walt Disney World
Multigenerational families can explore the parks together or on their own
Experience the magic of Disney through the eyes of the youngest family members and relive all the special moments of a first visit
Start a family tradition of visiting the Most Magical Place on Earth together
Easy for everyone to get to from across the country. Free transportation from the airport and throughout the resort.
A family-friendly destination that lets you meet in the middle
A metropolitan city with museums, entertainment and local attractions, such as New York, Chicago, Los Angeles, Seattle
A national park, such as Yellowstone, Yosemite, the Grand Canyon
Area of historical significance, such as Boston, Philadelphia, battlefields
Cities like Oklahoma, Albuquerque, Minneapolis…that have a surprising amount of attractions for families of all ages
Destinations that cater to a particular hobby or interest
Scenic locations for photographers
Wildlife enthusiasts
Faith-based travels
Food and wine
Outdoor thrill seekers
Volunteering abroad
Historical sites, such as battlefields
Castles and cathedrals
Touring baseball stadiums
Skiing resort
Crafters
How do I plan a multi-family vacation?
Delegate one main organizer
The more hands that are in the pot, the more confusing and difficult planning a vacation can become unless you are all in total agreement about every aspect.
Having one trusted organizer, with the blessings of the entire group, will put the pressure on that one person but will help keep the details organized.
Agree on a budget. Period.
Before adjustments are made to an already established budget, the entire group must be in full agreement.
Some families may not have as large of a vacation budget as another family. Agree on a number that everyone can meet which might mean sacrificing something that only some of your group wants.
If you truly want to vacation together, you will find a way to make it work.
Allow each family to share their requests and requirements for the vacation
Type of accommodations, mode of transportation, ideas for food (splitting evenly, splitting by family group, having a kitchen to keep costs down), priorities for attractions and activities, special requests, proximity to activities,…
Make note of any special requirements or restrictions – dietary, mobility, sensory, lower-impact activities, pregnancies, etc.
Age-appropriate activities when traveling with families with children of different age groups
Work with a travel advisor to assist with coordinating all the details
Sometimes having one person to help plan out the details (taking everyone’s requests to heart) helps alleviate in-group arguing.
One of the worst things that can happen when a large group is trying to plan a vacation together is someone can start resenting someone else for taking charge or for making a decision on behalf of the group. Let a travel advisor help lay out all the details so there are no hurt feelings among friends or family members and you can still go have a fun vacation together.
How to plan an over-the-top celebration vacation!
Are you celebrating a special occasion? From birthdays, adoptions, graduations, celebrations of life, honeymoons, anniversaries, and more, there is always something special to set the bar higher for a special celebration or once in a lifetime vacation.
Reserve a room at a resort with a special view
Reserve a suite with added amenities
Make a spa appointment for much-needed pampering
Make reservations for a special dinner or show
Pre-order a special cake
Take a once-in-a-lifetime vacation to a far-off place you’ve only dreamed about
If there has always been one place you’ve wanted to go, be sure to make it extra special
Find a unique accommodation – a castle, a windmill, a lighthouse
Hire a professional photographer to capture a special moment
Splurge on a special tour, event or activity that you might not do on a typical vacation
Invite friends and family to join you in your celebration
Preparing for emergencies
We would all love the security of knowing we can make plans and have everything go off without a hitch. In reality, things happen. Be prepared by taking into consideration how illnesses, accidents, emergencies, weather, and world events can affect getting to and fully experiencing your vacation.
Know the cancellation and refund policies for every aspect of your vacation (and include them on your list of important dates!)
Purchase travel insurance to help protect you against covered situations
Talk with your insurance agent for explanations of what is covered.
Most insurance policies will not cover pre-existing conditions if the policy is not purchased within a certain number of days of your initial deposit towards your vacation.
Illnesses or other medical conditions which can impact your vacation
Pregnancies (or having a newborn) may pose an issue when it comes to boarding a cruise ship. Check with your cruise line for restrictions during pregnancy or age requirements for infants
If anyone in your traveling party has a known medical condition that could potentially require a doctor, map out the nearest hospitals prior to arriving to your destination and get contact phone numbers, if possible.
For a medical condition that may require special equipment or medicine, talk with your doctor and take any cautionary steps to prepare for any emergency. This can include taking extra equipment or medication with you, arranging for equipment rental at your destination, or having emergency contact information for a doctor or service at your destination.
For cruises, proper government identification is critical
Even if you are not required to have a passport book for your specific cruise, emergencies at sea or in a foreign port could become more complicated without the proper documents.
A passport book is recommended for all family members traveling together on a cruise in case of emergency.
Weather-related delays, interruptions or cancellations
For cruises, be aware of hurricane season in the Bahamas and Caribbean (typically mid-August to mid-November)
Winter storm conditions can cause delays or cancellations. If you are flying in or out of a city with winter weather, watch weather forecasts and plan your drive to the airport accordingly.
World events, such as the unprecedented pandemic of 2020
When traveling internationally, it’s a good idea to prepare an emergency contact sheet, to include family back home as well as any local numbers as you travel. Have phone numbers and addresses of U.S. consulates in the countries you will be visiting.
Leave your travel itinerary and contact information with at least two close friends or family members who will not be traveling with you.
What to do in the case of an emergency when you have already arrived at your destination
Dial 9-1-1 within the United States for emergency assistance.
An emergency phone number is included with travel insurance policies to assist you with emergency services for medical assistance, lost luggage, vacation interruption, and more.
Vacations take lots of planning, often years of saving, and lots of hard work to be able to take the time away from other obligations. For many, it is a rare luxury with them too few and far between.
To plan the perfect, budget-friendly family vacation, give yourself time, be flexible, and enlist the help of an expert. You will come out on the other side excited when it’s finally time to embark on your adventure, and the weight and worry of all the little details will be off your shoulders so you can truly be present and experience all the special moments with your family.
Where will your next adventure take YOU?
What information here was most helpful to start planning your next vacation? Do you have any tricks you would like to share? Please let me know! Happy travels! Nancy@JourneyWishes.com
