12 Essential Actions for Planning An International Trip

Planning an international trip can be as exciting as it is daunting, so Wacky Travel has gathered twelve seasoned travelers to share their personal must-dos. From creating a “Departure Day Envelope” to organizing with packing cubes, dive into a world of travel wisdom that spans meticulous planning to embracing local norms.

• Create a “Departure Day Envelope”
• Implement a Detailed Travel Checklist
• Consult Safety and Culture Guidebooks
• Utilize Advanced Weather-Check Systems
• Never Overlook Travel Insurance
• Craft a Tailored Day-by-Day Itinerary
• Organize with a Reusable Spreadsheet
• Research and Embrace Local Norms
• Double-Check Legal and Regulatory Details
• Assess Currency Conversion Rates
• Advise Clients on Pre-Trip Preparations
• Organize with Packing Cubes and Basics

Create a ‘Departure Day Envelope’

Before every international trip, I create a “Departure Day Envelope.” This is a physical envelope containing printed copies of everything that could go wrong or become inaccessible digitally: boarding passes, hotel reservations, local emergency contacts, a map of the first area I’ll be navigating (in case my phone dies), and a small amount of local currency.

But the twist is that I also include a one-page “Cultural Cheat Sheet” that I make for each destination. This sheet has key local phrases, a quick guide to body language do’s and don’ts, and a few conversation starters tailored to local interests.

It’s incredibly reassuring to have everything in one place, and the Cultural Cheat Sheet has sparked meaningful connections with locals, often leading to experiences that no guidebook could predict.

This simple but strategic prep step has saved me more times than I can count, especially when tech fails, and it sets the tone for a more immersive and stress-free trip.

Austin Benton, Marketing Consultant, Gotham Artists

Implement a Detailed Travel Checklist

As much as I am already an experienced traveler, I have learned the hard way that planning an international trip requires extreme care and a lot of preparation, so I always start with research and a checklist. Here are my key steps: 

• Use of Templates: I have a template with tabs for various travel-related activities, and I put in specifics for each trip. This is subdivided into panels for flight, lodging, transportation, main activities, and contacts in emergencies. This leaves everything tidy and easy to access for the entire period of the trip.

• Flight-Scanning Tips: To check flight prices, I use Google Flights and Skyscanner. For several weeks, I keep checking the price. Alerts for particular routes assist me in obtaining the best offers and the least expensive fares. Secondly, I always prefer to book flights that will have me spend a few days in cities that I have not visited before; I treat these durations as layover vacations.

• Packing Must-Haves: Other essentials that I would recommend carrying around are: a universal power adapter, a portable charger, and a small travel first-aid kit. I also make sure to always have photocopied copies of my passport, visa, and other important documents in various places.

• Cultural Preparation: Every time, I ensure I take my time to familiarize myself with some simple things in the local language, such as greetings, thanking, and even asking for directions. Furthermore, I study local etiquette to be informed about what is alright to do and what is not, for example, do I need to tip here, or what are the acceptable dresses here whether one wants to enter this temple or mosque.

• Pre-Trip Health: Generally, depending on the destination I am traveling to, I will definitely check with a travel doctor on the relevant vaccinations that I need to take and any other health precautions I need to take. I also carry some over-the-counter drugs that may be difficult to come across in the country that I am visiting.

Such steps enable me to go around with confidence that any situation that would present itself is fully manageable.

Mohd Rizwan, Director, Travelosei

Consult Safety and Culture Guidebooks

When planning an international trip, I always do more than just book flights and pack. I make sure to research travel requirements, check if any vaccinations are needed, and look into healthcare concerns. I also dig into crime rates in the areas I’ll be visiting and learn about the local culture to avoid any missteps. I’ve found a really helpful guidebook that covers safety tips and precautions for travelers, which has become a go-to resource for me. It helps me feel more prepared and confident before I go.

Denida Grow, Founder, Mellon360

Utilize Advanced Weather-Check Systems

I have actually written a blog post about this, which I will be sharing soon. It features my packing list and entire system, and it covers many useful tips, especially for those traveling to Italy.

I will share a few points with you here.

1. I have a very precise weather-check system that helps me plan my outfits with fewer doubts. It includes using the AccuWeather website to cross-check previous years’ weather, watching local videos filmed in the same season, and looking at webcams.
   
2. I split my and my husband’s belongings across multiple suitcases to minimize the impact of delayed luggage.
   
3. I follow my own packing list, which I share in my blog post.
   
4. I also like to learn a few words and phrases in the language of the country I am visiting. I usually print them out and add them to my itinerary documents. 

Alessia Spampinato, Content Strategist, Italy Expert, AS

Never Overlook Travel Insurance

Every time I plan an overseas journey, one of the first things I do is purchase travel insurance. It’s more than just peace of mind—it’s a commonsense measure that has saved me multiple times.

On a trip to Southeast Asia once, for example, I contracted food poisoning, and I was so glad that my comprehensive travel insurance included provisions for covering medical expenses; otherwise, this alone could have thrown off my whole travel budget.

When it comes to planning itself, what I usually adopt is a detailed travel checklist template, which I’ve been perfecting over the years. This contains everything from visa requirements and booking accommodations to reminders about currency exchange and packing lists.

For must-pack items, there are several things that always find their way into my backpack: a portable charger, noise-canceling headphones, neck-supporting cushions, and a small first-aid kit.

Flight scanning tips are also part of my routine: two months before the departure date is usually when it starts making sense for me personally, and then I track price drops through alerts set up on several platforms until a good deal is found, without having to check every single day or hour what the current prices are.

And finally, let’s talk about languages! Learning a few key phrases in the local language while abroad, plus getting acquainted with basic customs, should always be among the priorities of travelers, regardless of whether they plan to stay for a short or long period.

Being able to say “thank you” or “excuse me” goes much further than one might think, by making connections with people who live there as well as showing respect towards their culture.

So, in conclusion, never skip travel insurance; use a reliable planning template; prepare well!

Soubhik Chakrabarti, CEO, Icy Tales

Craft a Tailored Day-by-Day Itinerary

As the owner of a travel agency with 30 years of experience and a seasoned world traveler, I’ve refined my approach to planning international trips for myself and my clients. Here are the essential steps I take for each journey:

• Detailed Itinerary: I create a day-by-day breakdown, specifying accommodations, room categories, meal inclusions, and ground transfers. This ensures no surprises, and I get exactly what I expect.

• Activities and Excursions: I plan specific daily tours and excursions. If there’s a blank day in the itinerary, I might schedule a spa day or a leisurely exploration of local attractions.

• Dining and Entertainment: I research and book must-visit restaurants and entertainment options well in advance. For example, securing a table at Botín in Spain, known as the first restaurant in Europe, requires early planning. Similarly, I book tickets for operas, concerts, or theater performances to ensure availability.

• Local Customs and Language: I always take time to learn about the local customs and pick up essential phrases in the local language. This enhances the travel experience and shows respect for the local culture.

• Travel Tools: I use a planning tool called Travefy for all these details. It keeps everything organized and accessible for me and our clients, ensuring a smooth and enjoyable travel experience.

These steps form the backbone of my travel planning process, allowing me to enjoy each international trip without stress fully. Whether for personal travel or client itineraries, this thorough preparation ensures every trip is memorable and tailored to specific preferences and needs.

Tammy Levent, Founder & CEO, Elite Travel Management Group, Inc.

Organize with a Reusable Spreadsheet

I love planning international trips, and I’ve had the great pleasure of doing it yearly. 

For every trip, I create a spreadsheet that helps me track where I’m planning to go, flight options, hotel options, things I want to do, and my To-Do List (on separate tabs). Often, I can repurpose the format, so I am not starting from scratch for every trip. The process of creating/updating the document helps me organize my thoughts, prioritize what needs to be done, and frees me up to be excited, rather than stressed, about the trip. I can spend more time researching and enjoying the planning and anticipation instead of fearing I’ve forgotten to do something.

I keep a daily journal when I’m traveling, recording the date, where I’ve been, what I’ve done, and what I ate and drank. So often, someone asks me for recommendations of places, hotels, restaurants, etc., or perhaps I just need to refresh my own memory, and this travelog has been invaluable.

Ellen Rothstein, Life Transition Coach, Ellen Rothstein Coaching

Research and Embrace Local Norms

As an avid traveler, I always do extensive research on local customs and learn basic phrases in the local language before any international trip. For example, before my trip to Japan, I studied greetings, dining etiquette, and key phrases to avoid offending anyone. I also pack essentials like comfortable shoes, medications, a water bottle, and layers. 

When booking flights, I set price alerts and aim for midweek travel to get the best deals. I scan multiple travel sites and airlines directly. Learning key phrases and cultural norms shows respect for your destination.

I focus on streamlining processes in my own business, so planning trips efficiently comes naturally. I keep detailed checklists for peace of mind and build in buffer time in case of delays. I pack a portable charger, wet wipes, hand sanitizer, and Ziploc bags, which have come in handy more than once!

A successful trip is about flexibility, openness to new experiences, and embracing the unexpected. Do your homework, but don’t be afraid to just go with the flow! Some of my favorite travel memories were completely unplanned. Get out of your routine and comfort zone—that’s what a real trip is all about.

Christian Strange, President, Strange Insurance Agency, Inc

Double-Check Legal and Regulatory Details

Every time I plan an international trip, the first thing I do is double-check the legal and regulatory landscape of the destination. It might sound like overkill, but as a lawyer, I’m wired to think ahead. Whether it’s understanding local laws that could impact my stay, ensuring my travel documents are compliant, or even confirming any specific requirements for bringing my usual medications, I like to cover all my bases. 

For me, peace of mind on a trip starts with knowing that I’m not going to run into any unexpected legal issues abroad. It’s a habit that’s served me well over the years, and it lets me focus on enjoying the experience once I’m there.

C.L. Mike Schmidt, Personal Injury Lawyer, Schmidt & Clark

Assess Currency Conversion Rates

Before I leave for an international trip, I calculate the conversion for the local currency against the U.S. dollar. If the dollar is weak, I obtain the foreign currency at a local bank in the United States as soon as possible. If the dollar is strong, I wait to obtain local currency from an ATM at my destination.

Mike Veny, CEO & Certified Corporate Wellness Specialist®, Mike Veny, Inc.

Advise Clients on Pre-Trip Preparations

When preparing my clients for their international trips, I always encourage them to take a few precautionary steps to ensure a smooth journey. Here are my key recommendations:

• Order Foreign Currency in Advance: Many banks allow you to order your destination’s currency online, often available for pickup within a few days. Banks typically offer better exchange rates than currency exchanges and do not charge fees for account holders.

• Check Power Adapter Requirements: Different countries may have varying electrical outlet standards, so ensure you have the appropriate power adapters before departing.

• Verify Passport Expiry: Several countries, including those in Europe, require that your passport be valid for at least six months from your entry date. Triple-check expiration dates to avoid any last-minute issues.

• Review Mobile Plans: Contact your mobile carrier to learn about potential international fees and consider upgrading your plan to avoid high roaming charges while abroad.

• Notify Your Financial Institutions: Inform your bank and credit card companies of your travel dates to prevent your transactions from being flagged as fraudulent while overseas.

• Make Copies of Important Documents: It’s wise to carry photocopies of your passport, ID, and credit cards. These backups can be crucial if your original documents are lost or stolen.

• Beware of Foreign Transaction Fees: Some credit cards and bank accounts charge fees for international purchases. Using a card that waives these fees can save you money.

• Use Widely Accepted Credit Cards: American Express and Discover cards are often not accepted outside the U.S. Ensure you carry a Visa or MasterCard for greater acceptance at international vendors.

• Research Tipping Culture: Tipping practices vary widely across countries. While tipping is expected in some places, in others it may be considered unnecessary or even rude. Research local customs to avoid any cultural misunderstandings.

Geri Hinkle, Travel Advisor, Travelmation

Organize with Packing Cubes and Basics

When I travel internationally, I love my packing cubes! In the event that I am living out of my suitcase, it’s easy to keep everything pretty organized. I try to travel only with a carry-on bag and my work bag. It’s great to try to remember the basics of whatever language will be spoken—it shows you care and are considerate. This goes for customs, too! It’s always a good idea to check out anything that may offend someone or get you a fine, like chewing gum in Singapore—it’s illegal!

Andrea Van Note, Certified Travel Associate, Cruise Planners