Whether you're planning a business trip or a vacation, good organization is key to a stress-free experience. Here's a detailed guide with rules and examples to help you plan your trip.
Initial planning
Rule 1: Clearly define your trip goals Identify the main purpose and what you want to achieve. For a business trip, establish which meetings are a priority. For a vacation, decide whether you prefer relaxation, adventure, or culture. Example : "For my vacation in Japan, I want a mix of traditional cultural experiences (temples in Kyoto) and urban modernity (Tokyo), with the possibility of nature excursions (Mount Fuji)."
Rule 2: Set a realistic budget Calculate all expected expenses including transportation, accommodation, meals, activities and an emergency fund. Example : "For my 10-day trip to Spain, I budgeted €1200 for flights, €800 for hotels, €400 for meals, €200 for local transportation, €300 for activities and €300 for an emergency fund, for a total of €3000."
Documentation and health
Rule 3: Check all necessary documents Check your passport, visas, work permits, and make sure they are valid for at least 6 months beyond your return date. Example : "For my trip to Thailand, I verified that my passport is valid for another 9 months, that a visa is not required for stays of less than 30 days, and I made a digital copy of all documents."
Rule 4: Get adequate travel insurance Choose a policy that covers medical expenses, trip cancellation, lost luggage and third party liability. Example : "I have taken out a policy with medical coverage up to €1 million, reimbursement up to €3000 for cancellation and €2000 for lost luggage, with a cost of €85 for the entire trip."
Accommodation and transportation
Rule 5: Book your accommodation in advance considering location and convenience Choose well-connected properties close to your main points of interest. Example : "For my business trip to Milan, I booked a hotel 10 minutes walk from the Central Station and 15 minutes by metro from the meeting venue, with free WiFi and breakfast included."
Rule 6: Organize all transportation with alternative plans Plan every major trip and always have a plan B in case of delays or cancellations. Example : "I booked the flight from Rome to Barcelona 3 hours in advance of my first appointment. In case of a delay, I saved the contacts of three taxi companies and the local public transportation app."
Connectivity and communication
Rule 7: Ensure a reliable internet connection with BLIVALE eSIM Unlimited Make sure you always stay connected abroad without worrying about expensive roaming or searching for unsafe public WiFi networks.
Example : "Before leaving for my European tour across 5 countries, I activated a BLIVALE eSIM Unlimited that allowed me to use maps, video call family and clients, and share photos in real time on social media, all without data limits and without having to change SIM cards. I saved over €100 compared to traditional roaming costs and was able to work even while traveling by train between cities."
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Program and activities
Rule 8: Create a flexible but detailed itinerary Plan the main activities leaving room for unexpected events and spontaneous discoveries.
Example : "For Paris I planned the Louvre and Eiffel Tower on Monday (booking skip-the-line tickets), Montmartre on Tuesday morning, and left the afternoon free for shopping or to make up for uncompleted visits."
Rule 9: Research destinations thoroughly Study the culture, local customs, opening hours of museums and attractions, and book in advance where necessary.
Example : "For my trip to Morocco, I discovered that many shops close on Friday afternoons for prayer, and that the Jardin Majorelle in Marrakech is least crowded at 8 am, so I planned to visit at that time."
Baggage and preparations
Rule 10: Prepare an essential and specific packing list List everything you need without overdoing it, considering the weather forecast and electrical adapters.
Example : "For my trip to Scandinavia in November, I packed: 3 technical sweaters, 2 pairs of thermal pants, waterproof jacket, waterproof boots, hat, gloves, European adapter, power bank, and essential medications."
Rule 11: Pack your carry-on bag strategically Include valuables, essential documents, medicines, and a change of clothes in case your main bag gets lost.
Example : "In my carry-on I packed: laptop, charger, earphones, passport, wallet, 48-hour medication, toothbrush, spare t-shirt and underwear, and a light sweatshirt for the plane."
Technology and communication
Rule 12: Prepare necessary devices and applications Download offline maps, translation apps, and check your connectivity options abroad. Example : "Before leaving for South America, I downloaded Google Maps offline maps for Santiago, Valparaíso, and Viña del Mar, the Spanish-Italian translation app, and activated a 3GB international data plan for €20."
Rule 13: Share travel details with trusted people Provide your itinerary, copies of documents, and emergency contacts to family members or colleagues. Example : "I shared a Google Doc with my sister containing all hotel details, flights with confirmation numbers, and scanned copies of my passport, driver's license, and credit card."
Safety and contingencies
Rule 14: Research local safety information Learn about neighborhoods to avoid, common scams, and local emergency numbers. Example : "For Barcelona, I read about being on the lookout for pickpockets on Las Ramblas and in the metro. I saved the number of the local police (112) and the Italian embassy (932 154 000)."
Rule 15: Prepare a personalized emergency kit Include essential medications, important contacts, and a minimum of local cash. Example : "My emergency kit for Kenya includes: painkillers, antihistamines, doctor-prescribed antibiotics, insect repellent, disinfectant, plasters, $100 cash, and medical insurance contacts."
After arrival
Rule 16: Adjust to Time Zones Strategically For trips with significant time differences, plan to adjust gradually. Example : "For my trip to Tokyo (+8 hours), I began gradually shifting my sleep schedule three days before departure, going to bed an hour earlier each night. Upon arrival, I exposed myself to natural morning light and avoided sleeping before 9:00 p.m. local time."
Conclusion
With this comprehensive guide and by carefully following each rule, you can enjoy a well-organized and less stressful trip, whether it's an important business trip or a well-deserved vacation.
