group trip planning spreadsheet

The Travel Quandary

The Ultimate Trip Planner Template – Easy To Use Excel Format!

You’re about to embark on your next adventure – hooray! 

Travel planning comes naturally to some who thrive on the challenge to find the best deal on a tour, stay at the coolest hotel or dine at the hottest new restaurant. These travellers are always at the airport on time, check opening hours of attractions before leaving home and have packing down to a fine art form. On the other end of the scale, there are travellers who prefer to go with the flow, do things spontaneously and are happy to rock up to a new destination and “wing it”.

According to the World Tourism Organization (UNTWO), 1.4 billion people travelled internationally in 2018. And apparently, there are over 750 million users of Microsoft Excel worldwide. There’s a high chance that you’ll fall into both of these categories (we don’t know the exact number but it would make for a pretty neat Venn diagram). And if you also classify yourself as an “unprepared” and/or “unorganised” traveller, our trip planner template is designed to help YOU.

Microsoft Excel is not only used by accountants and finance people. Microsoft Excel has become the ultimate planning and analysis tool, recognised and used worldwide which is why we’ve chosen it to create our trip planner template. We hope you find it useful and welcome your feedback and recommendations!

FREE TRIP PLANNER TEMPLATE! MICROSOFT EXCEL & GOOGLE DOCS

Why use a spreadsheet to plan your trip.

• Identify gaps in your itinerary (closures, public holidays, mandatory reservations)
• Save money (better budget decisions, better choices on trip)
• To get you excited! You’re going on a holiday! Hooray!

Download your free trip planner template here

Note: For Google Docs template, download the .zip file and upload the spreadsheet to your Google Drive. Once uploaded, open with Google Sheets.

Using this spreadsheet

The Ultimate Trip Planner Template is built into a spreadsheet which is divided into six sections. We’ve built this trip planner to include 16 days of travel but you can adjust the length of the trip by adding or removing columns in the spreadsheet.

Once you’ve confirmed your travel plans, add them here. This is where you can record all your reservations – flight details, accommodation, car rental, equipment rental, tour reservations etc. Listing them on one tab means you can quickly jump in and find those important details when you need them.

2. Planning

Researching airlines, hotels, Airbnbs, car hire, tour operators and travel insurance policies can be exhausting. You’ll probably go through a phase where you’ll have so many tabs open on your browser, it’ll make you want to pull your hair out! If you also need to compare prices and dates with your travel companions, it can become downright overwhelming.

When you find a potential option you like, add it to the “Planning” tab. When your research is condensed into a neat summary, it will be a simple exercise of reviewing all possible suppliers, key dates and prices and then after a process of elimination, you will be left with the most suitable option.

A budget is by no means set in stone. Our budget tab is designed to help with your travel planning decisions. We feel that it is important to understand the costs of a holiday before making any hasty decisions. And we consider it even more important that you don’t spend beyond your means!

We don’t want to sound like party-poopers but the last thing you want is to get ripped off and/or find yourself stuck abroad without any money. By understanding where you plan to spend the bulk of your hard-earned money on your holiday, you can plan where you’ll allow yourself to splurge and other areas where you may need to tighten the purse strings.

For example, we give ourselves extra budget for food and coffee experiences as this is an aspect we love about travelling. We tend to book budget/basic accommodation on the road depending on the destination and available options, as all we need is a bed, access to a (preferably) hot shower in a secure room.

A good chunk of your budget will already be paid or known in advance before you’ve even left home (i.e. flights, some ground transport, accommodation, tours (if applicable) etc), so this should also help when allocating your budget to food, shopping and extras. There will also be times where you need to be strict and say “no” if your gut feeling and bank account tell you that you cannot afford a certain something. Be conservative but also be kind to yourself – you are treating yourself to a holiday after all and you’ll have to spend money to fully enjoy the experience!

4. Itinerary

We spend a lot of time planning our travel itineraries on a day by day basis and even breaking it down to each hour of each day. Some people call us crazy but when we are short on time and have an extensive list of things to see/do/eat/shop etc, we prefer to be organised.

Laying out our trip day by day also helps us to block out periods of time for travel or to take note of when restaurants and attractions are closed. Of course, plans can and will change. Rain may force you indoors (museums, galleries, shopping) or an unknown public holiday may disrupt your planned travel day.

We recommend using this tab to roughly outline your plans and drop in the activities and places you simply cannot miss. You can move activities to different days if your original plan doesn’t work out. If you want, record your daily expenses at the bottom and you can track how your actual spending goes against your budget.

5. Packing List

For those who begrudge packing, it tends to be the case that you will end up wearing 20% of your packed belongings during 80% of your trip. Or if you’ve left packing until the last minute and thrown items higgledy-piggledy into your suitcase, you’ll arrive at your accommodation to realise you’ve forgotten your favourite undies or packed the wrong shoes.

Packing lists work. Once you’ve considered the weather and climate at your destination, your baggage allowance plus the duration of your trip, you can plan what you need and limit unnecessary purchases on the other side.

We’ve compiled a pretty epic packing list covering practically every type of adventure and possibly everything that you may need. Feel free to adjust accordingly to your requirements.

6. Checklist

This is the final step before you walk out your front door to embark on a brand new adventure. Before you go, use this tab to ensure you’ve dotted all the i’s and crossed all the t’s. And then you’re off!

Bon voyage!

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Give us your feedback of the Trip Planner Template below!

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CONTINUE PLANNING YOUR TRAVELS

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28 thoughts on “the ultimate trip planner template – easy to use excel format”.

HOLY COW I cannot believe I found EVERYTHING I needed all in one for FREE. I feel like I have ROBBED someone! My partner and I never grew up in households where family vacations were had, so we have no idea what were doing. Thank you kindly to The Travel Quandary. If I can donate, share your page, volunteer, etc. let me know how I can repay <3

SO HELPFUL ! THANK YOU SO MUCH !

How you extend the dates! I am going for a month

This template is so great! Planning a trip to New Zealand and will be traveling around a lot – this is super helpful!

NICE!! MUCHAS GRACIAS VERY COOL!!! Alina

Thank you so much for sharing your knowledge and your files!

Thanks so much for the template. This is a very good start for a traveller like me. Easy to use!

Amazing template! Exactly what I needed. Thank you!

Thank you for the great tool! I was wondering if theres a way to enter an end date as well to the itenerary?

Hi there! I was wrapped to see that the template is created by some Aussies! and local ones as well. I’m from Melbourne! Template is a charm! Just what I’ve been looking for ages! Planning our Europe trip for 2023 that got cancelled in 2020! (We all know why!!) Will let you know how it goes and will definitely check out your website! Thanks,

Hi Rosanna, we’re so glad to hear that you’ve found this template useful! Very jealous that you’re planning an escapade to Europe. No doubt it will be amazing! Safe travels 🙂

Thankyou for your post on THE ULTIMATE TRIP PLANNER TEMPLATE on excel. It is very usefull. I have been using this template to plan my trips for a while now and it has saved me a lot of time. I highly recommend it to anyone who is looking for a travel planner.

Didn’t work. At least, not on my version of excel.

something about “delimited” something or another.

Hi Piotr, We’re sorry to hear this. What version of excel are you using? Are you on a Mac or PC? If you wish, we can email you an Excel copy of the template.

So so sooo helpful! I’m happy to find this great itinerary template! Thank you so much.

Thanks Tahira! We’re so glad that you found it helpful. Enjoy your travels! 🙂

Hi Tahira, we’re thrilled you found this template helpful. Enjoy your travels!

I needed this so much, easy and simply. Thank you for a great spreadsheet.

Thanks Nga! Happy travel planning!

Hi Nga, we’re so glad you loved this spreadsheet. Hope you had an amazing travel adventure!

Thank you , soooo much ! I appreciate you putting this together and sharing it

Hi Priscilla! So glad that you found this planning template useful! We hope you enjoy your trip!

I am so excited to find this. (Thank you, Pinterest!) I will be leaving in a month on an eight day train trip and this is exactly what I needed to get all my ducks in a row. Thank you so much!

HiTeresa! We’re so glad to hear this and so exciting for you. Enjoy your trip!

This is great! Found this as i was looking for a newer travel planner and this is very helpful and user friendly!

We’re so glad to hear this! Happy travel planning!

great tool. never used a planner before and it has most every item to consider… add a route sheet for those who driving to, during and back from their vacations…

Glad you like it and thanks for the feedback. We’ll look into adding a new tab for routes.

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18 Group Travel Planning Apps That Make Life Easier

Planning a group vacation with a number of different people can be a fun yet challenging endeavor. It requires effective coordination, communication, and savvy budget management. Whether you’re the group leader or just a member of your traveling group, you should check out the best group travel planning apps that will make the process smooth and simple.

*Disclosure: This post may contain affiliate links, which means we may receive a commission if you click a link and purchase something that we have recommended. Please check out our  disclosure policy  for more details. Thank you for your support!

Table of Contents

Group Travel Planning Apps to Organize Your Next Trip

There are a variety of mobile apps that are designed to simplify vacation planning and help while you’re traveling on the trip. In this comprehensive guide, we have the top-notch mobile apps that are the very best for group travel planning, whether it involves accommodating different budgets, organizing an unforgettable friend group getaway, or discovering expert tips for the best deal on anything from train tickets to hotel rooms.

1. Wanderlog

​Wanderlog is the ultimate travel companion when you’re planning for a diverse group of friends, each with their own unique budgets and preferences. Whether you have a smaller group or you have a lot of group members in your travel party, this comprehensive travel app empowers every member to contribute their preferences and financial constraints. Hopefully this will ensure a smooth, fun trip for the whole group. 

From finding budget-friendly hotel choices to meticulously mapping out the best time for spa appointments, Wanderlog covers every aspect of your adventure. It can even create a detailed itinerary to help you get started.

With its seamless integration with Google Maps, you can easily chart your course and discover the hidden gems that will make your group trip the best thing you’ve ever done together.

Wanderlog offers a free version with basic features, but it also has a premium paid subscription plan called “Wanderlog Pro” for advanced features. Download on App Store or Google Play

2. Shared Notes (iPhone)

​ Communication is key when coordinating a group adventure, and Notes on iPhone helps you maintain clear and concise group texts and notes. From hashing out travel dates and sharing to-do lists to keeping track of key things to remember during your journey, this feature keeps the whole group informed and organized.

Shared Notes is a built-in feature on iOS devices, and it’s free to use. All you have to do is create in your Notes app and then select that you want to share.

​ Handling expenses for a large friend group can be a challenge, but Tab simplifies it by helping you keep track of who owes what. This app’s seamless functionality makes sure that everyone enjoys the whole trip without any financial hiccups, allowing your group to focus on the fun of your adventure.

Tab is a free app for  splitting expenses . Download on App Store or Google Play

4. Trip Splitter

The mobile app Trip Splitter is an indispensable tool for meticulous expense management. Its ability to maintain a comprehensive record of spending is particularly valuable when dealing with different budgets and a variety of preferences. 

Whether you’re tracking expenses for a long-term trip or ensuring that everyone contributes their fair share at dinner, this app has got you covered.

Trip Splitter offers a free version with basic features, but it also has a premium paid subscription plan for additional features. Download on App Store or Google Play

5. Splitwise

Managing expenses — even with a large group of people — becomes a breeze with Splitwise . This free travel planning app is designed to create fairness and financial transparency. No one wants to be bogged down with financial worries during a trip, and Splitwise ensures that everyone enjoys their vacation without worrying about budget disparities. 

It’s a reliable tool for tracking who owes what, making sure your friend group’s budget remains intact throughout your adventure.

Splitwise is a free app for expense splitting and management. Download on App Store or Google Play

6. Facebook Group (FB Group)

​ Creating a private Facebook Group is a great way to facilitate communication about trip plans within your friend group. It’s also one of our favorite platforms to use when  planning a family reunion . This is a versatile platform for discussing everything from the tourist attractions you want to visit to organizing group conversations and answering questions from your fellow travelers.

The platform allows for discussions, event planning, and real-time updates. This is a great free travel app for keeping everyone in the loop.

Creating and using private Facebook Groups is free. Download on App Store or Google Play

7. WhatsApp

​ Using WhatsApp is the perfect way to coordinate a travel-based group chat instead of working your way through texts with everyone’s phone number or email threads when planning. It’s an ideal platform for coordinating plans and sharing arrival times with your friend group. 

Stay connected, share travel ideas when planning, or meet up locations when at your destination. You can make the most of your adventure with this reliable messaging app that ensures everyone is on the same page. This app uses your device’s data or wifi to send the messages, so it doesn’t charge you any international rates. 

WhatsApp is a free messaging app. Download on App Store or Google Play

​GroupMe elevates group messaging with advanced features like event planning and location sharing. It is perfect for keeping everyone informed and connected during your friend group’s journey. Using the app is a simple way to ensure that every member of the group can be a part of the process of working out travel details, and helps you stay connected while traveling.

GroupMe is a free messaging app. Download on App Store or Google Play

​ Streamlining the planning process for your group of friends is effortless with TripIt . This sophisticated app automatically generates a master itinerary that includes hotel bookings, real-time flight alerts, and key things to do during the trip. 

This trip planner app also keeps all of your confirmation numbers for hotel reservations, flight information, and rental cars all in one spot. It’s a must-have tool for ensuring everyone in the group is well-prepared and informed.

TripIt offers both a free version with basic features and a premium paid annual subscription plan called “TripIt Pro” for enhanced features. It’s great for keeping all of the important details in one place. This is one of the best travel planner apps out there. Download on App Store or Google Play

​Band is a fantastic communication hub for friend groups, offering document sharing via Google Docs, creating shared photo albums, and maintaining group chats for discussions.

This is the best way to keep everyone engaged and informed about the latest developments and ideas throughout the planning process and the journey.

Band is a free communication app. Download on App Store or Google Play

11. Coordle

​ When coordinating activities for groups with varying preferences, Coordle shines by simplifying the process of finding the best time for group activities and excursions and allowing all planning to happen in one centralized app. It ensures a good time for everyone, making it easy to have an unforgettable adventure. 

Coordle offers a free version with basic features, but it also has a premium paid subscription plan for additional features. Download on App Store or Google Play

12. Family Album

​ Preserving cherished memories is easy with Family Album, a private photo-sharing app that lets you create dedicated photo albums to relive the highlights of your adventure with your friend group. Share expert tips and insider knowledge through images and captions that encapsulate your experiences.

Family Album offers a free version with basic features, but it also has premium paid subscription plans for more storage and features. Download on App Store or Google Play

13. Shared Photo Albums

​ Capture every moment of your adventure by using Shared Phone Albums, available for use on both iOS and Android devices. Ensure that each member of the friend group contributes their photos to create a complete visual narrative of the experiences from your trip.

This feature is available on iOS and Android devices, and it’s part of the phone’s functionality. It’s one of the best free travel planner apps for organizing your group’s memories.

​Troupe makes decision-making easy within smaller groups by facilitating the process of selecting activities and planning excursions together. It ensures that the travel itinerary aligns with the diverse preferences and expectations of your friend group, guaranteeing a well-rounded adventure that everyone will love.

Troupe offers a free version with basic features, but it also has premium paid subscription plans for additional features. Download on App Store or Google Play

15. Tripline

Tripline introduces a creative quality to your group travel experience by enabling the creation of captivating interactive travel maps. These maps serve as an engaging showcase of your journey’s route and highlights. This makes it easier for your friend group to relive the adventure and share their travel tips with others.

Tripline offers a free version with basic features, but it also has premium paid subscription plans for more advanced features. Download on App Store or Google Play

16. TravelSpend

​TravelSpend is great for streamlining expense management. It simplifies the process of splitting costs among friends or family members with real-time expense tracking, and it converts currencies automatically. TravelSpend empowers group travelers to stay on top of their financial commitments, making it easier for everyone to enjoy the trip without financial stress. 

Thia app also offers analytical data about your spending so that you can track what you’re spending the most (or the least) on. 

TravelSpend is a free app for tracking travel expenses. Download on App Store or Google Play

17. Google Maps

​ Google Maps has a function called My Maps that can be used to create personalized maps for different destinations. It’s a great addition to your next trip with family and/or friends. 

You can drop pins on the best places to visit, separate maps by different cities, pin the must-try restaurants, landmarks, and museums, and navigate to the nearest transportation hubs. Everyone can share this travel map, making it essential to have it on everyone’s phones.

It also works as a typical map app showing the best routes and travel time between destinations. You can also get offline access if you don’t have phone service.

Google Maps is a free application that works on Android and iOS. Download on App Store or Google Play

18. SaveTrip

SaveTrip is another app that can be used by family members to plan trip itineraries together. You could work together on each day, or split your trip days between family members and let everyone plan a day. 

After you have planned your days you can present your ideas to the group. The next step is to vote on things, set a budget, and agree on travel. You can even make a vision board using the notes tool. 

Once you take the trip, you can manage a budget, share costs, and use the integrated Google Maps feature to get around. 

This app is free to download and use. Download on App Store or Google Play

Mastering the art of group travel planning with different budgets and varying preferences can be challenging. With these indispensable mobile apps, it can be an easy experience that allows everyone to relax and have fun. With apps like these, you can be your own travel agent. Use these travel apps to put together a successful trip with all of your friends and family.

From expense management to communication and itinerary planning, these apps cater to every aspect of group getaways. So, gather your favorite people, download one of these great travel tools, and get ready to easily make some amazing travel plans!

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4 Free Google Sheets Itinerary Templates To Plan Your Trip

• Last updated April 25, 2023

Traveling can be stressful, especially when you don’t have a laid-out plan on how to spend your time at your destination. You’d be stressing over your accommodation, things to bring, where to eat, and other similar details. If you’re on a business-related trip, how to manage your projects  at your target location is another thing to consider.

Putting all of these factors into one Google Sheets itinerary template allows you to use your time more efficiently and is less taxing on your mind. So follow along as we explore four types of the best itinerary templates you can use to plan your trip way ahead.

Table of Contents

4  Itinerary Templates on Google Sheets for Better Planning

1. business trip itinerary template.

Get the template here: Business Trip Itinerary Template  

When going out on business trips, you want to keep your travels as organized as possible. This lets you reach your destinations within the correct schedule, which respects the time of both you and the people you’re going to meet.

Setting up an itinerary starting from your departure flight to your lodging details are some ways you can arrive quickly and safely at your business trip location. By detailing your flight schedule, which hotel room you’re going to stay in, and your business agenda , you can make your business trip a success.

You can do this easily with a business trip itinerary template that lets you record your flight information to and fro, your to-do list (e.g., the conferences and meetings you need to attend there), and your accommodation.

2. Basic Google Sheets Travel Itinerary Template

Get the template here:  Basic Google Sheets Itinerary Template  

You can also use itinerary templates for just about any planned journeys you’re going to do in the future. If your travel is not entirely business-related, you might want to look for a general-purpose Google Sheets trip planner template that still lets you record the important details.

Our basic itinerary template features four sections dedicated to your flight details, hotel reservations, your task list , and important notes. Of course, it lets you organize your to-do list by date, time, and location too.

3. Packing List Itinerary Template

Get the template here:  Packing List Itinerary Template  

One of the most crucial details that you shouldn’t forget for your journeys is your packing list unless you’re ready to buy your supplies abroad. Well, you can actually make one by listing all the things you think you’ll need on a piece of paper. But, putting them in an itinerary template spreadsheet does have its advantages.

For one, it’s easily accessible on your computer as long as you’re connected to the internet. This makes it easy for you to keep a check on the things you bring to your destination and notice if anything goes missing.

Using our packing list itinerary template, you can detail the usual weather and temperature there to decide what you should and should not put in your luggage. If you’re visiting multiple locations in your destination country or state, you can also categorize the essentials to bring.

4. Day by Day Travel Itinerary

Get the template here: Day by Day Itinerary Template  

One of the best practices that you’d want to apply in making your itinerary is detailing your activities per day. This allows for efficient time allocation and ensures that you finish the things that you need and want to do within your travel schedule.

It would be helpful to list the time and location of your to-dos ahead of time, plus the places where you can fill your belly. But this aside, you also want to detail how much time you’re giving yourself in a particular location as well as the essentials that you’d need to bring with you.

Why Use an Itinerary Template?

While itinerary templates serve little purpose on occasional daily trips around your town, things are different when you go on cross-state and international travels. Using our templates to plan ahead of time lets you maximize the following benefits:

• Allocating your time:  Your itinerary would usually include how long you’d spend on a particular place, together with surplus time to avoid schedule conflicts. This makes your trips more flexible and manageable.
• Prioritizing the places you need to visit:  Business trips for team building and general vacations come with numerous places to visit. By listing all of them in a trip planning spreadsheet template, you can rearrange them according to their importance or to your preferences.
• Better budgeting: Since you are anticipating every place you’ll go to, you can plan your finances more clearly and effectively. Itineraries also let you note all the things you need to bring, as well as the food and lodging, which helps you budget.
• Knowing what to bring and do:  You would be anticipating everything about your destination — the weather forecasts, customs, and similar factors. Itinerary templates usually have dedicated fields for these notes.
• Ease of travel: By setting up your planned trip, you have the opportunity to optimize your route. This allows you to arrange an easier and more comfortable journey, whether you want to visit the places near your main destination or travel in a loop.

What Should a Good Google Sheets Itinerary Template Have?

The standards actually vary depending on the institution you belong to (for business trips) and your preferences (for personal vacations). But here are some categories and fields that you’d like to look for in a travel spreadsheet template:

• Flight and transportation details:  This is the most important field as it tells your time and date of departure and arrival, your airline and airport, and other relevant information.
• Scheduled activities:  This is the essence of an itinerary — you want to plan out your activities over the duration of your journey. On top of that, it should also contain fields for location, time, date, and landmarks for better navigation of the locale.
• Accommodation details:  While you can arbitrarily choose a hotel for your stay, there’s the risk of not getting good lodgings. Therefore, you want to book a room way ahead of your trip and record your lodging details.

Frequently Asked Questions

1. does google have a planner app.

Google has no dedicated application for your vacation plans and business trips. Although it did launch a mobile software for this purpose back in 2016, known as Google Travel (or Trips), the application has been officially shut down in August 2019. The great thing, though, is that most of its features have been integrated into the Google Maps app.

2. Does Google Have an Itinerary Template?

Indeed, Google does have two itinerary templates you can use for your plans under Google Sheets. One is a general travel planner, while the other lets you decide on the best destinations you can visit. But of course, if you find these two unsuitable for your taste, you can always create one yourself or download any of our free templates above.

Wrapping it Up

Readying your flight details, hotel lodgings, agenda, and luggage essentials in one Google Sheets itinerary template makes for stress-free and time-efficient international trips, whether it’s for business or personal enrichment.

Make sure to read our other blogs  for more tips on how to use Google Sheets in your daily life.

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Home > Tips > Free Trip Planning Spreadsheet for Excel: Perfect Trip Planner Template

Free Trip Planning Spreadsheet for Excel: Perfect Trip Planner Template

By Dymphe / January 10, 2023

Having a trip planning spreadsheet is very convenient if you're planning a trip. I made the perfect trip planner template that you can use for planning your travels!

Planning a trip in advance is always a good idea. But how do you plan everything? You may have some emails with hotel reservations. Or you may have noted down some great things to do at your destination. It can be very difficult to organize everything.

Your trip can be much more relaxed if you have everything under control.

What you need is one place, a trip planner template, where you collect all the information you have! You want to be able to see everything you need to know for your trip in one place.

If you want that too, then my trip planning spreadsheet will help you out for sure! The spreadsheet is great to plan your activities and organize your trip!

You can also use this travel planning template to decide how your trip is going to look like. Write down all your options, then use this spreadsheet to compare them and choose the best one!

Table of Contents

Why Use a Trip Planning Spreadsheet in Excel for Planning Your Trip

An Excel trip planning spreadsheet can be very helpful for everyone who is planning a trip! It makes your travels much easier.

It is very easy to use and it allows you to collect a variety of data in one place. This ease is why many businesses use it, but you can use it for personal things as well!

What's great is that you likely already have Excel on your computer! That's because it's part of Microsoft Office. This makes it easy to use this trip planner template immediately after downloading it.

But even if you don't have Excel on your computer, you can still make use of this travel planning spreadsheet! For example, you can use it in Google Sheets.

When Do You Need a Trip Planner Template

Depending on the type of trip you are doing, planning can be harder or easier. For example, if you are doing a weekend trip to a nearby city, planning is much easier. Although if you are going on a trip from the US to Europe for example, it is much more difficult!

But whether it is difficult or easy to plan your trip, this trip planner template is always very convenient to use.

A trip planning spreadsheet can help every trip and make it much more relaxed!

A Free Trip Planning Spreadsheet for Excel

If you scroll down you can immediately download the trip planner template and use the travel planning spreadsheet.

But first I want to explain what it includes. There are several sections that are useful for specific parts of your trip.

It is very easy to work with the Excel spreadsheet for planning your trip.

You can fill in all the details of your trip in a very easy way. Keep in mind that you can edit all white cells in the spreadsheet. The grey cells are what I made and you should not edit those ones.

1. Itinerary: The First Part of the Trip Planner Template

The first part of this trip planner template contains the itinerary of your trip.

This is the most important part of your trip planning.

Here you can write down exactly what activities you plan on doing during your trip. You can specify the activities for each time of the day.

Doing this allows you to see if you can do all the activities that you want to do. Furthermore, you can see if there is time left for extra activities!

In the spreadsheet, you can fill in the start date of your trip. Furthermore, you can specify the number of days your trip will last. Then, it generates the days for you and you can fill in the itinerary!

Make sure to plan enough time in case something takes more time than you expect!

What's great is that you can also try out different itineraries for your trip. Then you can decide which itinerary you like most, and keep that one in the spreadsheet!

2. Transportation

The next part of the trip planning spreadsheet is all about the way you get to your destination.

Do you know those emails you get when you book a flight that I was talking about before? You put all that information here. You fill in the date and time of your flight and enter some more details.

Or if you travel by bus, you can enter all the information about your journey by bus!

Furthermore, you can use this place of the spreadsheet for travels you make during your trip.

For example, when you go island hopping in Greece. You can enter here all the details of the ferries between the different islands.

Also, this is the place where you fill in the details on your airport transfer.

This allows you to have one place where you can access all the information! That's exactly why you need this travel planning spreadsheet.

You can also use this section to try out different travel options.

For example, you can compare different flights and see which combination is the cheapest. Or you can see which flights give you most time at your destination!

3. Accommodation

The "Accommodation" part of the travel planning sheet is about where you stay during your trip.

You want to fill in all the information about the hotels or apartments you stay at here.

It is great to have a place where you can store all the necessary information about your accommodation.

Also, you can use this section of the spreadsheet for planning a trip.

Sometimes, when comparing hotels, you lose track of all the options you have! You can use this spreadsheet to plan where you can stay.

You can write down all the different options you have, including the cost of the option.

When you wrote everything down, you can compare and choose the hotel you want to stay in for your trip! After that, you can have a look at the next part of the trip planner template!

The costs section is one of the most important sections of the spreadsheet.

You can write down what costs you expect for each day of your trip. You can specify what type of cost it is.

The spreadsheet gives you a summary of all the costs for each day, and of the total cost of the trip.

You can also use this section to compare different options to make your trip more affordable.

5. Packing List: The Last Part of the Trip Planning Spreadsheet

The packing list is one of the most convenient parts of this trip planning spreadsheet.

You can write down which items you need for your holiday trip. You can specify both the type of item and the quantity.

Furthermore, you can write down whether you still need to buy the item before you go on your trip!

But the most important column in this section is the "packed" column. Here you can write down if you already packed an item. That way you can make sure you have everything packed that you need during your trip!

Do You Need Excel for This Trip Planner Template?

To work with this trip planning tool you need an application that can edit spreadsheets. Excel is such an application and is very convenient.

But you don't need Excel to work with the trip planner template.

There are other applications that you can use to open these files. You only need to make sure the application you want to use can open .xlsx files.

One of the most popular alternatives to Excel is Google Sheets. This is a free application that you can use to work with my travel planning spreadsheet.

Go to drive.google.com and upload the spreadsheet there. After that, you can open the file with Google Spreadsheets.

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The Ultimate Trip Planning Template (For Groups)

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5 Group Travel Planning Apps to Make Trips With Friends and Family Easier

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Travel is more fun if you can share the experiences with your loved ones. On the other hand, planning a trip with a group can be stressful, given the different logistics, opinions, requirements, and interests. These travel planning apps for groups try to make it easier to come up with an itinerary that all your friends can contribute to and feel happy with.

Each of the apps approaches the problem of group travel planning in different ways. So you'll need to keep in mind which one your group is bound to feel most comfortable with.

All the apps in this list are free or have a free tier that has enough features to make you feel like using it for an upcoming trip.

1. Hoku (Android, iOS): Super Simple Group Travel Planning App

If your group isn't too tech-savvy, they're going to be overwhelmed with some of the apps in this list. Simplicity, or the lack of extraneous features, is sometimes the best way to get people to participate in such apps. Hoku keeps it as simple and easy as possible, giving you the ability to make your trip with friends and chat about it.

As the creator, you can give a trip name, add the city or place you'll be visiting, pick start and end dates, and invite co-travelers via email. In the trip, you can add multiple activities. When you open the activity pane, you'll see popular tourist attractions from the chosen location. Tap any to add them to your itinerary while also choosing a date. The activities are then arranged chronologically in the main tab.

All participants in that Hoku group can use the Hoku chat to talk about the plans. A dedicated chat space for the trip is a nice way to keep away clutter from your regular group chat on IM. Once the trip is ready, you can also export it as a document and send it via email.

Download: Hoku for Android | iOS (Free)

2. MiTravel (Web): Travel Planning Board for Groups to Collaborate

Trello or other kanban boards to plan your tasks help you visualize everything you have to do about a project. MiTravel uses that system to make a travel planning board, where you collaborate with others to add various items for your shared trip and even conduct polls to reach decisions quickly. Best of all? It's completely free with no hidden costs.

When planning a new trip, you'll have to first add the location (country, region, or city) and trip dates. Then, invite any co-travelers to your planning board. By default, each trip has a few columns set up: Transit, Stays, Notes, Attractions, and Foods. You can add a card to any of these and give it a header color to indicate what it's about. Each card has a simple text box, but you can also add attachments for things like your flight tickets or hotel bookings.

The Explore tab lets you search for and add places you intend to visit. You can save any attraction to your board, adding the group it belongs to. Cards can be moved around between groups easily.

When you're traveling as a group, there are several decisions you need to make together. MiTravel offers a simple poll maker to get everyone's opinion on an issue, which is visible to all participants.

3. Troupe (Web, iOS): Planning, Polling, Voting, and Shared Itinerary for Group Travel

Troupe is one of the most robust apps made for planning a trip as a group. It includes a host of features that aim to solve the problems that every group has experienced in the planning stage of a trip. Once your invitees join, they can choose to be marked as "interested" or "going" so that you can differentiate between the certainties and the maybes.

Your Troupe dashboard has different sections to make trip planning easier:

• Polls: Create a poll about any decision related to the trip, with multiple choices, and let travelers vote.
• Dates: Add your travel dates and any notes related to them.
• Destinations: Select one or multiple destinations and align them to the overall travel dates.
• Stays: Add accommodation directly, or add multiple options that your travelers can vote on. Whether voting is allowed or not is up to you.
• Activities: Like Stays, add multiple activities by searching on Google Maps, adding direct links, or writing custom plans. Choose whether participants get to vote or not.
• Itinerary: Create a custom itinerary for the trip based on the dates, destinations, stays, and activities that you have decided on.
• Notes: Add any additional information about the trip that anyone might need to know.

Troupe also allows anyone to send a "Broadcast" message that can reach all participants. It's great to use for things other than reminders or deadlines, both of which are options you can set for voting or polling in Troupe.

Download: Troupe for iOS (Free)

4. Plan Harmony (Web): Calendar Planning and Budget Tracking for Group Trips

Plan Harmony lets you create multiple trips to invite friends to by simply sharing a link, after which you can collaborate to plan it. Once you've set the dates of travel, the default view shows a calendar, so you are planning as if in a shared Google Calendar.

Anyone can add an event or an idea to this calendar, where the basic difference is that an event is something you have all agreed upon, while an idea is something you will vote upon. Under the event or idea title, you'll have to choose a category such as flight, accommodation, attraction, food/restaurant, etc. Each category has different prompts for the details you add to the event, such as flight number, car type or confirmation code, locations and links, and so on. You can also add notes and descriptions, give it a custom color, set its date and time, and finally add what it's going to cost.

Cost tracking is a major part of group travel, and Plan Harmony seeks to make it easier by letting you add costs for each event and specifying whether it's the group cost that's to be evenly split or the per-person cost. In the Budget dashboard, you'll see a breakdown of all these expenses and a per-person analysis of what you're spending on the trip.

With Plan Harmony's paid pro version, you get more robust budget tools such as exporting them to a spreadsheet, multiple costs for different people, etc. It also unlocks other features such as syncing with a calendar app of your choice and adding unlimited checklists or attachments to events.

5. Mobili (Android, iOS): Best Mobile App for Group Travel Planning

If you prefer a mobile app over a desktop, Mobili is the best option. It has all the major features of apps like Troupe and Plan Harmony in a simple interface for phones.

When you make a new trip and invite your friends, the main screen shows the itinerary. There are three broad categories: Travel, Lodging, and Activity. In each, you can add different details like departure and arrival times, booking numbers or confirmation codes, links, and images or screenshots of the bookings. Any item you add can be made private, public, or duplicated to all travelers.

The Split feature is a powerful budget tracker. You can add any expense here, noting the amount paid and what it was for, the currency, when and who paid, and which participants will be splitting this expense. Expenses can also be made private if you wish. As you keep adding, it'll all be calculated in the Overview tab. It's almost as good as some of the best bill-splitting apps for groups .

Mobili also has a built-in group chat to discuss your travel plans on IM. The Notes tab lets you add any pertinent things to remember. And in Compare, you can check the different details added by participants to quickly compare things like arrival and departure times.

Download: Mobili for Android | iOS (Free)

Ask What's Non-Negotiable, Not What's Preferred

When making travel decisions as a group, you'll often come to a point where there isn't any consensus. Most apps and travel experts recommend taking a vote to figure out what common ground you can reach. However, that can still leave some people miffed. In such cases, try approaching the issue by changing the question.

Instead of voting, or perhaps before voting, ask what everyone's non-negotiable item is. Sometimes, people don't know what they want but are clear about what they don't want. And with that knowledge, others can help come up with a decision or solution that satisfies the whole group.

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How to Plan a Trip in Excel with Free Template

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Welcome to part two of my Excel series where we’re going to dive a little deeper on how to plan a trip (specifically trip budgets) in Excel! If you missed part one, click here for excel basics.

That post covers Excel terminology, basic functions, and common mistakes and shortcuts, while this post focuses on how to actually use Excel for your trip planning needs!

Free Travel Planning Spreadsheet!

Before we begin, I’ve created a FREE Excel trip planner for budgeting. For the first half of this post, I’ll use that as a baseline to walk you through how to plan a trip budget .

Getting Started

The main components of creating a budget spreadsheet on Excel for trip planning are the number of people and each cost per person. The trip planner I’m sharing has everything broken down for you already.

First, you want to input the number of travelers. This is most helpful when you’re trying to split costs in a group and when you have the base price for an activity but have multiple people to pay for.

Then you want to input each line item expense. On my planner these are broken up into three sections: accommodation, transportation, and “other,” which includes food, activities, and anything else you want (i.e. travel insurance, etc.).

Now, in each cell, you can enter in the cost and the dates. There are two sets of columns representing two locations. If you don’t need another location, just ignore the orange boxes.

Automatic Math

Once you input all your costs, the Excel spreadsheet will update the total costs for you, based on the number of travelers. If that sounds confusing, I’ll show you how I did it, so keep reading.

Changing the Spreadsheet

Adding more lines for expenses.

First, if you need to add rows, for multiple activities or whatnot, you want to do so in a way that maintains the calculators. If you simply insert a new row, it will be blank and the calculators will not be added. So, what you need to do is highlight the row you want, copy the row, then with the row number highlighted, hit “insert copied cells.” It will add the row above the one you have highlighted.

[vc_row][vc_column][vc_column_text]

Adding More Lines for Expenses:

First, if you need to add rows, for multiple activities or whatnot, you want to do so in a way that maintains the calculators. If you simply insert a new row, it will be blank and the calculators will not be added. So, what you need to do is highlight the row you want, copy the row, then with the row number highlighted, hit “insert copied cells.” It will add the row above the one you have highlighted.[/vc_column_text][vc_empty_space][vc_single_image image=”5315″ img_size=”large” alignment=”center”][vc_empty_space][vc_column_text]

Adding another location:

If you want to add another location, you’ll need to highlight all the cells from one location, copy them and paste them a couple columns over. The calculators will be maintained. BUT there is one important thing you need to change. The total cost at the top in green isn’t including your new location total cost. You’ll need to go into the function bar at the top and add the cell that reflects the total cost of Location 3.

For example, in the figure below, the total cost is summing F43 and L43, but not R43 (which is Location 3). To add it in, I can type  =sum(F43, L43, R43) [/vc_column_text][vc_empty_space][vc_single_image image=”5316″ img_size=”large” alignment=”center”][vc_empty_space][/vc_column][/vc_row]

Adding another location

For example, in the figure below, the total cost is summing F43 and L43, but not R43 (which is Location 3). To add it in, I can type  =sum(F43, L43, R43 )

How to Plan a Trip: Starting from Scratch

Now if you’d rather start from scratch, let me explain how to compile your own travel budget planner in Excel. First open a new spreadsheet and give it a title so you remember what you’re doing. Similarly to above the main goal is to input each line item expense then have Excel do the math for you on a total budget, cost per person, or something similar. I will say that I tend to run away with the planning process and my spreadsheets get CRAZY. I once planned a European backpacking trip that we never took and just look at this Excel Spreadsheet. It should come with its own interpreter. My point is that your spreadsheets don’t always need to look beautiful. The goal is that they will do the math for you and keep your budget organized so you don’t end up saving up too little or not realizing what your options are.

Whether you’re starting from scratch or using my free budget planner, I recommend learning how I set it up so that if you need to change the calculators you know how!

Math that you need

First you’ll need to take sums to get the total cost. I went over how to do this in Excel Basics, but for a refresher you’ll need to type in  =sum()  and in the parenthesis you’ll either type or highlight the cells you want to add together.

Other common equations and functions you’ll need:

Total cost = (Cost per night) (# of nights)  which in Excel in the cell you want the total cost to appear, you’ll type =(Cell1) (Cell2) where for each cell you’ll type in the letter and number (ex: B2) or you’ll highlight the cell. This is useful if you want the total cost and you only have a cost per person or a cost per night, like airfare and hotels, respectively.

Cost per person = (Total Cost)/(# of travelers)  which in Excel is similar to the above. In the cell where you want the cost per person to be, you’ll type  =(Cell1)/(Cell2) 

Summary of Steps

1 Open a fresh Excel spreadsheet and name it accordingly

2  Enter each line item expense with a name in one column and a cost in the next column over

3 Somewhere on your spreadsheet denote the number of travelers

4 Use the above equations to calculate total costs, costs per person, etc.

* Feel free to make notes on your spreadsheet. I find that the most helpful trip planners are more than just the expenses. I usually write down flight info, tour times, the rental car company, hotel name and address, and anything else I feel like I need. It helps me to know that everything I need will be in one place.

This is the basis for how I plan a trip in Excel! I hope you found this two part series helpful and I hope that moving forward, you can see Excel as a great tool, rather than some scary math machine. If you have questions, shoot me a comment!

Other planning resources:

• Excel basics (if this was too much, too fast)
• How to travel for less
• Ultimate guide to easy trip planning
• How to find things to do on vacation
• Ways to save up for travel for students

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• Get Your Guide  – Check out Get Your Guide for a one-stop-shop for booking travel activities.
• Booking.com  – This is my favorite hotel search aggregator, specifically for reading reviews. On Booking.com , the reviews can be searched for keywords like WiFi, breakfast, pool, amenities, etc.! So helpful!
• Anti-pickpocket bag – Worried about having your valuables swiped? PacSafe makes the best travel bags with zippers and straps that lock and with mesh steel enforced fabric.
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• Staycation Idea  – Check out Resort Pass , which gives you day passes to resorts so you can use their pool, spa, and fitness center, a great staycation idea!

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Recent PhD graduate and hyper-planner of Periodic Adventures. I share detailed travel itineraries and guides that you can use to plan your trips -- complete with practical tips, estimated costs, navigation info, and everything else you need to spend more time traveling, and less time worrying.

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This is such a helpful guide, I love using a spreadsheet to plan my trip! Will upgrade that planning with these tips!

I’m so glad! Spreadsheets are awesome!

This guide is awesome! I’ve wanted to get better at planning my trips so I don’t always blow my budget, I’ll try this on the next one!

I hope it helps keep you on track. Budgeting can definitely be tricky.

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Collect your vacation ideas in an online trip notebook, and keep everything organized in one place.

That's where Planapple comes in. A web travel binder of sorts, Planapple helps you collect your ideas, possibilities, and plans — and saves them all in one place, organized and manageable.

Planapple even creates a custom map tailored to your plans, so you can actually see which hotel is closest to your daily destinations!

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Discuss and decide your ideal itinerary with your tripmates.

Planapple eliminates the communication challenges and email negotiations, making group planning far simpler.

And, as your burgeoning itinerary comes together, it's all captured in your Planapple binder for you and your tripmates to see, so no one misses out on one juicy detail.

Carry Your Plans

Carry your plans on your mobile device —  or access them anywhere.

Planapple's mobile app puts your plans right in your pocket. Access your entire trip: itinerary, bookmarks, addresses, phone numbers, emails, even discussions with your co-travelers. (And Planapple can download it all to your phone before you go, avoiding scary international data charges.)

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6 Apps That Make Planning Group Travel Easier

Planning a trip among friends or family can be tricky. Help keep everyone on the same page with these group travel planning apps that organize itineraries, expenses and photos.

Available on iOS and Android Prava is an itinerary manager that offers in-app messaging, a to do list and notepad, perfect for planning group trips. Additional features make this app a great travel companion as well. From the app, you can share your location with other group members, perfect if you’re arriving in a destination from many different locations. You can also share trip photos and calculate expenses through the app.

At the conclusion of your vacation, your group can choose to share part or all of your itinerary with other Prava users, inspiring other groups to follow in your footsteps.

Available on iOS only; Android coming soon No matter where you are, what currency you paid in or who paid, figure out who owes what with group travel app Splittr. Divide hotel, grocery, attraction and transportation costs between friends or family. The app converts any expense to your preferred currency and allows you to split bills unevenly between group members. After your vacation, export PDF or CSV reports to let everyone know how much they owe other travelers. You unfortunately aren’t able to pay your balance using the app.

For an app that includes all the same functions and works on both iOS and Android, choose Splid.

Available on iOS and Android This is another app the manages expenses within a group. It shares many of the same features as Splittr and Splid, with two exceptions.

• Splitwise integrates with Venmo, making it ideal for groups who already share money via the app.
• There is no option to change currencies in the app, so it’s more appropriate for groups traveling domestically.

Available on iOS and Android Whether you’re planning a spring break trip, bachelorette party or family reunion, keep all the details in a single place with Travefy. Use the chat and polling function to discuss details, collect money (there is a fee to use a credit card) and start building your sharable itinerary. Forward confirmation emails to the app and your flight, rental car, accommodation, activities and restaurant reservations will appear in one place.

You can view your itinerary on a map and search nearby for other attractions, sorted by hotels, activities and food. Whether you imported an activity or Travefy suggested it, your group will be able to see Trip Advisor reviews for the attraction. During the trip, track your expenses (multiple popular currencies are available) in the app so your group can see who owes who what and pay via credit card or PayPal after heading home.

Available on iOS and Android This app is a less robust group vacation planning tool, but if you’re looking for something simple, Tripline may be for you. Multiple group members can map out your accommodations and the attractions you’re planning to explore, then share the map with other people who may be interested in following your trip.

Your group members can upload photos and add text for any location on your Tripline map. The app takes these photos and creates a simple animation outlining your trip, which is available for other Tripline users and can be shared on social media.

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The Ultimate Travel Planner Spreadsheets on Google Sheets

Last updated on July 15th, 2024 at 02:32 pm

I don’t know about you, but after a year of quarantining and diligently following all of the rules, I am so ready for an epic adventure. As the vaccine rolls out and cases begin to decrease I’m starting to feel the first dash of hope which spurred me to open up my Google Sheets travel planner spreadsheet.

I started dreaming about traveling again. Not even to far off destinations, but to local spots for more than a quick day trip. I figured now was the perfect time to introduce to you how I plan my trips using my Google Sheets itinerary template.

I started using this type of travel planning when I quit my job and got to plan a multi-month, multi-destination adventure. It was a fairly overwhelming process, but the way I stayed organized and on budget was by using Google Sheets.

I created spreadsheet upon spreadsheet to track all of my confirmation numbers, bucket list activities, and other important travel information. I also learned which ones made sense, what information was necessary, and which ones I could delete. Leaving only the best and most useful travel itinerary template to share with you so you can plan a stress-free getaway!

This post contains affiliate links, which means that, at no additional cost to you, I will earn a tiny bit of income if you decide to make a purchase or booking. For more, check out my disclosure .

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Why Do I Use Google Sheets Instead of Excel?

I love using Google Sheets for just about everything in my life. I have my budget there, keep track of my blogging stats, and my client work.

Here are a few reasons why I prefer using Google Sheets over an Excel spreadsheet for my travel plans:

• Google Sheets is more Mobile . I have the Google Sheets app on my phone and the spreadsheets are editable offline. This means that if I end up without WiFi or data, which happens all of the time on the road, I can still access any important information or make updates.
• I can easily share it with my friends and family . They will be able to see as I make changes to it in real time, compared to having to email them a new Excel document each time. In terms of my safety when I travel solo , if they ever need to get a hold of me, they will have all of the necessary and up to date information.
• I am an Apple person through and through and simply prefer Google Sheets over Excel.

Now, Google Sheets and Excel are basically the same thing, so if you are an Excel person you can take the travel planner templates I share here and apply the idea to Excel.

When to Use a Travel Itinerary Templates?

I suggest using a trip planner template anytime you’re planning a trip with a lot of moving parts. Is it necessary for short trips or a weekend getaway? No, probably not.

But if you’re planning anything more than a week and you want to ensure you stay on budget and get to see, do, and eat what you want then using a spreadsheet to track everything is incredibly helpful.

I also find them really helpful for planning road trips, so I created (and included for you) a road trip template.While I primarily use them for planning my travel itineraries you could also use them to help you plan a business travel itinerary .

How to Use a Travel Itinerary Template in Google Sheets?

I’m going to walk you through my tried and tested method for using Google Sheets as your travel planner. My travel spreadsheet template has 12 individual spreadsheets. 

You can definitely make these yourself, but if you want them already done for you, you can purchase the customizable templates here .

Quick tip : Add links whenever possible. If you find a cool tour you want to do, save the link to the spreadsheet so you can easily find it when it comes time to book

I’ll show you a screenshot of each of them and a short video, but here’s the overview. 

Travel Planner Spreadsheet Template Sheets

Travel dashboard.

• Travel Budget
• Travel Expenses

Reservations Tracker

Daily travel itinerary, travel itinerary calendar view.

• Flight Planner
• Accommodation Planner
• Bucket List Planner

Pre-Travel Shopping List

Packing list, road trip planner.

The Travel Dashboard is your home base for trip planning. On this sheet, you’ll input your destination country and travel dates. The sheet will automatically populate the number of days of your trip and the currency of the destination.

From this sheet your travel dates will also be inserted into the travel expense spreadsheet, daily travel itinerary, travel itinerary calendar view, accommodation research. 

There is even a fun countdown of how many days left until your trip!

The sheet will also provide you with popular destinations in that country!

You’ll also see two boxes, an initial budget that pulls details from your travel budget spreadsheet and a comparison to your budget vs actual expenses. This will help you stay on track during the trip!

The travel dashboard also links to the most used sheets in the template to limit scrolling across the bottom!

All of the individual sheets also link back to the dashboard for easy navigation!

Travel Budget Spreadsheet

Your travel budget planner is broken out into locations, because many trips include more than one destination! 

If you’re staying in more than three locations, feel free to add more columns to the right. Copy and paste one of the location sections. Just be sure to add the cell number to the approximate cost of your trip so it remains accurate. 

You can enter the number of nights you’ll be in each location too so you can budget accurately.

Then move through the categories. 

Make sure to factor in the number of nights staying for an accurate accommodation and food budget. 

Other items will likely be one off purchases like a train ticket or a tour.

At the bottom of the sheet you’ll see a total for each destination. At the top of the sheet you’ll see a budget for the trip overall!

The travel budget spreadsheet is intended to provide you with an approximate cost of your trip. Once you have this information you can adjust as needed.

If the trip is too far out of your budget, don’t give up! 

Can you find cheaper accommodations? Can you DIY some of your bucket list activities? Can you cook food instead of eating out?

One of my biggest travel tips to stay on budget is to prioritize the activities and experiences that you know will fill you up and bring you joy. Forget the rest.

See where that leaves your budget.

This sheet also provides a link directly to your expenses as these two are linked in real life!

Travel Expense Spreadsheet

The travel expense spreadsheet is where you’ll put any travel related purchases leading up to and during your trip. You can change or add the categories to reflect what works best for your situation.

Let’s say you’re planning a Hawaii getaway ! Leading up to the trip, you decide you want to buy a new swimsuit. You’ll add that to this spreadsheet and put it under shopping or create a new category for clothing. As you book your accommodation for the trip, you’ll add that here as well. Then as you are exploring the gorgeous Hawaiian islands, you’ll track your expenses for food, activities, gifts, etc. 

Then at the end of the month, you’ll know exactly amount of your trip expenses, both before the actual trip and during. 

This is broken out by months, then at the very top, you’ll have a yearly total for travel expenses.

The reservations tracker provides a place to put all of your important details like bookings and confirmation numbers.

Once you make a decision on where you’re staying, your method of transportation, and activities, input that information here.

Include the confirmation number, the costs, and any other information that you find valuable for your trip.

The Daily Travel Itinerary is where you’ll get into all of your trip details. This sheet is perfect for detail oriented planners who want to make sure they do and see all of the things.

The daily schedules include the start and end time of your activity and the type of activity you’re doing. You can add in where you’ll be eating as well! 

However, one of my top travel tips is to only schedule ONE main activity per day. This allows time for a little bit of spontaneity on the road, while still ensuring you do what you went there to do. 

This Travel Itinerary Calendar View provides a birds eye view of your itinerary. It helps keep track of what days of the week your trip falls on and you can see how your trip fits into the rest of your year.

The date will automatically start on the first day of your trip that you imputed on the travel dashboard. The blank box allows you to put whatever information you deem necessary. 

I recommend keeping this as a high level overview. Putting the location you’ll be in on each day, or marking it as a travel day. I also recommend including public holidays as that may impact your trip.

Leave the details for the daily itinerary.

Flight Planner Spreadsheet

As you research your flights, use the Flight Planner Spreadsheet to track the entire cost of the flight. This will include a checked bag (maybe), food on board etc. Those cheap flights are super tempting, but since you have to pay for everything else, it really adds up. So use this sheet to be sure you know how much that $35 flight will actually cost you.

The final total will automatically calculate.

Accommodation Planner Spreadsheet

Accommodation can be overwhelming to book. There are so many options, which should you choose? First, check out my guide to booking hostels . If you’re not a fan of hostels don’t worry, the tips in there are applicable across all accommodation types.

As you research your accommodation, add the information to the Accommodation Planner Spreadsheet. 

You can include the link, the ranking (based on reviews or your preference), and any other important information.

This will help you ensure that you get the biggest bang for your buck out of where you lay your head. 

There are multiple destination options in this sheet, as you might be moving about the country!

Bucket List Planner Spreadsheet

The Bucket List Planner is where the fun stuff lives! Start with your destination and determine your can’t miss, bucket list activities and places to eat!

Have you ever been planning a trip, read a blog post that mentions an epic activity or amazing restaurant, and you think, I want to do that or eat there. But then you don’t save the information? 

Well, add the booking link or restaurant website to this sheet along with other important information (cost, tour operator etc). 

Then when you’re ready to book, you have all of the travel inspiration you found in one place!

Sometimes, you need some gear before a trip. This could be anything from a new swimsuit for your beach vacation to luggage to vaccinations! Also – don’t forget travel insurance!

Keep track of those costs here and factor it into the overall budget of your trip.

I am a big fan of NOT spending too much in this phase of the travel planning. Try to use what you have, borrow what you can, and only buy something when absolutely necessary.

I’m sure a friend or family member has a piece of carry-on luggage you can use and no you don’t need a brand new wardrobe for your trip.

The packing list is a simple spreadsheet that you can modify to suit your needs. 

You can get super detailed if you’d like saying the number of shirts you want to bring or not. 

That’s up to you!

There are some items on here you may not need. 

But always, no matter the weather, always pack a swimsuit. You just never know when you might encounter a hot spring, hot tub, or lake for a dip!

For all of the details and packing tips, read this detailed packing list for women .

Last but not least, you’ll find a road trip planner ! This road trip itinerary planner gives you space to note your starting location, your ultimate destination, the number of miles you’ll drive, cost of gas and things you’d like to see along the way!

There is also a section at the top for your rental car information if you need to rent one for your road trip.

In the first column, you can put the day of the week, the actual date or leave it numbered as is.

At the bottom of the spreadsheet, it will total up the number of miles driven and the total cost of gas for the trip.

Purchase the Travel Planner Spreadsheets

If you don’t want to go through the hassle of creating your own spreadsheets, you can purchase these! The link to these will come in a PDF file that provides quick tips for how to use the sheets.

You can purchase them here!

Please note : These travel planner spreadsheets are for personal use only. There is only a Google Sheets version, there is not an Excel file. 

Due to the digital nature of the travel planner, please make sure you make a copy of the link in the PDF so it preserves the functionality of the planner!

I know that planning a trip, no matter the length, can be really fun, but also a bit overwhelming. Especially when you’re trying to stay on budget! These travel planner spreadsheets will help you plan the trip of your dreams (which we all need right about now) while staying on budget and leaving the overwhelm behind.

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Traveling With a Group? Here’s How to Plan and Stay Friends

Tips, tricks and tools to help in planning your next group getaway, allowing for everyone to focus on the fun, not the logistics.

By Lauren Sloss

From bachelor parties to family reunions, group trips are opportunities to explore the world with the people you love. They also have the potential to be planning messes, with scheduling, decision-making and sorting-out finances coming together in a seemingly endless and possibly disappointing snarl. But they don’t have to be. We’ve rounded up tips, tricks and tools to help plan your next group getaway, hopefully allowing everyone to focus on the fun, not the logistics.

Understand your group dynamic

The first step in planning a successful trip: Ensure the travelers will get along well together. “Is it a group of friends, or is it a couple of families traveling together? Is it a multigenerational trip with a big age range?” said Kate Doty, managing director of premier access at the adventure travel company, Geographic Expeditions ( GeoEx ). “These factors all come into play with activity level, comfort zones and rooming.”

Understanding individual roles within the group is big, too. “There will be someone in the group who will be the natural leader,” Ms. Doty said. “Be candid about this! Find opportunities to talk through these topics with humor and lightness.”

Group dynamics can play a big role in determining where to stay. Families might prefer the ease and facilities of a hotel or resort. Big groups of friends might opt to search through home rental sites like VRBO and Airbnb . Ali Killam, Airbnb’s consumer trends expert, recommends creating a shared wish list and inviting group members to add listings and vote on favorites.

“Determine what’s most important to the group when it comes to accommodations — a pool, a big kitchen, proximity to town, the beach — and filter the search accordingly,” she said.

Shared apps are vital

Once you’ve decided on the group, figure out when everyone is available. Doodle allows users to create a poll online of possible travel dates and then vote on preferred options. Tried and true Google Sheets is a decent way to organize options for destinations, housing and more in a spreadsheet and track when and how people will be traveling.

Katrina Kagan, the partnerships and marketing associate at the weekly newsletter Girls’ Night In is the designated planner in her group of friends, who try to take group trips at least once a year. She created a trip planning spreadsheet that gathers travel details, expenses, meals and more for the purpose; her colleagues were so impressed that they shared it with the newsletter’s 150,000 subscribers.

“If you’re a planner, like I am, this spreadsheet is a way to get organized enough that you can feel personally at ease during your trip. Why not take half an hour beforehand to get organized?” she said. “If you’re not a natural planner and are looking to step into that role, this can be a starting point.”

Beyond the spreadsheet, TripIt is an itinerary-building app that allows you to collect details for flights, hotels, car rentals and more into a master itinerary — the app’s Inner Circle feature allows you to share your itinerary with other members of your group.

Other ways to communicate, beyond unwieldy email chains: set up a private Facebook or WhatsApp group to send messages both while planning and when traveling. Google Docs make for a shared repository of events and suggestions and other vital information. And, if you plan on Instagramming your travels, a fun group hashtag is a nice way to keep track of the memories.

Figure out finances

Tracking expenses is doable via spreadsheet, but still requires a fair amount of work to properly divvy up shares and figure out who owes what. Splittr and Splitwise are popular mobile free apps for tracking, prorating and ultimately balancing expenses, available offline and in multiple currencies.

“I was traveling a lot with friends, and I was the one who did the spreadsheet after the trip. I thought, ‘This should be easier!’” said the Splittr founder and developer, Raphael Wichmann.

Splitwise was originally created with roommates in mind, but translates to the travel space — it also integrates directly with the payment app Venmo, allowing you to make payments and receive money directly.

“We’re looking to helps reduce stress and awkwardness when it comes to finances,” said Jon Bittner, the Splitwise chief executive. Mr. Bittner suggests creating a group as soon as the first big expense, like a house or hotel rooms, has been booked, and continue adding expenses as you go.

Looking to treat your friends or family to free rides during your trip? Uber Events allows you to set up a code to cover transportation for your crew, with options to customize the time window, location and pickup radius (we particularly like this option for weddings and family reunions).

Getting group deals

Investigating group deals may be a bit time-consuming but the research can save you money.

Amtrak recently launched Share Fares , which earns you greater discounts on tickets the more people you travel with. If booked at least three days in advance, this program can reduce ticket prices up to 35 percent for groups of four.

Brian Kelly, The Points Guy , has made a career out of understanding the intricacies of airline and credit card loyalty programs. On his site, he published a free article, the “ Ultimate Guide to Points, Pooling and Sharing ,” for applying airlines miles and credit card points to group travel.

To begin with, he warns about transferring points and suggests instead on combining them.

“Airlines will generally charge you one cent per point or mile to transfer, which negates the value,” he said. He also suggested savings could be had by taking a “look at your trip in terms of one-ways instead of round-trips, and look at it based on availability.” If flying together is a priority, consider letting members of your group with the most available points purchase individual legs of the trip. This allows for booking through multiple airlines, too.

Some domestic airlines offer perks for groups booking together , including discounted fares and flexible ticketing options (while other apps and services for booking group flights exist, we found they were neither streamlined nor consistently well reviewed).

In doubt? Leave it to the professionals

Mr. Kelly may be a points expert, but he decided to use a travel agent for a recent group trip to Iceland .

“The number of options when planning a trip can be overwhelming,” he said. And when one of his friends left a piece of luggage at the airport, the tour company was able to have it delivered to the group.

Not being responsible, he said, “felt like an actual vacation!”

Others are making similar decisions: A return to travel agents and advisers is on the rise. A recent report from the MMGY Global marketing agency noted a growing number of millennials, especially millennial families, planned to use travel agents for trip planning during 2018 and 2019.

Cece Drummond, the managing director of destinations and experiences of Virtuoso , a global travel adviser network, noted that V.I.P. treatment, better value and free benefits are some perks of using travel agencies.

“They can easily be frustration because there’s too much information available,” she said. “Our advisers can help sort and sift through that.”

52 PLACES AND MUCH, MUCH MORE Follow our 52 Places traveler, Sebastian Modak, on Instagram as he travels the world , and discover more Travel coverage by following us on Twitter and Facebook . And sign up for our Travel Dispatch newsletter : Each week you’ll receive tips on traveling smarter, stories on hot destinations and access to photos from all over the world.

A Guide to Better Managing Your Money

Making sense of your finances can be complicated. these tips can help..

Hackers may have gained access to the social security numbers of millions of people. Should you be worried? We have some advice .

You have been able to earn solid returns by parking your money in fairly safe places, our columnist says. But that won’t last much longer .

The collapse of a little-known intermediary named Synapse Financial Technologies has put a spotlight on the risk that customers face  when using popular banking start-ups.

A growing number of Americans who need cash before their next payday are using online paycheck advances. But the fees that often come with the advances are drawing scrutiny from a federal consumer watchdog. Here’s what to know .

With traditional mortgages for lower-priced homes hard to get, some home buyers are turning to riskier alternatives , like seller-financed loans known as “land contracts” that don’t involve a bank.

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How to make a group trip budget spreadsheet (+template)

Splitting costs between group members during a trip can be excruciating. Learn the best way to stay in range while making sure all debts are paid and get the most out of your travel budget.

Traveling is fun, especially with friends or with a group that gets along and has similar interests. But it’s almost impossible to split expenses on the spot for some group activities. In those cases, a group trip budget spreadsheet can be a lifesaver to track if you are still within budget, and to see if everyone is on the same page.  

There are going to be a lot of online reservations that need to be paid by one person, or sometimes, one of the group members can just run out of cash. Instead of paying ATM fees for every expense and carrying a lot of change, the best way to track your travel budget is to have an online spreadsheet and allow everyone to pay similar amounts for different things. In this article, I will share my own template with you and teach you how to create yours easily. Let’s start!

Table of contents

What are the main expenses for a group trip, how do you split travel expenses with friends or a group.

• How to create your own travel budget spreadsheet

How to keep track of your group trip budget

Frequently asked questions.

Every trip is going to be different. Your plans and budget could change for most of them, but there are a few expenses that are set-in-stone for all trips. Those are:

• Transportation: Wherever you are going for your group travel, you need to get there somehow. Your plane tickets, the taxi fares, public transportation, or the train you took will cost you money. For most trips, the transportation cost is one of the two major costs, so, you might want to have an accurate view of your costs in this category for your group travel budget spreadsheet.
• Accommodation: Depending on the location your group is visiting, accommodation can be either the cheapest or the most expensive thing you have to budget for. For a group trip budget, this means that the amount you can allocate for accommodation will change how much you will have to pay for taxis or whether you will have to pay for breakfast or not.
• Food: Speaking from experience, no matter what you do, you will go over the initially planned group travel budget for food. If you have reservations and think you don’t need anything else, wait until you get to a grocery store in a new country and find something that piques your interest. And also, let’s not forget the places that won’t split the bill, even if you do the math yourself. That is where the group trip budget spreadsheet comes in, to also show you how much money you have left.
• Tours and Attractions: Tours, museum entrances, concerts, festival fees, hot air balloons, or whatever it is you are on the group trip in the first place. This is the category where I have rarely changed anything in my travel budget or my budget planner spreadsheet. Still, it is mostly difficult to separate between tour members since most of the time, we don’t have enough cash, or the facility won’t split the price for each member.
• Personal expenses: These are the souvenirs, the personal grocery store expenses, or anything personal. You get the point. Everyone pays for themselves, there is nothing to split, and it is just easy... If you know how much budget you have left – and a trip budget spreadsheet template makes things a whole lot easier.

Let me skip the chit-chat and give you the real deal. Here is my lifesaver spreadsheet from Retable that saved my mental health during my last two trips:

📌 To copy and customize the grouptrip budget tracking spreadsheet template to your own Retable dashboard, click the "Copy to workspace" button in the upper right corner of the template!

‍ This spreadsheet makes it easy. Just put in who spent how much, and now you can create:

• A map view where you can see all the expenses, just like receipts pinned on a map.
• A chart that shows how many expenses each person covered,
• An automated expense summary table that shows how much money each person has left or how much they spent,

And so on, and so forth. I say go check it out right here .

But, well, you may like or dislike it, so I’m going to walk you through how to create your own as well.

Let’s begin with:

1. Prepare a spreadsheet in advance

The obvious part. No matter what tool you use to create your group travel budget spreadsheet, it is very likely that you will need automations for the spreadsheet and the spreadsheet template to actually be of any help. Make sure your travel spreadsheet template can:

• Sum up the totals for each person – or even better, each expense type,
• Tell you h ow much money you have left for the whole group on the trip,
• Show you who has paid off their debt and who hasn’t,
• And be dynamic to change – because your calculations will have to change. If you know, you know. If you don’t, trust me.

2. Allocate a budget per person

There are 2 things to keep in mind while deciding on a personal budget:

• How much money can you spare for this trip? This solely depends on you.
• How much money will you possibly need at your destination? If you have no idea, this website can give you an estimation based on your travel type.

3. Allocate a budget per expense type

This is one of the mistakes I made during my first group trip with a crowded group and tight-ish budget. We didn’t really know how much we could spend per expense type, so we chose the safe option and stayed in a very low-budget hotel. It was sort of nightmarish – hygiene was definitely a concern . Turns out, we did have the budget to stay at a 5-star hotel with more amenities, and we took the burden for nothing.

Well, lesson learned. Ever since I started using the spreadsheet template above, I didn’t have to just guess how much we can spare, since I can just type in the numbers and calculate before planning.

So, this is how you create your own spreadsheet and what you need to know to do so:

How to create your own group travel budget spreadsheet

Here is a step-by step walkthrough of how you can create your own group travel budget spreadsheet  template in Retable, just in case you have specific needs that the provided template won’t cut:

• Sign up to Retable: Retable is free of charge for the first 30 days of use. Create your account to start creating your first travel budget spreadsheet template.
• Create your first project: Once you are in, feel free to explore the tool a bit. And when you are ready, click “add project” on the right side of your dashboard, and chose the start type you prefer (“blank” if you don’t have a prior template, “export” if you had a previous .csv or .xlsx file).
• Build and customize your spreadsheet: Right click on the column header and choose “customize column” from the top. Then, edit the column to your liking. Pro Tip: Select multiple, currency, number, and location type columns are really handy for travel spreadsheets. You can learn more about the column types here .
• Create your travel expense reports : Now, it’s time to create a summary (or report) spreadsheet. On your screen. Click on the upper right side, right next to your table’s name to create a second sheet. The rule of thumb is to make the first column a reference column where you import the data from the first table. Then, you need another column to sum up all the expenses from the descripted fields in the first row, this would be a rollup column. Again, this column will import all the data from the first sheet and give you a summary.  
• Create custom data views: Once you fill your spreadsheet and edit the columns to your liking, it is time to create different view types. The map view and the card view are my personal favorites for travel planning. Feel free to learn more about each view type here .
• Collaborate with your travel group: Once you are happy with your table, share it with your travel group so that everyone can have full control over their budget while traveling. No more sad faces for monetary reasons, no more fighting over debt, and no more counting pocket change every night during your trip to re-calculate how much you have left.

But if you chose to skip the burden and use my travel budget spreadsheet template, then this is how you can make the most out of it:

So, now that we have a travel budget spreadsheet template to work with, let’s get into how to make the most out of it:

1. Note down expenses in your spreadsheet

As soon as you spend any money, try to note it into the spreadsheet. Once you forget an expense and remember about it two weeks later, it becomes difficult to ask your group members to pay for it.

With this template, it’s easy to note down what you have spent. Just select what kind of an expense it is, put in the amount and location and who spent the money, and voi-la! The spreadsheet will take care of the rest – with the rest being the sums and budget calculations.

2. Check available resources at the end of each day

Since the template will be doing 75% of the work for you, the only things left for you to do will be putting in the numbers and checking the results at the end of each day. Check group trip common budget tracking spreadsheet template.

To prevent anyone from going over budget, try to check the second page of the template as often as possible. Once you:

• Hover over the column and edit column type,
• Turn it into a rollup column
• Choose “Include all values in the same category in the calculation”,
• And type in the formula “SUM(VALUES)” ,

Your travel budget tracking spreadsheet will automatically calculate how much each person has spent and how much they have left.

But of course, you can do the same thing to see how much you have spent in total for that certain type of expense.

3. Try not to split personal expenses

This might sound like an obvious one, but personal travel expenses added to the debt can cause big complications in your calculations. It is very difficult to split everything into *number of travelers* and later realize that not everyone was supposed to pay for that one expense.

And even if you do realize it in the beginning, it adds a ton more calculations into the formula, and even the most complicated excel formulas can’t get out of the mess.

And that is how you budget for a group trip and successfully end it with no one’s heart broken. If you want me to summarize it, the process goes something like this:

• Using the template above, put in the expenses everyone makes,
• Try to note down any and every expense the second they happen,
• Check the calculations at the end of each day to see how your budget is doing,
• And for good memories, you can always use the map view to mark your expenses along with funny travel pictures and create the perfect social media post.

Check the frequently asked questions about group trip budget planning and budget tracking spreadsheet templates.

How do I create a travel budget plan?

The best way to budget and split expenses for a trip is to use a template where you can note down the expense type, expense amount, who paid for it, and who is responsible for it. Also, using a spreadsheet that calculates how much you have spent in total and tells you how much you have left in your budget will make things a lot easier.

How do you split travel expenses with friends?

You can use a spreadsheet template that sums up and calculates how much each person has spent, how much they have left and whether they owe anyone or if anyone owes them. Use Retable’s group travel budget template to save time and focus on your trip.

How do you create a group travel budget spreadsheet template with Retable?

Once you create a Retable account , create a new project from the mid-right of the screen, and start editing your columns. It is a good practice to use the currency column type for expenses and the multi-select column type for people and expense types. Once you fill your table, create another sheet in the same project and add one reference and one rollup column to do the math for you.

Can I use Retable’s group travel budget plan spreadsheet for free?

You can sign up to Retable free of charge and try all the other spreadsheet templates as well as the travel budget plan spreadsheet for 30 days. You can find out more about Retable’s pricing here .

Where can I find more spreadsheet templates such as the group travel budget planner spreadsheet?

You can find all of the Retable spreadsheet templates from the R etable’s spreadsheet template archive. You can also try them out for free for 30 days and decide if Retable is a good fit for you, free of charge during the period.

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Group Trip Planner App: What is Troupe?

by Danielle Owen | May 31, 2023 | Group Travel | 0 comments

The Ultimate Group Trip Planner App

Planning a getaway with family or friends and looking for a trip planner app to help you figure out the logistics? That’s where Troupe comes in. There are endless details that go into planning a group trip. Coordinating flights, arranging transportation, and figuring out accommodations can feel like impossible tasks with multiple people involved.

A group trip planner like Troupe allows you to consolidate the planning into one place. No more endless email threads or constant texting back and forth with questions about the itinerary.

What is the Troupe group trip planner app?

Troupe is a travel planning app that makes group travel easy. Troupe’s intuitively designed app allows group travel planners to seamlessly coordinate, plan, and book group trips all in one place. From voting on the destination to sharing flight bookings, Troupe helps everyone in the group quickly and easily communicate all things related to the group getaway. 

Bachelor parties , girls trips , family reunions, couples’ getaways… you-name-it. Whether you’re flying, driving, or walking to your destination doesn’t matter. Troupe is designed to help with the logistics, no matter how big or small. 

So how does Troupe work?  Check out these features.

(…or click here to start using Troupe now.)

Troupe trip planner app features

Troupe was built off the massive demand for a seamless, efficient group travel planner. The app was developed and perfected based on hundreds of hours of interviews with travelers from all walks of life. 

This taught us which things that are most important to group travel planning, like an easy voting system to figure out dates, destinations, and accommodations, for example. 

So what are the primary features of the Troupe group trip planner app? Check them out:

1. Itinerary all in one place

Troupe isn’t just useful prior to travel . Once you’re on the road or at your destination, Troupe still offers all group travel members the ability to quickly reference the information for all activities.

No more “Where and when is dinner tonight?” text messages for the planners to field from the whole group. Group members can all just open their Tripsite in the app or online and see for themselves.

So how do Troupe’s easy group travel planning features work? 

2. Voting system in the trip planner app

Getting everyone to agree can seem impossible at times, but Troupe’s group trip planner app gives everyone a voice and allows all group travel members to clearly see the results of polls. It helps ease the frustration that can come from getting people to agree on things.

It’s the ultimate group travel planner question: “Where should we go on our group trip?”

And while it may lead to stressful discussions sometimes, it’s also one of the best parts of planning a trip.

Troupe helps take the stress out of destination selection with straightforward voting. Choose your destinations, set them as options, and all group members can log on to vote for their favorite. 

And we all know there are so many more decisions to make once a destination is chosen (or even before, depending on the order you plan group trips !).

Figure out when to travel by letting group members vote on the dates that work best for them. Once everyone has voted, you’ll be able to easily see the dates that work the best for the majority of the group. 

Voting is available for accommodations and activities as well.

3. Deadlines/Reminders

Troupe also helps you implement deadlines and reminders. The app allows you to send out reminders or quick nudges to group members, taking the pressure off the planner and easing everyone along throughout the process. 

4. Sharing Information

Say it with me: All your confirmation numbers are in one place. Everyone’s flight numbers for easy tracking. Hotel reservations with the booking name, phone number, address, and all other important info. 

In addition, you can share a list of possible flight options and see what others have booked. As a group, this helps minimize waiting around at the airport and makes it easier to consolidate pick-ups and drop-offs. 

5. Booking your travels

Troupe doesn’t just help with planning. Once you’ve voted on your favorite accommodations and found your perfect hotel or Vrbo, go ahead and book it directly on Troupe . No need to even open a new browser window.

Ready to start planning your next group adventure? Click here to get started!

What is the best trip planner app?

Troupe is the best trip planner app to help you plan and organize group travel all in one place. You can share options for flights, accommodations, activities, and more while allowing group members to easily vote on their favorites, keep all itinerary numbers in one place, and more.

Is there a vacation planning app?

Troupe is an easy-to-use vacation planning app that allows you to collaborate on the planning of a group trip by sharing information between group travel members, voting on your favorite things to do and places to stay, and sharing links, notes, videos, and more between group members.

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Your guests also get access to a personalized travel portal so they can make additional purchases, manage their payment plan, and review the trip itinerary at anytime.

Yes! There are a number of group tours, small group travel experiences, and large group getaways solo travelers can join. Check out our recommended travel groups or explore these upcoming trips to get started.

Explore upcoming group trips to join like-minded travelers on your next adventure, or check out these top travel groups to find your ideal travel squad.

Traveling through Europe with friends leads to a rich tapestry of experiences, from wandering the historic streets of Rome in Italy to soaking up the vibrant lifestyles in Spain and Portugal and being awed by the stunning landscapes of Greece, Iceland, and Croatia.

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Need a mix of relaxation and excitement? Bali's beaches, Australia's outback, and Costa Rica's rainforests are ideal for unforgettable group getaways.

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Travel Planning Checklist: How to Plan a Trip from Start to Finish + PDF

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As someone who has traveled to over 30 countries , I often get asked, how do you even begin planning a trip?! I still remember planning my first week-long international trip, a cruise , and trying to keep track of everything! So, instead of stressing over your trip, here’s my travel planning checklist.

In this post, we’ll talk about how to plan a trip from start to finish to ensure everything goes well on your trip! Plus, this travel planning checklist is available as a PDF for free for anyone who subscribes and wants to keep track of things ongoing.

Table of Contents

Step 1: Research and Choose a Destination

Before you click book, research where you’re hoping to take a trip. Check on things like visa requirements, average costs, and things to do there. Just because something is gorgeous on Instagram doesn’t mean it will fit your travel vibe.

My favorite way to research for things to do in a destination is by using travel blogs (like mine!) and Pinterest . TikTok and Instagram can be good as well, but I often find the same five things being recommended over and over on Instagram so I tend to avoid it as my main source of trip planning. I’m on all of these platforms as a creator and promise there are good creators out there, though, too!

For example, if you want an island adventure, Anguilla might not be the best option. It’s known for quiet beaches and resorts so it might not fit your vibe. On the other hand, Saint Martin, which is close by, has tons to do and you could fly there for much cheaper! 

Also, consider the time of year you want to go and the weather for the destination before deciding. For example, San Diego is warm year-round, but May and June are known for being gloomy. So check when you want to go.

Here are a few questions to ask yourself:

• What do I like to do on vacation? Does this destination offer those types of activities?
• What time of year am I taking my trip? Is that a good time of year to visit that destination?
• How much would it cost to visit? Would that match my budget?
• Is it good for solo/couples/families? (depends on your type of trip)
• What are the travel requirements? Visas? Vaccines? Paperwork?  “Learn About Your Destination” page of the  US State Department website is a great resource.
•  Is my passport valid for those dates? 

Step 2: Set your budget and flight alerts

Now that you have average costs and have done some research on the destination, set your budget. A budget is going to be important because it’s easy to overspend if you aren’t keeping track of things! I highly recommend using a trip budget template to keep track of expenses, compare costs, and keep track of what you decide to book!

Before actually booking the flight, set up flight alters. I am including this in step two because I think it fits into setting your budget and thinking ahead for what expenses are to come! Setting a flight alert can help you know when prices are a good deal.

I always use Hopper to set flight alerts because they send you notifications via their app when the flights drop and will let you know how likely flight prices are to drop or not. If they aren’t going to drop, go ahead and start booking. If they are really likely to drop, I’d wait. 

I use Google Flights after a Hopper alert to check there isn’t a cheaper option. More on how to save on flights and, even better, saving by using travel credit card points !

I like to use a vacation cost calculator to keep track of the budget and what I’ve spent and compare costs. It’s a great way to keep track of things!

• What is a realistic budget for my trip? (review your research from step 1)
• What is considered a good price for the flight?
• Do I have flight alerts set up for my dates?

Step 3: Book the flight and complete paperwork

Once you get that flight alert that prices have dropped, its time to book the flight and obtain any necessary visas. Every destination and every airline is going to be a little bit different so you will want to make sure you’ve checked over the airline and their rules. 

For example, Play Airlines, which flies from North America to Europe, does not include bags in their flight prices. You will either want to pack with just an under the seat bag, or pay extra fees. Also check requirements for proof of return flights if booking one way tickets.

• Do I have a valid passport? (check expiration date 6 months out)
• Have I completed any required visas?
• Do I want travel insurance (health, trip cancellation, etc.)? If yes, make sure you book it!

Step 4: Research and Map It Out

Now that you’ve booked your flight, it’s time to plan out the itinerary! I love doing this in Google Sheets in my trip itinerary sheet ( subscribers get this, too), but you could also create a Google Map. It’s definitely helpful to have maps pulled up as you do this in general because you want to know about distances and locations.

In this step, instead of planning out every little detail, we’re looking at what I like to call the anchor activities. Essentially, the things you cannot or do not want to miss on your trip! For example, when I was in Munich, an anchor activity for me was Neuschwanstein Castle . I planned everything else in Munich around, making sure I got to visit. 

Plan out your anchor activities and map out your trip for where you’ll spend each day. I like to map things out my day 1 city 1, day 2 city 2, etc. 

Also, you need to check how far in advance things need to be booked. For example, many national parks in the US require timed entry passes like Glacier National Park and Yosemite. Tickets must be reserved three months in advance, so you need to plan far ahead! There also may be specific days that activities are closed, so make sure to note those, too.

• What are the top activities for this destination?
• What are my must-do activities for this trip?
• What city/area would I need to stay in?
• Are there any days that the activities are closed?
• Do I need to book the activity in advance? Do I have enough advanced notice for it? (add the dates to your calendar so you can book in time)

Step 5: Book Hotels and Rental Car

Now that you have things mapped out and know where you want to be on what day, book your hotels and any rental cars . The best deals on hotels are often more than three months out.

It’s best to get to this point earlier in the trip planning phase if you can, especially for the locations where you need reservations, which we discussed in step four! You want to make sure there will still be affordable places if that’s important to you.

When choosing a hotel , consider things like proximity to activities, public transport, facilities onsite, any additional fees (like resorts or parking), and check-in/check-out time. 

You should also book your rental car at this stage. Make sure you check on any fees and international permits/licenses you might need. Many countries require one when renting a car. You’ll also want to make sure you know what side of the road they drive on and how comfortable you are with that. Last, think about additional fees and the hold on your card while traveling.

The last thing to consider with a rental car is that you need to pay attention to insurance and any additional fees you might have to pay for. In Mexico (where I’ve rented a car twice), they require additional insurance on top of the car insurance, and many rental car companies will take a $2000 USD hold on your card (removed after returning the car). This is not necessarily a problem, but more something that could shock you when you arrive.

You should also add these to the trip planning template you are using to make sure you keep track!

Here are a few questions to ask yourself about hotels:

• Is this hotel within my budget?
• What facilities and activities are nearby? Is it a convenient location for the activities I have planned?
• What are the fees? (cancelation, resort fee, etc.)
• Check-in/out time?

Here are a few questions to ask yourself about rental cars:

• Am I comfortable driving there? Could I use public transit instead?
• Do I need an international driver’s permit?
• What will the hold on my credit card be?
• Do I need to budget for additional insurance?
• Are there additional fees to consider?
• What side of the road do they drive on? 
• Pick up/drop off times?

Step 6: Decide Tours vs. What to Do on Your Own

You’ve researched activities and maybe even booked some specific bucket list activities at this point if they are needed far in advance, but at this stage, decide on everything else. Certain things on a trip are more fun to do with a tour guide, and others you can easily do on your own.

It’s time to decide what you’d like to do with a group and book it! For this, it really is up to personal preference, but of course, I have a few questions to help you out below.

I always like to use Take Walks , Go City , GetyourGuide , Viator , Airbnb Experiences , and EatWith for tours and activities.  You should also add these to the trip planning template you are using to make sure you keep track!

• Would this activity be more fun with a group?
• Is the cost of going with a group worth it vs. doing it on my own?
• Would it be stressful to try and do it myself?
• Is this a historical site I would be able to read about on my own, or would I do a self-guided audio tour? Would I benefit from a guide?
• Have I added all of these to my trip planner?

Ready to start booking your trip?

Here is a snapshot of some of my favorite tools.

Booking.com : for booking hotels with great prices and affordable options!

Hopper: app for tracking flights and getting a good deal. (code "meghan" for discount)

GetYourGuide: tours and excursions, unique activities at destinations around the world.

Go City: Discover top attractions in cities around the world with savings of up to 50.

Walks Tours : Unique tours, expert guides, and a great way to meet fellow travelers

Airlo: eSIMs with a digital data pack for over 200 countries/ regions and to connect fast around the world.

Some of these are affiliate links - thanks for supporting my website!

Step 7: Reserve Restaurants & Learn about Local Foods

Now that activities are decided, it’s time to reserve any restaurants and learn about the local food you want to try. Every destination has foods they are known for. Make sure you know where to eat and what! If there are any special restaurants you want to try, make a reservation.

• What are the foods this area is known for? Where can I try them?
• Are there any famous or special restaurants I want to try? (book them)

Step 8: Create a Packing List

Whether you need an international packing list , are headed to the beach, or are going on a city trip, craft the perfect packing list (I have several if you need help)! 

Another important thing is to plan out your outfits if you’re the planning type or tend to overpack. Planning outfits helps make sure that you have what you need but not too much. 

I suggest going by item type and narrowing down what you need from there. The major buckets are:

• Electronics
• Misc (purse, accessories, etc.)
• Documents (visas, copies of passport, reservations, etc.)
• Cash (make sure you have local currency)

Step 9: Final Trip Prep and Airport Arrival

We’ve made it to the home stretch! You’re about to leave for your trip, and you’re in the final planning phase. You want to make sure you arrive on time, plan your transportation in advance, and have your bags packed. 

I suggest that you arrive an hour and a half early for domestic flights, three hours for international flights. Depending on the airport, you may need to arrive even earlier or get away with less time. For example, if you have TSA pre-check/Global Entry (which I highly recommend), you typically can arrive just an hour early, which is fine for domestic flights.

ALWAYS research ahead of time and be conservative, though. You don’t want to miss a flight because of lines or traffic.

There are a few other things to consider as well like having extra copies of your documents in a different bag or saved on your Google Drive. It’s best to share a copy of your itinerary with someone you trust too just in case! Last, make sure your house or apartment is ready for travel too, especially if you’re taking a lot trip. Consider giving a friend or family member a copy of your keys just in case it’s needed.

Last but not least, make sure your finances are accessible. Check for any international fees on cards and have some cash on hand just in case. Many credit cards charge international fees, while many others have zero international fees. Check this ahead of time!

• How will I get to and from the airport? (make sure to book rides in advance)
• What time do I need to arrive to the airport? 
• Do I have copies of important documents ready? (passport, visa, insurance, etc.)
• Have I shared my itinerary with someone I trust who is not on the trip? (for safety/awareness, also great if someone needs to check on your house/aparment)
• Is everything packed from my packing list?
• Is my apartment/home ready for travel? (pet sitter, lights, water, keys safely stored in bag)
• Which cards can I use without fees on my trip? Do I have some cash on hand ready for the trip?

Subscribe now to download this editable travel planning checklist for free!

And then, ENJOY! I hope that this post has taken some of the stress out of planning for a trip and you have what you need to feel ready to plan for your trip. This trip planning checklist is something I’ve used to plan dozens of trips now and hope it helps you too!

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Great post!

It’s always interesting to see how different people plan. I do a lot of the same as you – but I also normally save things right onto google maps (and download maps to be viewable offline) as well as find local hikes and download them on alltrails.

I should be better at booking restaurants in advance – that is one thing I am terrible at!!

Very thorough! Such a helpful post!

Great recommendations! I think everyone does this a bit differently. I typically will check flights and accommodations before booking my flights. That way I can ensure that the lodging I want is available for those dates.

This is such a perfect guide! Step by step, totally agree.

Awesome tips! I always get travel insurance for my trips. BTW, I have the same Lululemon belt bag in brown fleece. Also have one in black that is waterproof. It’s perfect for travel!

Travel planning is one of my favorite and least favorite things to do hahaha . Love it !

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How to Travel With Friends Without Coming Home as Enemies

The horror story goes something like this: A friend group travels to Europe together. After picking out their rooms, there’s a small disagreement over how to keep the Airbnb clean. Then two people argue over splitting the bill at dinner. When the sweaty group waits in a two-hour-long line to climb the Eiffel Tower, one friend makes a bitchy comment toward another about not reserving tickets in advance. Tempers flare, more barbs are traded, and the drama engulfs the rest of the vacation. By the time everyone boards the flight home, no one is on speaking terms. In the end, the trip made it out of the group chat, but the group chat didn’t make it out of the trip.

Maybe you’ve read stories like these online and felt pity. Or maybe you’ve been there, wanting to do nothing but enjoy some pasta and wine in peace on your Italian getaway while your friends give the Real Housewives a run for their money after having one too many Aperol Spritzes. Here are 12 suggestions from the Cut staff that will help you keep the peace and make sure your friendships survive your next group trip.

1. Be honest about your budget and priorities.

It helps to be clear about what you prioritize spending money on versus what you don’t so that there are no surprises when you’re trying to pick out an Airbnb or make dinner reservations. I usually find myself saying something like, “I’d prefer to keep accommodations between $80 and $150 per night, because then I can spend more on good meals.” Or, as much as you can help it, just go on group trips with people who have similar spending habits. — Sarah Miller, photo editor

2. Stay in separate rooms.

I know it’s not affordable for everyone, especially if the location is a particularly high-end one. But I promise having a room to decompress in away from everyone is worth the money. — Brooke Marine, deputy culture editor

3. Book special outings in advance.

I always find it helpful to have a loose itinerary shared in a collaborative Google Doc before the trip. You’re going to be so cranky if you show up to the fancy spa that has no tickets available and a monthlong waiting list. You can always revise your daily schedule or improvise off of what you have, but some structure is key, or else you’re spending half of your vacation researching. — Cat Zhang, culture writer

4. If you bail last minute, pay for your share.

Group trips are a notorious pain to put together. Don’t string your friends along with a “maybe” for more than a week or two of the planning process. If you can’t give a straight answer, allow them to move forward coordinating logistics without you. And if, for any reason, you must pull out of a trip after deposits have been paid, you are on the hook for your share (unless someone else is ready and willing to replace you). I was once on a bachelorette trip where a work conflict came up last minute for one of the invitees. Not only did she honor her commitment to the shared costs of the weekend, but she asked one of the restaurants on our itinerary to send the group a seafood tower at dinner. Classy! — Catherine Thompson, features editor

5. Get an extra rental car.

Forcing the group to do everything together is a great way to fester resentment, and you won’t always have the power to pick a locale with maximum walkability or good public transport. Plus, you never know when that added flexibility will solve a hair-rising logistical crisis. Have you ever quelled a fight with a last-minute CVS run? I have. — Danielle Cohen, writer

6. Don’t let friends arrive hours before the Airbnb is available.

At minimum, everyone should know the address of where you’re staying and check-in and checkout times before the trip starts. — Trupti Rami, assistant managing editor, digital

7. Talk through what you’re cool with and what’s out of the question.

Are people more inclined toward a structured schedule that starts at 7 a.m., or do they plan to get up at their leisure and wing the day? Are your friends down to party until dawn, or do they want to call it a night by 10 p.m.? Setting schedule expectations will help you plan the trip and avoid conflict later on. The same goes for boundaries, especially if you’re mixing friends from different parts of your life. Better to know what makes people uncomfortable ahead of time than have to mediate mid-trip, when Friend A is upset that there’s a half-naked rando walking around the Airbnb after hooking up with Friend B. — Andrea González-Ramírez, senior writer

8. No more than two people on Google Maps at once.

Any adventure only requires one guide and someone to check them in case they’re not great at directions (this is a public apology for whenever I’ve made my friends walk a block the wrong way). If more than two people are looking at the map, as a group we’ll spend too much time standing in the same place, create a conflict where everyone thinks they’re right, and look like big-time tourists. This rule is even more important in a driving scenario. Only the passenger should be allowed to give directions in that case (and control the aux), while people in the back seat relax and fully immerse themselves in the landscape. — Maridelis Morales Rosado, photo editor

9. Stay on top of shared bills.

Track expenses and who owes what on Splitwise . — Bindu Bansinath, writer

10. Block out alone time.

Some people need downtime to recharge or nap. Others may want to work out or read a book. Some may just want to go on a little solo walk. If there are couples on the trip, maybe they want to have sex, assuming the rooming situation allows! It’s everyone’s vacation, so everyone should get independent time to use as they wish. — Sasha Mutchnik, senior social editor

11. Break out a game when the going gets tough.

Stay present and enjoy where you’re at, even if things don’t go as planned — because they usually won’t. If there are any unexpected delays or long lines to wait in, I volunteer my phone for a few rounds of the game Heads Up! . It’s the best way to make the time pass, it’s fun, and it brings everyone together. — Katja Vujić, writer

12. You don’t have to get along with everyone …

… But you do have to be respectful. Disagreements will happen. When they do, remember you only have control over your own actions and reactions. Keep it light, keep it moving. —T.R.

• friends for never

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Concur Founder, Former Expedia Execs Back Business Travel AI Startup: Otto

Justin Dawes , Skift

August 22nd, 2024 at 11:16 AM EDT

Steve Singh is continuing to build and fund an ecosystem that he hopes will bring about a more high-tech experience for the next generation of business travel. Otto will have to work out the rough edges of other AI trip planners to date.

Justin Dawes

Steve Singh and a group of industry veterans are rolling out a new AI trip planner and booking agent for business travel. 

It’s called Otto , and the startup shared its plans on Thursday along with news of a $6 million seed round.

The founder and CEO is Michael Gulmann , former senior vice president of consumer products for Expedia Group, and also the former chief product officer and head of marketing for Egencia. 

Madrona Ventures led the round, with support from Direct Travel and a star lineup of travel industry veterans. 

Singh, managing partner for Madrona, led the investment from the firm and is the executive chairman of Otto. 

The angel investors include:

• Erik Blachford, former CEO of Expedia 
• Barney Harford, former CEO of Orbitz and board member of United Airlines
• Hugh Crean, former CEO of Farecast, a Madrona-backed airfare prediction company that was acquired by Microsoft in 2008

Singh, who founded Concur and sold it to SAP in 2014 for $8.3 billion , and a group of investors in April fully acquired Direct Travel. (Christal Bemont, the company’s new CEO, is speaking at the Skift Global Forum next month .)

What Is Otto? 

Otto has been designed as a virtual travel agent for planning and booking business trips, with the ability to provide support during trips if flights or plans change. Powered by the latest generative AI models, users will be able to prompt a search with natural language. 

Much of the inventory is coming through a connection with ​​Spotnana, another Madrona-backed company with Singh as its executive chairman.

Gulmann said Otto will also be able to handle details like finding a hotel with specific amenities and within walking distance to a conference center. The tool is meant to learn and remember user data like a favorite airline, frequent flight routes, and preferred hotels.

The startup will add features for booking restaurants and more in the future, it says.

The focus is on the “unmanaged” sector of business travel — individuals, maybe small business employees, that don’t work with a contracted travel agency, Gulmann said.

“This, then, can become their pseudo [travel management company],” Gulmann said. “Otto should be able to be that cost-effective way that they can get more of that personalized service.”

The unmanaged market is worth an estimated $156 billion in the U.S., according to the startup.

“So the concept is, if we can capture even just 1% of that, it’s a $1.6 billion market with $120 million in annual revenue,” Gulmann said.

As other AI-powered planners have shown, the tech is imperfect at this point.

That’s why the team is spending the next several months working out the kinks, Gulmann said, with plans to launch a beta version of the platform in December. 

The startup has enough capital for two years of operations, Gulmann said.

How Otto Came to Be

Otto was born in a five-minute pitch during an internal offsite meeting for Madrona Venture Labs , the venture capital firm’s incubator program, according to a statement from Labs CEO Mike Fridgen.

Singh liked the idea and worked with the Labs team and Madrona Ventures managing director Matt McIlwain to develop the product vision, customer target, and business model. 

The Labs team included Simon Tam, founding chief technology officer of Egencia, and founding leaders for the former Farecast company.

Gulmann was also part of the development team. He became the founder and CEO when Otto was established as an independent company earlier this year. 

Madrona Venture Labs says it has helped establish more than 30 companies that have collectively raised over $270 million.

Otto was conceived to align with Singh’s long-term vision of “the perfect trip,” or as others in the industry call it, “the connected trip.” It’s the idea that all travel companies involved in a trip should have easy access to that traveler’s data, with permission, which would theoretically enable a more seamless experience for the traveler. 

Before his corporate roles, Gulmann spent about 10 years at startups. He decided to return to his roots because he’s optimistic about what the latest advancements of AI could mean for travel. 

“I had the opportunity to go into another big corporate job,” Gulmann said. “Honestly, this is something I’m just passionate about. This is the right moment.”

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Tags: artificial intelligence , business travel , direct travel , funding , madrona , online travel newsletter , startups , the prompt

Photo credit: Otto, a startup AI trip planner for business travel, has raised a seed round of $6 million. Yousef Alfuhigi / Unsplash