How to Plan a Trip Like a Travel Blogger the Easy Way (Step by Step) | Plan a Vacation Like a Pro Guide

So, you want to plan a trip? Not just any trip, but a seamless, photo-worthy, stress-free escape that feels equal parts luxurious and exhilarating.

I’ve got you.

I’ve been a travel blogger for almost 15 years, visited 55 countries, and planned countless journeys – from weekends in the Cotswolds and city breaks in New York to dreamy roadtrips across the South of France and bucket-list trips to Australia and Peru.

Within my social circle my trip planning skills are pretty famous.

My friends know that I’m a planner, so whenever there’s a trip in the works, they let me go wild and plan everything because they know I’ll do a good job of it.

This post is the culmination of every lesson I’ve picked up from luxury escapes, spontaneous weekends away, and that time I nearly missed a flight to New York because I didn’t have proof of an ESTA on me.

So, ready to learn how to plan a trip like a travel blogger? Let’s go!

Planning the perfect vacation or trip can be overwhelming, especially when you’re juggling real life, work schedules, and budget realities.

But I promise, it doesn’t have to be.

Here’s my step-by-step guide to planning a trip like a total pro – one that feels luxurious, smooth, and full of joy from the moment you open your laptop to the second you return home, slightly sun-kissed and dreaming of your next escape.

Step 1: Inspiration & Travel Daydreaming

Before we dive into logistics, let’s talk fantasy.

No seriously, this is the part where you get to dream.

I always start my trip planning with inspiration. Usually it’s a photo that stops me mid-scroll, a destination I saw on Instagram, or a blog post that had me mentally packing a suitcase.

Here’s how I organise the dream phase:

• Pinterest boards for destinations and aesthetics
• Google Maps with pinned spots (hotels, beaches, cafés, galleries)
• Saved Instagram folders by country or theme

And don’t underestimate the power of a single photo.

In 2017 I saw one shot of Samoa’s To Sua Ocean Trench (pictured below) on my housemate’s Instagram, and planned an entire South Pacific Island Hop around it.

Step 2: Narrow it Down (Without Overthinking)

Inspiration is amazing, but at some point you need to focus.

Narrow down your options to a shortlist of 2–3 realistic destinations based on the time you have, season, and energy levels.

You also need to figure out the vibe you want from your trip (city break? Beach vacay? Roadtrip? Adventure?)

Here’s how I choose where to go:

• How long do I have? Long weekend or two weeks?
• When am I going? Do I want sun, snow, city, or countryside?
• Is it easy to get to? (Direct flights matter more than we think.)
• What’s the vibe? Relaxing, adventurous, luxury?

For example, if it’s a week in January and I want to relax in the sun, I might choose to visit St Lucia or Antigua for guaranteed warmth and elegant hotels.

A short weekend break in winter might be somewhere like Bergen in Norway, or Helsinki in Finland.

In spring, a girls weekend in Paris for great food and a relaxed city vibe, or even a solo long weekend at Walt Disney World for exhilirating rides and all the magic.

And for a summer escape with jaw-dropping scenery? The Rocky Mountains absolutely captured my heart.

But, you can also never go wrong with one of my favourite Euro Summer destinations.

Step 3: Choose Your Destination & Dates

It’s time to commit.

You’ve got your shortlist, now pick one spot and get specific.

Not just “France” but “3 nights in Paris and 6 nights roadtripping the French Riviera.”

Not just “USA” but “Chicago for 2 nights before roadtripping down Route 66 to Nashville, Memphis, Mississippi, and New Orleans.”

Once that’s done, choose your dates. If you can, give yourself a little wiggle room to book cheaper flights or hotels.

And think about the best time of year to visit:

• Australia: their summer is our winter (Dec–Feb = beach weather)
• Norway: visit in summer for daylight-filled hikes, winter for snow
• France: May, June, September = perfection
• New York: Both Summer in NYC and Christmas in NYC are pure magic and vibes

Don’t forget to factor in:

• National holidays (yours and theirs)
• Events and festivals (great for culture, but prices spike)
• Work or life commitments back home

Step 4: Decide Who You’re Travelling With

Now the fun (and sometimes tricky) part: who’s coming with you?

Solo travel can be incredible. I’ve wandered museums in complete silence, eaten solo lunches with a book in hand, and booked spa days just for myself.

I’ve even been to Walt Disney World by myself, not once but twice.

It’s freeing.

But I also adore a good travel companion, especially if they’re low-drama and high on curiosity.

And I love a good group trip with a small (4-5) group of friends.

Aftab from Fresh & Fearless is one of my fave travel buddies. We met through blogging in 2014 and have since been on multiple trips together, from weekend breaks to a huge 2.5 week trip to Singapore and Australia this year.

We love the same things, enjoy the same food, and we’re always on the same page with budget and our love of luxury hotels over bargain motels. And this is so important!

So, before inviting someone:

• Talk budget (awkward, but necessary)
• Discuss interests and energy levels
• Ask about preferred pace (are they a 3-museums-before-breakfast person, or a flop and drop person?)
• Talk through accommodation expectations (Luxury? Boutique? Airbnb?)
• If you’re with a group, is it a party vacay or more of a relaxing vibe?

You should also think about travelling with friends who are comfortable doing their own thing if you want any solo time.

Some of my best trips have also involved travelling with people who were comfortable doing their own thing for a few hours.

One of my other travel besties, Clare, is very similar to me and we love having our own space. So we always factor an afternoon or a morning where we can each do our own thing.

We’ve done two big trips together: travelling through Cambodia and visiting Phnom Penh and Angkor Wat, and our big Chicago to New Orleans roadtrip.

Another friend, Pia, I’ve visited Miami and Peru with.

For our one-week in Peru we had the perfect balance of having a few days solo doing different things (she did Machu Picchu, while I did Peru’s Sacred Valley), before meeting up and spending a few days together in Cusco and Lima.

Step 5: Budget Like a Queen

I know, I know – budgeting isn’t sexy.

But it’s essential.

The trick? Prioritise your non-negotiables and plan the rest around them.

For example, I’d rather fly economy and stay in a gorgeous hotel than splash out on business class and end up in a dingy Airbnb or 3-star hotel.

However, you’ll all know if you’ve been here a while that I’m a big fan of collecting airline miles and hotel points, then splurging them on a first class flight around the world, or a fancy Emirates business class experience.

Break it down into categories:

• Flights
• Accommodation
• Dining & drinks
• Transport
• Tours & experiences
• Shopping & extras

Use a spreadsheet or app to keep track. I just use Google Sheets as it’s free and easy to use on your phone as well as a laptop.

And always build in a buffer – unexpected expenses always pop up.

Destination matters too:

• France: hotels are pricey, but great food and wine are often affordable
• New York: expensive, but tons of free things to do if you plan
• Abu Dhabi: high-end, but good value for quality
• Australia: pricey flights, but you can balance with beautiful nature and local eats

Think about where you want to splurge and go from there.

Step 6: Book Flights Like a Strategist

Flights are one of the biggest expenses – and biggest headaches – in any trip plan.

I always start by searching Google Flights and Skyscanner, and then book directly with the airline. Always book direct with the airline

It’s usually safer if you need to make changes or chase customer service (which, let’s face it, happens), especially if there are flight cancellations

Here’s my golden rule: flexibility equals savings.

Flying mid-week, off-season, or into alternative airports can save you hundreds. I once flew into Amsterdam instead of Dusseldorf and then took a train from The Netherlands into Germany, saving me hundreds. Bonus: I got one day to explore Amsterdam as well!

Tips to fly smart:

• Use incognito browsing and a VPN when searching
• Check low-cost airlines, but always read the fine print
• Consider stopovers – I once built in a 1 night layover in Bahrain, and I often book stopovers in Singapore when I’m travelling to Australia
• Set price alerts for your route on Google Flights

If you have air miles or travel credit cards, this is the time to cash them in.

I’ve booked so many flights using points alone, and I often stay in hotels for free using my Marriott points (like last year when I spent 2 nights at the St Regis New York at Christmas – this stay would have cost me $5000 if I hadn’t used my points).

Step 7: Find the Perfect Place to Stay

Let’s be honest, where you stay can make or break your trip.

I love finding hotels or apartments that reflect the style and culture of the destination – think a charming riad in Morocco like La Sultana Marrakech, old-school elegance in Paris like when I stayed at Shangri-La Paris, or even iconic hotels like the Beverly Hills Hotel in LA.

When searching for hotels and accommodation:

• Use filters: free cancellation, 8.5+ rating, WiFi, good location
• Check Google Maps to see what’s nearby (restaurants, transit, sights)
• Read recent reviews for red flags (noise, hygiene, broken AC)
• Book flexible rates and free cancellation rates if your plans might shift

You can even split the trip into two or three parts to try a different experience.

While I was in Abu Dhabi, I stayed at Telal Desort Resort in the small UAE town of Al Ain. It was the perfect contrast after staying in the busy city for a few days.

Similarly, in Bali, I stayed at the Arma Museum Hotel & Resort in Ubud for a couple of days when solo, then joined the girls at a villa in Uluwatu for a few days of girl time.

The contrasts worked beautifully and allowed me to see different sides of a destination!

Step 8: Think About Transport Before You Land

Now, you need to figure out how are you getting around once you arrive?

This varies hugely by destination.

Cities like Paris and New York are walkable and have great public transport. Abu Dhabi is more spread out and impossible to walk due to the lack of sidewalks and the heat, so we used taxis and the occasional Uber.

Outside of the cities in the US, I’ve always rented a car (like when I roadtripped from Washington DC to Greenville, SC) and it was the best decision ever for flexibility.

Transport checklist:

• Do you need to book trains or buses ahead? (Yes, in most of Europe)
• Is a rental car worth it? Check parking and road conditions.
• Will you be flying between cities?

Apps like Rome2Rio and even just plain old Google Maps are brilliant for figuring out routes between places.

And if you’re nervous about navigating abroad, pre-booking an airport transfer gives peace of mind, especially after long flights.

Step 9: Build an Itinerary That Feels Effortless

Now the magic happens – planning your days.

I use a Google Sheet to build out an itinerary spreadsheet.

I start quite logically, adding in my breakfast, lunch, and dinner spots and planning around that.

Next I add in my “non-negotiables”, like places or experiences I absolutely cannot miss. Then I add in other options by area.

I always group things by neighbourhood to avoid zig-zagging across a city or location.

When I was in New York, this helped me squeeze everything in without feeling rushed. Likewise when planning a huge roadtrip or multi-stop trip like Singapore and Australia, this meant I could clearly see everything we had planned, and all the things we had booked or needed to book.

Check out my travel guides to see my ready-built, perfect itineraries and guides by location!

Step 10: Book Tours and Experiences in Advance

Booking tours ahead saves time and guarantees a spot, especially for popular or limited-capacity activities.

Trust me, you don’t want to be scrambling for a last-minute desert tour or missing out on a Louvre ticket.

If you’re like me and love any experiences involving animals, you’ll also want to make sure you research in advance to find ethical tours and experiences, and book in early.

Top experiences I loved:

Use trusted platforms like GetYourGuide and Viator. And always check cancellation policies – sometimes plans change, especially if you discover a hidden gem cafe and want to linger over lunch instead.

Step 11: Prep Your Travel Documents and Essentials

With the major logistics sorted, it’s time for those little things that make a big difference.

First up: documentation.

Make sure your passport is valid for at least six months beyond your return date. Many countries won’t let you in otherwise – yes, really.

Then check visa requirements. Some are easy e-visas, others require a little more lead time.

And always make sure you have a copy of the visa on your phone! One time my USA ESTA wasn’t showing in the airline’s automatic system, and they wouldn’t let me on the plane until I’d shown them a copy of it from my emails.

Other things to handle in advance:

• Print or download all flight, hotel, and tour confirmations
• Scan your passport and store it digitally (Dropbox, Google Drive, email to yourself)
• Buy travel insurance (non-negotiable – especially for long-haul or adventure trips)
• Check your vaccination requirements (especially if you’re heading off the beaten path)
• Notify your bank and credit card companies of international travel

If you’re heading somewhere like Cuba or remote islands in the South Pacific, also check roaming coverage and offline map access – you might not have signal for stretches.

Step 12: Sort Phone, Internet, and Power

I’m far too reliant on Google Maps and Instagram to risk not having data. Thankfully, it’s easy now.

Options:

• Check your current provider – I’m with O2 and get free roaming in most destinations as part of my plan
• eSIMs – perfect for newer phones and lets you keep your home number active too
• Local SIMs – buy one at the airport or a corner shop
• Portable WiFi – good for groups or if you’re working remotely

Also, make sure you grab the right plug adaptors for your destination. Pack a power bank too – between taking 500 photos and navigating around using Maps, your battery won’t last as long as it needs to.

Step 13: Pack Like a Pro

Lol, let’s not pretend I don’t overpack. But I’ve gotten better over the years.

The key? Think in outfits and categories, not individual items.

Here’s what works for me:

• Neutral layers that mix and match
• One pair of comfy walking shoes and one dressy option, plus Birkenstocks
• A swimsuit, even if I don’t think I’ll swim (you never know)
• A chic day-to-night dress
• A large scarf or wrap (plane blanket, beach cover, temple or mosque attire… it’s multi-purpose)
• Use packing cubes to stay organised
• Bring a laundry bag

Always carry essentials (passport, toothbrush, charger, plus one change of clothes + underwear) in your hand luggage in case your checked bag goes astray.

And don’t forget those important extras:

• Reef-safe sunscreen
• Compact umbrella
• Lip balm and hand cream
• Light jacket

Also check out my post on packing handlugagge only!

Step 14: The Final 48 Hours

You’re almost there. Don’t let last-minute chaos ruin the vibe.

Checklist:

• Confirm airport transfer or transport
• Recheck flight times (they do change!)
• Charge all your devices and download media for the flight
• Prepare your travel outfit (layers are your friend)
• Double-check your wallet: passport, cards, insurance, currency, hotel address
• Put your packed suitcases close to the front door

Also, leave your home sorted. Take out the bins, do a load of washing, water the plants.

Coming home to a fresh bed and tidy space is an underrated luxury.

Step 15: Travel Day Game Plan

Travel day can set the tone for the whole trip. Don’t make it chaotic.

The day before a trip:

• Pack your hand luggage thoughtfully (tech, snacks, skincare, passport)
• Lay out your outfit (layers, comfy shoes, scarf)
• Set a backup alarm
• Double-check your airport transfer or parking reservation

The day of travelling:

• Arrive early
• Stay hydrated (flight dehydration is real)
• Bring a reusable water bottle
• Pack snacks – always
• Download playlists, movies, and books ahead of time

I usually treat myself to breakfast or a pastry at the airport, a little ritual that marks the beginning of the trip.

Step 16: Stay Safe and Savvy While Abroad

Once you’ve arrived, don’t switch off your brain entirely. A few precautions go a long way.

• Use hotel safes for passports and valuables
• Don’t flash expensive jewellery or tech in unfamiliar places
• Know the local emergency number (write it down just in case)
• Have travel insurance details saved and printed
• Keep your accommodation address written in the local language

Also, learn a few basic phrases if you’re in a non-English speaking country – especially “thank you,” “hello,” and “where is the bathroom.”

Locals appreciate the effort.

Final Thoughts

Planning a trip doesn’t have to feel like a second job. With a little preparation (and a lot of excitement), you can build a travel experience that’s smooth, stylish, and totally unforgettable!

Whether you’re sipping Champagne in France, fjord cruising in Norway, or getting lost in the streets of New York, you’ll thank yourself for taking the time to plan properly.

Now, where to next? 😉