Cuenca, Ecuador - One of my favorite things about my job is that I can help you plan your trip from anywhere on the globe!
Trip Planning Timeline Guide
How far in advance do I need to plan my vacation? A good rule of thumb is to start planning your trip 6-9 months in advance of your vacation. This will give you enough time to book flights, hotels, and excursions at reasonable rates. However, certain trip types require more time to plan than others.
As a travel advisor, I’ve planned every trip type from last-minute domestic getaways to massive multi-generational, multi-city international trips. (And of course the best time to start getting inspiration is during your current trip!) This expert guide will help you determine what trips you can book last-minute and which ones need more time for planning.
VIK Chile, a wine retreat about 2 hours south of Santiago, Chile
Avoid Planuary
January hits, and we all do the same thing: plan our year. We map out goals, plans, and, of course, travel. January is one of the most popular months for locking in trips; hence the term “Planuary.” While there’s nothing wrong with scheduling your travel for the year in January, it’s not always the best time of year to plan a vacation.
First, tour companies, hotels, and flights know that people book trips in January, so you’re not necessarily getting the best deal. Second, January can be too late for some trip types like spring break travel, yearly cultural or sporting events, and those once-in-a-lifetime trips during peak season. That’s why I wrote this guide to help you determine exactly when the best time to plan certain trips is.
Planning A Last-Minute Trip
I get it, life gets busy, and we don’t always follow the 6-9 months in advance recommendation. If you’ve already missed that window, don’t panic. I’ve been known to pull together an amazing last-minute trip or two. Travel advisors have personal connections to popular destinations and get insider access to availability and rates. So if you’re trying to plan a last-minute trip, reaching out to a travel advisor to get their VIP perks should be your first step. While we can help make some last-minute magic happen, it’s important to remain flexible and be open to suggestions.
Planning Timelines By Trip Type
Different types of trips require different planning timelines. There’s also weather, cultural events, and time of year to consider.
Ishara Mara, Masai Mara, Kenya
Upscale Adventure
Upscale adventure travel is quickly growing in popularity. Safari camps, ranches, glamping, jungle retreats, and mountain lodges usually offer extremely personal experiences and have limited space. It’s a good idea to book these accommodation types at least 9-12 months in advance to secure your room.
African Safari: As most people prefer to go on safari during the dry season for the best animal sightings, these trips can book up quickly. I recommend getting in touch with a travel advisor 9-12 months in advance to lock in your location and get the best possible safari experience. If you’re hoping for a safari over a holiday, your planning timeline should be closer to 18 months. See how a two-week safari includes wildlife, culture, and unforgettable moments.
Expedition Cruising: Expedition ships are small by design. Many carry fewer than 200 guests, so the best cabins and the most popular departures go fast. For destinations with a short season, like Antarctica (November through March) or the Arctic (June through August), I recommend booking 12-18 months in advance. If you have your heart set on a specific ship, a suite, or a holiday departure, aim for closer to 18-24 months. The Galápagos can be visited year-round, but holiday and summer sailings still fill up about a year out. Booking early often comes with a bonus, too: many expedition lines offer early-booking savings or perks like included air or onboard credit.
Hiking: There are a few world-renowned hikes that require reservations well in advance. Inca Trail permits are released in November of the preceding year and have limited availability. Peak dry season dates will sell out eight months in advance. You’ll also want to book a trip to Guatemala during the dry season, November through April, for the best views on the Acatenango and Fuego volcano hikes. Another popular hiking destination is Patagonia. The southernmost tip of South America only offers a small window of nice weather. For a December trip, you should book before June. Domestic hiking weekends, like down to Asheville, NC, or up to Acadia National Park in Maine, are good options for a last-minute trip.
Domestic Luxury Outdoor Retreats: There’s something about spending time in the great outdoors. A domestic luxury vacation surrounded by nature with misty mornings and starry nights is a popular trip option for long weekends. Hike, bike, horseback ride, raft, and spot wildlife at an upscale rustic retreat. You’ll want to get this trip type on the books 3-5 months in advance. A few of my favorite retreats include Triple Creek Ranch in Montana and The Lodge at Woodloch in the Pocono Mountains.
On board National Geographic Lindblad Expeditions, off the coast of Iceland
Seasonal Phenomenons
Planning a trip around a seasonal natural phenomenon means securing a very specific time when the event occurs. Depending on popularity, you may need to book up to a year in advance.
Northern Lights: Iceland, Lapland, and Greenland offer the best views of the northern lights during winter months. Winter travel tends to be slower, so you can book 5-8 months in advance.
Great Migration Safari: The largest movement of animals on the planet attracts mass crowds of tourists. You should book 8-12 months in advance if you want specific camps or dates.
Cherry Blossoms in Bloom: Peak cherry blossom blooms occur in April in Asia. People flock to Japan, South Korea, Taiwan, and China to walk through the pink petals. With a limited bloom window, reserve plane tickets and hotels 12-14 months in advance. Different destinations become the “it” place to travel, and right now, Japan is a hotspot. A luxury trip to Japan really requires planning well in advance.
Monarch Butterfly Migration: Watching hundreds of thousands of monarch butterflies take to the sky is an awesome sight to see. My partner, Natural Habitat Adventures, offers single-species safaris around the world, including a monarch butterfly safari in the Central Highlands of Mexico. Spots on single-species safaris are limited. Sign up 5-7 months in advance of the animal sighting you want.
Midnight Sun: There are a few places in the world where the sun never sets during summer. Travelers head to Svalbard, Norway, Reykjavik, Iceland, and Fairbanks, Alaska, to enjoy the long-lasting sunlight. These trips are great for outdoor enthusiasts wanting to hike, bike, and swim from early morning to late at night. You can book trips to the Arctic Circle about 3-6 months in advance.
Holidays & Celebrations
Timing your trip during a festive season or local holiday can be a fun way to immerse yourself in a city and have unique local experiences. Holidays can mean increased crowds, which require more planning time.
Christmas Markets: The Christmas markets of Central Europe are a popular trip in November and December. Drink mulled wine, wander through market stalls, and marvel at the light displays in old-school European towns. Reach out to a travel advisor 9-12 months in advance for market cruises, multi-city trips, or guided tours through Europe’s best Christmas markets. Lots of people book their Christmas market trips in December the year before when families are together, and Christmas is on their mind.
Carnival: Whether you’re headed to Mardi Gras in New Orleans or want to party at Rio Carnival in Brazil, the limited time window means booking by July.
Dia de Muertos: October in Mexico makes for a colorful, energetic trip. Watch cities come alive with decorations, altars, and lights. While you can snag last-minute reservations, flights and hotel prices will jump exponentially if you wait until September or October to book. Plan your Day of the Dead trip in May or June for best rates.
Sporting Events
Major sporting events draw fans from around the world. With limited tickets, you need to act quickly if you want to plan a vacation around a sporting event.
Olympics: It sounds crazy, but if you want to attend the Olympics, you need to make that decision about two years in advance. Hospitality packages get released about 8-12 months out, and you want your travel advisor ready to book when they are released. The more notice, the better chance of seeing the events you’re interested in.
FIFA World Cup: The World Cup is tricky. For the best rates and to secure your spot, you should book 6-8 months in advance. However, many people wait for last-minute booking deals to select the teams they want to watch. It’s a high-risk, high-reward situation that will need a travel advisor to help facilitate.
Wimbledon: Hospitality packages, including your tickets, accommodations, and transportation, are released about 9-12 months in advance. Wimbledon is a popular event in the busy city of London, so it’s never too early to reach out to a travel advisor if you would like to attend in the future.
Super Bowl: You have two options with the Super Bowl. Book your hospitality package early, usually over the summer for the February game, and secure the best accommodations. Or, wait and see which teams are making it further in the season and book a last-minute hospitality package. Both options are easier to manage with the help of an experienced travel advisor.
Spring Break Trips
Many families with children are locked into the school schedule when planning a vacation. This means fighting for hotel space during the week of spring break.
Disney: The happiest place on Earth sells out fast during spring break. Send me a message 8-10 months out for help booking hotels. Check out the best-kept secret for a stress-free trip to Walt Disney World Resort and Disneyland Resort.
Off The Beaten Path: For a warm-weather adventure over spring break, I highly recommend getting away from the crowds and exploring a lesser-known destination that has great outdoor activities. The Balkans, including Montenegro, Slovenia, and Albania, are great places to enjoy the seaside and mountains. Central American countries like Belize and El Salvador have excellent diving and surfing destinations. Peru, Colombia, and Brazil in South America are another great option for hiking, food tours, and cultural experiences. I’m planning these kinds of trips in September and October for my clients.
Caribbean: November is your chance to secure the best airfare and resort deals for a Caribbean spring break.
Jade Mountain, Saint Lucia
The Wedding Circuit
Dreaming of a destination wedding or international honeymoon? Plan these trips well in advance for big groups or peak season.
Destination Wedding: Book your venue and hotel blocks at least 18 months in advance. You’ll need time to plan all the details and coordinate with international wedding vendors. Your guests will also appreciate the extra time to book flights.
Bachelor/Bachelorettes: Domestic bachelor/bachelorette parties can be arranged 2-4 months in advance depending on what you’re looking for, while an international bachelor/bachelorette trip should be scheduled 5-6 months before the party.
Honeymoons: These are those big once-in-a-lifetime trips that need extra time to plan all the romantic little details. I typically recommend starting the planning process about a year in advance so that you’re not rushing to finish the details leading up to the wedding.
Weather Dependent
You need to be aware of the weather when booking some trips. You want to avoid hurricane season in the tropics and rainy season for outdoor adventures. Remember that the Southern Hemisphere’s seasons are opposite to those in North America, so December through February is their sunny summer. Shoulder season makes for a great time of year for people wanting to avoid overtourism. The weather is less predictable, but you’ll get fewer crowds and lower prices. Traveling to popular destinations outside peak season means you don’t have to book as far in advance.
Caribbean: There’s something so rejuvenating about sitting on a beach in the middle of winter. Many of my clients like to have a sunny Caribbean escape planned for January, February, or March. The best time to book this trip is right as summer is ending. When that crisp fall air blows in, you know it’s time to plan your winter Caribbean vacation. Here’s some inspiration for getting on island time.
Surfing: You can go as far away as New Zealand or as close as San Diego for great surfing schools. I know of an amazing secret surf spot in Nicaragua that makes for the perfect getaway. (Spoiler Alert: It’s Rancho Santana) Aim to organize these fun trips 3-4 months in advance.
Skiing: Venture to Japan, Canada, Colorado, or the Alps for world-class skiing. Most snowy escapes are best planned in June or July. However, for skiing in Europe over the festive season, planning should happen closer to 9-12 months in advance, especially for centrally located chalet rentals.
Euro Summer: Summer is the peak season for European travel. That means hotels, excursions, and flights book up fast. It’s best to plan this trip by October for the following summer. Planning a Euro Summer vacation? Here’s what my trip to Italy during peak season taught me.
Aldourie Castle, Inverness, Scotland
What Happens Leading Up To A Trip?
In the 6-9 months before a trip, I design a personalized travel framework and fine-tune every detail. I handle all the nitty-gritty tasks like booking flights, excursions, and dinner reservations. I make your vacation a seamless experience by finding you the best transportation from the airport to your hotel, connecting you with a local guide to help you navigate a new destination, and booking you into accommodations with elevated service to handle anything that you might need during your trip.
I also make sure you are 100% ready for your trip by providing you with packing recommendations, emergency contacts, local tipping guidelines, and anything else you may need. Basically, I handle everything. From your first visions of a trip until your return home, I’ll handle all the logistics so you can simply enjoy your vacation.
If you want specific timelines for a trip, schedule a consultation with me. Together we’ll uncover what matters most in a vacation to you, right down to the perfect cup of coffee, and map out the ideal timeline for planning.
