List of Considerations When Budgeting a Trip
- Curry Forest
- May 22, 2024
- 8 min read
Updated: Apr 9
This article is part of the travel budget series that starts with "Steps to Take to Plan Your Travel".
Contemporary advice often advocates seeking out hidden gems when traveling. However, what often catches even the most fastidious planners off guard are the hidden fees.
In this article, I attempt to share a comprehensive list of things to consider when budgeting for a trip.
1. Passport and visa fees:
This is not necessary for domestic travel, but becomes crucial when journeying abroad, particularly to countries where a visa is mandatory. Even if you don't need a visa, you will need a valid passport. Check the validity of your passport well in advance. Some countries require a certain number of blank pages or a minimum validity period beyond your planned departure date. Consider the need for expedited processing services if your travel dates are approaching rapidly.
2. Modes of transportation:
When planning your budget, account for transportation costs both to your destination and while you are there.
Here's a breakdown of transport costs if you're TRAVELING BY AIR, TRAIN or BUS:
Transport to the Airport, Train or Bus Station:
Driving: Consider fuel and toll expenses.
Parking: Factor in the cost of parking at the airport or station.
Alternatives: Evaluate the cost of a shuttle service or public transportation to the airport or station.
Flights, Buses and Trains Tickets:
This is your main transport expense. When you include the price of flight/train/bus tickets in your budget, factor in any additional costs for checked or overweight luggage. You may need insurance to cover transportation-related issues like flight delays or cancellations.
Airport/Station buys:
Budget for meals (including water/snacks) and shopping in the airport.
Transport from the Airport/Station to the Hotel:
Shuttle/Public Transport: Account for the cost of a shuttle or public transport to your hotel. If your hotel offers a shuttle service, check if it’s free or paid.
Rental Car: If renting a car, consider rental fees (I talk about this in detail later), parking costs at the hotel, valet charges, and ongoing expenses such as gas, tolls, and additional parking.
Local Transportation:
Budget for local travel expenses, including public transport passes or taxi fares or ride-sharing services. If you continue using a rental car, include ongoing costs like gas, tolls, and parking fees. When traveling alone, particularly at night, consider additional safety precautions and budget for them. Explore alternative transportation options such as carpooling, or bicycle rentals for short-distance travel within your destination. Look for discounts or transport passes.
Transport back home: Factor in the cost of getting back from the airport or station to your house.
Here's a breakdown of transport costs if you're TRAVELING BY CRUISE SHIP:
Transport to the Departure Port: Similar to air travel, consider costs for driving, parking, or alternative transportation to the port.
Cruise Fare: This is the main cost and will vary depending on the cruise line, itinerary, cabin type, and travel season. Many cruise lines add government taxes and port fees to the base cruise fare.
Transport on Port Stops: When your cruise ship makes port stops, there are several options for transportation on land.
Cruise Excursions: Cruise lines offer a wide variety of excursions, catering to different interests and activity levels. The fee may or may not be included in your package.
Local Transportation: Budget for taxis or ride-sharing services (group up with travelers to save money), public transportation.
Transportation from the Port: Factor in the cost of getting back from the port to your home city, similar to airport transportation options.
Here's a breakdown of transport costs if you're TRAVELING BY CAR:
Calculating transport for road trips is tricky and merits a separate article. Here, I share some pointers.
Rental Car: This can be a significant expense, depending on the size and type of car you choose, the length of your trip, and whether you need additional features like GPS or child safety seats. Budget for all the expenses related to car rental. Eg: insurance, fees etc.
Fuel: You can use a gas price calculator to estimate how much you’ll spend on gas based on your route and fuel efficiency of your car.
Tolls: Be sure to research the route you’re taking and factor in any toll costs.
Parking: Parking fees can vary depending on the city or town you’re visiting. If you’re staying in a hotel, be sure to ask about their parking policies and rates.
Food: Budget for en-route food different from food at your destination. Snacks and gas station meals can add up quickly. Even if you prepare your meals ahead of time, include the grocery budget.
Accommodation: There are many different types of accommodation to choose from on a road trip, from hotels and motels to campgrounds and vacation rentals. You will need to make a detailed list of all the overnight stops, and also account for unexpected delays due to inclement weather, traffic and other situations, and budget for extra motels (depending on the length of your trip). Keep in mind, it's always better to be under-budget, than surprised with a big bill.
Entertainment: Same as with food, budget for en-route entertainment separate from planned explorations. This is especially important if you're traveling with young kids.
Emergencies: Invest in an car emergency kit that includes first-aid, basic repair kit, and things like blankets and ponchos. This is important even if you have road-assistance.
3. Accommodation:
Hotels: Include the budget for all your various accommodations. You may have one, of a combination of hotels, motels, hostels, vacation rentals, and camping fees.
Fees: Include all additional services like Parking, valet, Wi-Fi, room service, cleaning fees and resort fees.
4. Various Insurances:
Ensure you have comprehensive travel insurance that covers health emergencies, trip cancellations, and lost or stolen belongings, and rental car insurance. Review the fine print of your travel insurance policy to understand coverage limits, exclusions, and any pre-existing condition clauses. Consider purchasing additional coverage for specific activities such as adventure sports, extreme activities, or high-risk destinations.
5. Food:
Dining Out: Meals at restaurants, cafes, and street vendors.
Groceries: If you plan to cook or prepare your own meals.
Food delivery: Delivery from restaurants, or hotel room service.
Snacks and Beverages: Any drinks, coffee, snacks, and water bottles you buy throughout your vacation. (If you're not careful, this could quickly add up).
Appliances: If you're on a road trip, you may purchase a cooler, cooker, stove.
6. Baggage storage fees:
You may drop off your luggage at a storage facility, such as Airport Left Luggage, Train Station Lockers, Hotel Luggage Storage, Luggage Lockers at Tourist Attractions, Luggage Storage Apps/Services.
7. Recreation:
Entrance fees to attractions. Entry fees for museums, parks, and other tourist attractions. (Sometimes getting a membership might be cheaper than individual tickets especially for large groups. Eg: National Park Service membership).
Event tickets. Tickets for concerts, shows, and festivals.
Recreational Activities. Look for bundled attraction passes or city cards that offer discounted admission to multiple activities.
Hotel Services. Wellness facilities, and other exceptional services.
Translators and Guides: Costs for guides for tours, excursions or adventure activities. If you're in a foreign country, you may also need a translator.
Recreation Rentals: Rentals of travel gear, beach umbrellas, bikes.
Luxuries: It's very important to have a budget line for luxuries such as fine dining, shopping, special events. It can be the most expensive line item, so spend some time thinking over all associated costs.
8. Currency fees:
Prepare for foreign transaction fees, ATM withdrawal fees, Dynamic currency conversion (DCC) service, international banking fees. It is important to call your credit card company or bank and inform them of your travel plans, and ask them questions about fees, and ATM network affiliations. Carry some local currency to avoid excessive exchange rates at the airport.
9. Connectivity:
Phone and Internet: Check your mobile carrier’s international plans or consider getting a local SIM card for internet access. Costs for SIM cards, data plans, and international calling.
Maps and Apps: Download offline maps and travel apps that can assist with navigation, translation, and local information. Some of these apps cost money.
Portable Chargers and Backup devices: Invest in a reliable portable charger for your electronic devices. Consider bringing a backup phone or tablet in case your primary device fails. You can also rent portable Wi-Fi devices.
10. Gratuities:
It is very important to research tipping customs of your destination to both budget appropriately and avoid any social faux pas.
In your hotel, you will need to tip valet staff, bellhops, housekeeping, room steward and server, individual services and other staff members. Some places (eg: cruise lines) automatically add a daily service charge to your onboard account.
In restaurants, tipping customs and expected tip percentages vary by country.
When using taxis, a small tip (10%) is customary for taxi rides.
11. Packing:
Essential Items: Clothes, accessories, toileteries, travel adapters, chargers.
Destination-specific clothing that is suitable for the climate and cultural norms of your destination.
Travel gear. This can be a large or small amount depending on the type of vacation. Keep in mind, if it's heavy, it can even affect your baggage fees. Compare if renting gear at the location is cheaper and more convenient.
Comforts. Budget for mobility aids, and comfort items such as neck pillows and compression socks.
Safety. Invest in personal safety devices like a portable door lock, especially when staying in shared accommodations.
Miscellaneous purchases made during the packing stage.
Vaccinations, medications, and travel safety gear.
12. Unexpected Expenses and Backup Plans.
Budget for delays, accidents, emergencies, medications, unforeseen detours, unpredictable weather, lost or stolen items, and local scams. Allocate extra funds for potential booking errors or last-minute upgrades.
13. Hidden expenses.
Ideally, hidden fees should be less than 5% of your overall budget. If it’s starts to go over, you need to make sure that you are not falling prey to the fine print. In extreme cases, hidden fees could even bust the entire budget. Keep a look out for all sorts of sneaky charges.
In your modes of transport, check for fees related to checked baggage, seat selection, in-flight meals.
In your hotel, check for resort fees and facility fees, in-room charges, cleaning fees.
Read the fine-print in your insurance policies, and look out for exclusions for pre-existing conditions or specific activities.
When you rent a car, watch out for location fees, young driver fees, optional insurance coverage, mileage and fuel charges.
If you’re traveling outside the country, look up international transaction fees, ATM Withdrawal Fees.
Some destinations charge environmental or eco-tourism fees.
14. Stroller and Wheelchair Expenses:
If your child needs a stroller or you or your family member needs wheelchair-accessible vehicles, include those costs at every step. Airlines may charge extra fees for wheelchairs or mobility scooters.
Wheelchair-accessible vans might be required for ground transportation.
Hotels or rentals may have limited numbers of accessible rooms, which could cost more. Some tours or activities may not be accessible for wheelchairs or strollers. There might be additional costs for accessible alternatives, or the activity may not be available at all.
Consider investing in travel insurance with comprehensive coverage for medical expenses and assistance services tailored to travelers with special needs.
15. Pets:
Pet Expenses: If traveling with a pet, include costs for pet-friendly accommodations, pet transport fees, and any additional pet care needs (including a pet carrier, microchip and ID tag).
Pet transportation fees are usually lower for buses and trains, than flights, and significantly higher fo cargo. If you’re traveling by car, you'll need to factor in overnight stays at pet-friendly hotels or campgrounds.
You'll need to pack enough food and supplies for your pet for the duration of your trip. This includes food, treats, water bowls, leashes, poop bags, and any medications your pet takes.
You will also need a health certificate for your pet from your veterinarian within 30 days of travel. Some destinations may also require your pet to have certain vaccinations or treatments.
Whether you are traveling with your pet or not, if you're going to be gone for a long time, your pet may need a pet sitter or boarding at a kennel.
It's always a good idea to budget for some unexpected costs, such as vet bills if your pet gets sick while traveling.
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