Taking a family beach vacation is fun and an opportunity to spend quality time together. However, it requires proper planning to ensure everything goes well. From choosing the right destination, putting money together, booking flights and accommodation, getting your travel documents in order to packing and organizing logistics for the actual travel day, you need to stay on top of things.
This article provides a timeline for important steps to take when planning a beach family vacation, starting one year prior to the first day of the family getaway.
Planning Family Vacation Timeline
1 Year Prior
Save
If you anticipate that you will be going for a vacation in the coming months, start to save up as early as possible. Although you may need more clarity about your exact destination, having some money set aside for the vacation ensures that whichever destination you choose, you are well prepared for it financially. You can choose a destination according to the money you have saved.
Alternatively, if you are clear about your destination, do thorough research to establish how much the vacation will cost. Then, create a savings plan to raise the money required.
There are different strategies for saving up for beach vacation for your family, including:
- Opening a dedicated vacation bank account. You can place a standing order for a given amount from your monthly income to go to the savings account.
- Getting an extra source of income towards your savings goal. If your life as-is already takes up most of your income, consider getting a second job or creating a new source of income towards the vacation budget.
- Alternatively, find ways to save more on your existing income. For instance, you can minimize dining out and that direct your money towards a saving account.
6 to 12 Months Prior
In the first 6 to 12 months, you want to lay the groundwork for your family beach vacation. Here is a look at the key things to do during the initial planning period.
Decide Who Will Be Going on Vacation
Start by determining which family members will be going, their ages, and whether they require special arrangements for family travel. For instance, if you have an infant, you may need to bring along a stroller and baby carrier, and you may be limited to specific activities.
Likewise, if your travel plans include a family member with special needs, you will need travel and accommodation options that cater to their needs. If you’re inviting extended family, make sure everyone is on the same page about your travel plans.
Determine Your Destination and Preferred Activities
Brainstorm about the locations you would like to travel to and the type of activities to engage in. For instance, do you prefer a seafront beach vacation, or would a river or lake beach do? Also, are you keen on a family trip in or outside your state?
There are a wide range of activities you can engage in during a beach vacation, including swimming, surfing, beachcombing, etc. Some beaches have additional amenities such as amusement parks, boardwalks, water parks. Others are located near mountains and hills that not only offer a scenic view, but also biking and hiking trails or camping sites.
Also, some beach locations are near tourist attraction sites such as reserves, museums, and art galleries. Come up with a list of the must-do activities, nice-to-do, and optional activities.
Therefore, decide whether you would prefer a chill vacation with most time spent on the beachfront, or one that includes exploring beyond the beach and shoreline. Choose your destination accordingly.
Determine Your Budget
Your budget will determine the most suitable location and activities for your beach vacation. Start by determining your maximum budget depending on how much you can put aside for the vacation from your income.
Then plan for your major and minor expenses. Simple online research or using travel planning sites will help you to determine how much to allocate for various expenses. Major expenses to think about include accommodation and transport. Will you drive to the destination or take flights? Do you plan to rent a car to take you around your destination? Which accommodation options do you prefer?
Accommodation options include hotels, resorts, furnished apartments or condos, Airbnb, VBRO, and camping. Hotels are more expensive than vacation rentals you will find on VRBO. Once you have identified your preferable accommodation, check out prices in your location.
Remember the little things like meals, gear, administrative costs such as passports and visas, pet sitting, etc. They can seem minor but they add up quickly, blowing up your budget if not well accounted for. It is always better to be over budget than under budget. Also, set aside some money for miscellaneous expenses that might crop up during the vacation.
There are some free, online budget planner tools to help you to visualize your budget and come up with an accurate budget.
While planning your budget, look out for opportunities to save money. Check various travel sites for discounts. Also, compare if there are savings if you book your flights and accommodation earlier on. If that’s the case, you want to have some savings at hand to pay for accommodation and flights within the period in which the discounts apply.
Set Your Travel Dates
Summer is the most popular time for family vacations, especially to the beach. At this time of the year, schools are closed, and the weather is generally favorable for beach activities. However, keep in mind that your family beach vacation will most likely be more expensive during summer than during other seasons. The top family beach destinations are also likely to be crowded as summer is a peak tourist season.
That said, you can plan your beach family vacation at other times of the year, including winter in tropical and temperate locations such as Florida, Miami, and California. If you plan family travel within the school schedule, be sure to give your children’s teachers ample notice about being away from school.
Put Together an Itinerary
Once you have a clear vision of what your trip will entail, including who is going, your destination, activities, and travel dates, organize the entire vacation plan into an itinerary. Come up with a schedule for your trip and the activities to do. The more activities you want to do, the more detailed your itinerary should be. It should break down how much time you will spend on each activity and take into account transition times.
If it is your first time at your preferred location, take some time to study the Google maps to have an overview of the area. Also, read other travelers reviews on their experience in the given destination, regarding accessibility of facilities such as restaurants, accommodation, and transport, safety, and price of various items to better plan your budget and itinerary.
Get Your Travel Documents In Order
It is not too early to get your family’s travel documentation in order. You do not want a scenario where you realize that your passport, vehicle documents, or insurance certificates are not valid a few days before your trip.
Adults who are 18 years and older are required to show some form of valid identification at the airport checkpoints. The valid documentation can be your passport, ID, Veteran Health Identification card, permanent resident card, U.S. Department of Defense ID, including IDs issued to dependents, etc.
Check if the identification document you will be using is expired or near expiry and replace as soon as possible. You should have at least six months remaining on your passport at your departure date. You must arrive at the airport with proper identification to be allowed to check in. The TSA does not require identification documents for children below the age of 18 years traveling within the United States.
Apply for Travel Insurance
Another thing to get in order for your family vacations, whether you’re heading to the beach, a national park, or a Walt Disney World resort, is travel insurance. A lot of travelers overlook travel insurance, especially when traveling within the U.S. Yet, it is valuable in ensuring your entire family has a smooth experience throughout the vacation.
Travel insurance policies’ scope of coverage varies from one plan and insurance provider to another. You should go for one that offers trip cancellation coverage, trip delay coverage, trip interruption coverage, baggage loss, medical expenses, and emergency evacuation benefits.
Do your research to find a reputable travel insurance provider that meets your coverage needs and budget. There are premium and budget options. Premium plans offer comprehensive coverage and some allow you to cancel for any reason with a full reimbursement of your trip costs.
On the other hand, budget policies cover the basics such as medical expenses and emergency evacuation. Generally, travel insurance covers costs between 4 to 10% of your total trip cost.
The right time to buy your travel insurance depends on when you make your initial travel payments. Some providers allow you to purchase a comprehensive plan that covers cancellation after you have made your first payment. Others require you to have paid for all your upfront travel costs.
Some plans are time sensitive and require you to purchase your cover as soon as you make the initial travel payments. For example, most plans that cover pre-existing conditions, require that you buy the insurance within 10 to 21 days of making your initial trip payment. Also, others stipulate a wait period between when you pay for the cover and when it is needed.
1 to 3 Months Prior
Make Payments
If you haven’t already, make payments or deposits for your airline ticket, accommodation, rental cars, and any activities that can be paid for beforehand. Also, get your travel documents and insurance ready. Continue to read previous travelers’ reviews about your destination to set your expectations and be as prepared as possible for the trip.
1 to 4 Weeks Prior
Pack for the Trip
One of the most cumbersome aspects of getting ready for a family vacation is packing for the trip. However, if you plan well and start packing early on, it does not have to be challenging. The earlier you start packing the better as you will have ample time to think through the items you will need.
Start by creating a comprehensive packing list for the vacation. If you are packing for your kids, have a packing list for each child and a separate one for yourself to prevent things from getting mixed up or forgetting some items.
Choose the right bag for your travel. You can have one bigger bag that fits most of your items and the kids’ items. It makes your luggage more manageable as it reduces the number of bags you have to worry about during your trip.
You can then have a carry on for the essentials you need during the trip. Also, pack a swimsuit bag or a beach backpack for daily use to carry your swimsuits, sunscreen, hats, and sunglasses, when vacationing on the beach.
Ensure to pack the following essentials for everyone: clothes, beach footwear, toiletries, and travel documents. Remember also to pack beach towels, hats, flip flops, blankets or spread, extra clothes, swimsuits, and a high SPF sunscreen.
Put items that you will require during travel within easy reach. For example, pack travel documents, chargers, phones, reservation documents, and local currency in the carry-on bag. If you have a baby, put their essentials such as extra clothes, a blanket, wipes, pacifier, and bottle in your carry on.
While packing, keep in mind luggage restrictions, especially if you are traveling by air. Review the TSA guidelines for allowed and prohibited items. Also, check your airline luggage policy and luggage size limits.
Psychologically Prepare Family Members for the Trip
This is particularly important if you are traveling with younger kids but is also helpful for older kids. Talk to them about what to expect during the trip. Discuss the itinerary and ways to make the trip easy and fun.
For example, how to effortlessly maneuver the airport and the importance of staying close to each other. Discuss what is expected of them at the airport e.g. putting their devices on airplane mode once onboard the aircraft. Answer any questions they might have. In the days leading up to the trip, look out for signs of anxiety and stress and address their concerns. Endeavor to stay calm as they may pick up on your anxiety and stress.
Get Your Finances in Order
If your money for daily expenses on the trip is in a savings account, withdraw it into a current account that is easily accessible. Keep in mind some banks have a one to five business days waiting period for withdrawals on savings accounts. So, withdraw at least a week earlier to allow for the waiting period.
Also, load up some of the money in a prepaid card that is not tied to your bank account. A prepaid card offers you convenience in paying for goods and services. However, in case you lose it or it is stolen, you do not have to worry about a breach on your bank account. If you will be using your credit card, call your supplier to notify them that you will be traveling so that it does not raise an alert on their side. Also, have some cash at hand for quick transactions.
Another useful money management tip when traveling is to separate your money. This way, in case you lose your credit card, you will still have cash at hand to use and vice versa. So, tuck some money in your front pocket, back pocket, carry-on bag, inside your shirt, etc.
Ensure the pockets are deep to prevent the money from falling off unnoticed. Preferably, wear clothes with zippers and keep your zips closed to make it harder for pickpockets and minimize the risk of losing your cards.
Day 1 of the Beach Family Vacation
Finalize packing and get to the airport on time. If you are driving to your destination, ensure to start your trip on time. Factor in stopovers to prevent delays in your arrival. Once you get to your location, check in to your accommodation and settle in. If there is still time in the day, you can explore your location to familiarize yourself with it or get food and relax for the rest of the day.
Vacation Planning Checklist
In summary, here is a vacation planning checklist:
- Start saving for the trip
- Decide who will be going on vacation
- Determine your destination and preferred activities
- Determine your budget
- Set your travel dates
- Put together an itinerary
- Get your travel documents in order
- Apply for travel insurance
- Make payments
- Psychologically prepare family members for the trip
Conclusion
Don’t wait until the last minute to get things in order, start planning as early as possible. For instance, start saving at least six months in advance to ensure you have all the amount needed to meet your major, minor, and miscellaneous expenses.
Choose your travel destination carefully. Anticipate the needs of each family member when choosing accommodation, making travel plans, and deciding the activities to take part in. Also, take time to pack to ensure you bring along your essentials.
Do thorough research on your destination to anticipate what to expect so you can prepare for it fully. With proper planning, you will have an enjoyable family trip to the beach.