Preparing to Travel

THE BOY SCOUT MOTTO, “Be Prepared,” applies to all facets of life. I can tell you from experience that there is nothing that helps ensure a trip’s success more than thorough preparation. And knowing that I can meet the inevitable challenges of travel head-on gives me peace of mind.

TRAVEL TIMELINE

I’m a list person, so I feel very calm and in control when I have a checklist and I can tick off items as they get done. On the next pages I have provided a good basic travel-prep timeline for you to start with. Feel free to make any adjustments you need to fit your situation.

TWO MONTHS BEFORE DEPARTURE

• If you have any outstanding or ongoing health issues, schedule a check-up with your physician and dentist.

• When planning travel to foreign destinations, check with your doctor or a travel clinic and get any recommended vaccinations.

• Review your travel documents to make sure they are in order; check that expiry dates are a minimum of six months out from your return date.

• Review visa requirements and make the necessary applications.

ONE MONTH BEFORE DEPARTURE

• If you’re travelling out of the country, advise your bank or credit card company of your travel plans.

• Make sure you have the correct luggage to meet the needs of your trip (see this page); measure your carry-on to ensure it meets the airline’s standard.

TWO WEEKS BEFORE DEPARTURE

• Review your itinerary to ensure everything is booked; print out two copies—one for yourself and another to leave with someone at home in case of an emergency.

• Start to think about your clothing needs based on your itinerary.

• Make sure you have adequate supplies of any prescribed drugs, and if not, renew or refill your prescriptions.

SEVEN DAYS BEFORE DEPARTURE

• Review your toiletries and determine what needs to be replenished so that your travel kit is fully stocked.

• Check that you have the necessary power cords for all your electronic devices, and if travelling abroad, any power adapters you might need for your destinations (see this page).

• If you will need a cellphone plan while travelling, call your provider to arrange the best option for your trip.

• Pull out the luggage and open it to air it out.

• Remove any old baggage tags and airline stickers.

• Make sure your luggage tags are intact, and check to make sure you have your name, address and cellphone number on the inside of the suitcase. Should your luggage tag get lost, this will enable the airline to track you down.

• Order foreign currency, or pick up a prepaid currency card. Pay down or pay off your credit card balance so that you have lots of spending room available.

SIX DAYS BEFORE DEPARTURE

• Gather your travel clothes, shoes and accessories to review what you intend to pack.

• Do any required laundry or dry cleaning of items to be packed for the trip.

FIVE DAYS BEFORE DEPARTURE

• Prepare a detailed list of all the items you’re planning to pack, including accessories and shoes.

• Put a hold on your newspaper delivery, if applicable.

THREE TO FOUR DAYS BEFORE DEPARTURE

• Do any last-minute errands, including any beauty treatments. This is a good time for a haircut, manicure or pedicure.

• Pack your suitcases, checking everything against your packing list.

• Check for travel advisories.

ONE TO TWO DAYS BEFORE DEPARTURE

• Check the weather forecast for your destination.

• Pack toiletries into your suitcase.

• Pack any liquids for the carry-on as per the 3-1-1 rule (see this page).

• Pack your carry-on bag with your wallet, passport, tickets, reading materials, cellphone, charger cables and any other in-flight essentials.

• Check flight details and print out boarding passes.

TRAVEL ESSENTIALS

There is nothing worse than being unprepared or caught by surprise when travelling, especially in a foreign land. Be sure to keep these items with you whenever travelling (see checklist this page).

PASSPORT

It is always a best practice to keep your passport up to date. Different countries have different rules, but as a general guideline you should make sure that you have a minimum of six months left on your passport before expiry. The six-month period should be based on your return date, not the departure date for your trip. It is also important to remember that some countries require at least two full blank pages in your passport. I put a reminder in my calendar to renew my passport when it’s no more than nine months from its expiry date so I’m not scrambling at the last minute.

VISAS

Having a passport does not guarantee you entry into every country. A passport is an official document issued by your country that proves your identity for the purposes of travel, while a visa is an official document issued by a foreign government allowing a traveller to enter and temporarily stay in that country. I have been caught a few times scrambling for a travel visa for last-minute business trips—it’s always stressful.

When it comes to obtaining travel visas before your trip, there are two options: you can go to the embassy or consulate of the country you are travelling to and apply for the visa yourself, or you can engage a company that offers visa consulting and processing services. For a fee, they will assist you with forms and any other requirements and obtain the visa on your behalf. This is a very practical and convenient service for business travellers and people who are pressed for time.

MEDICAL PREPARATIONS

Bring a full list of all your medications and medical issues, as well as proof of all relevant vaccinations, and contact information for your medical practitioners. This might all be helpful in the event of an illness abroad. If you have a pre-existing medical condition, bring a list of the medical facilities at your destination that would be appropriate for any issues that might arise.

TRAVEL INSURANCE

Often, I am asked, “Do I need travel insurance?” I think, for peace of mind, the answer is always yes. Your credit card may cover some basic expenses; however, is it enough? Good travel insurance coverage can include trip cancellation, emergency medical, reimbursement for lost luggage, rental car collision and more. To me, having emergency medical coverage is always a must. Being sick away from home is never pleasant, and medical treatment in a foreign country can be very expensive. Even a basic policy is an excellent investment, in my opinion. Be very clear before you leave, however, about what it does and does not cover, especially when it comes to pre-existing conditions.

Two important points on travel insurance:

1. Hospitals and clinics in some countries will refuse to treat foreign patients if they do not have adequate travel health insurance or money to pay the bills.

2. Travel advisories can affect your insurance coverage policy before you leave, or while travelling abroad. Read the fine print to understand exclusion clauses that may invalidate your policy if an official travel advisory is issued.

EMBASSY AND OTHER EMERGENCY INFORMATION

If you are going to a dangerous part of the world, always register with your government so that, in the event of a crisis, they know where you are. This is often referred to as the Registration Abroad Service. And, regardless of your destination, it is always a good idea to keep a note with the address and phone number of the closest embassy or consulate of your home country, in case of emergency.

You should also have a list of emergency telephone numbers in case you lose your phone or it stops working. The list should include contact details of your booked accommodations and local transportation, emergency numbers for credit and debit cards, information about your travel insurance, and names and numbers for medical doctors and family members.

MONEY

There was a time when the American Express Travelers Cheque was the currency of choice for travelling, and I remember those days like they were yesterday. Now, however, there are far more convenient and secure options.

I believe that you should never restrict yourself to just one option when it comes to money. For one thing, credit and debit cards, though very useful, are still not accepted everywhere in the world. And having the local currency is always handy for when you need to pay for meals, taxis, tips and especially the luggage trolley upon your arrival.

Method of Payment	Pros	Cons
Cash	Convenient. Best in emergencies. Always accepted.	Theft: once it’s gone, it’s gone. Where is it safe to keep it?
Debit Card	Accepted at most bank machines. You can only spend what you have in the bank. If lost, your money is reasonably safe. No interest or late fees charged. You have access to your transactions online.	Bank fees. Limited number of places where they are accepted. Possible card failure. Purchases not protected. No access to extra funds. You often need to notify bank of travel plans.
Credit Card	Accepted at most shops, banks and bank machines. If lost, your money is reasonably safe. You have access to extra funds, over and above what is in your bank account. Cash-back options. You have access to your transactions online.	Can over spend if not careful! Bank fees. Exchange rates are not always favourable. Possible card failure. You often need to notify bank of travel plans.
Prepaid Currency Card	Convenient. Access to your bank to transfer funds as needed. If lost, your money is reasonably safe. Pre-load with different currencies.	Bank fees. Exchange rates are not always favourable. Possible card failure.
Traveller’s Cheques	Safe. Will be refunded if lost or stolen. Can be purchased in different currencies.	Not as widely accepted as in the past. High fees.

BUTLER’S TIP: TRAVEL MONEY

Purchase foreign currency before your trip to get the best exchange rates.

Inform your bank or credit card issuer that you’ll be travelling so they will be aware of your transaction activity. You don’t want to have your card blocked while you’re away.

Make sure to bring with you a list of credit and debit card contact numbers in case of emergency. For traveller’s cheques, bring with you a record of the serial numbers in case they are lost or stolen.

Do not keep all your money in one place.

If you do, you could lose everything!

Always carry some cash on your person in case of card loss, malfunction or absence of bank machines. If possible, stash it separately in concealed pockets of your clothing.

DRIVER’S LICENCE

Make sure your driver’s licence is up to date prior to departure, especially if you plan on using a rental car during your trip. To drive in some countries, you may be required to have an International Driving Permit. This can also be useful as an additional piece of ID.