How to Calculate the Travel Budget

This blog brings together a community of people who love to travel and who organise and plan their trips completely independently, avoiding any form of intermediation.

We are enterprising individuals and lovers of freedom, but when organising a trip, the absence of a true professional can lead to unpleasant consequences and service failures.

For this reason, preparing an accurate and precise “travel budget” helps us understand how to calculate the travel budget to avoid nasty surprises once on the trip.

To know how to calculate the travel budget, we need to prepare a budget listing all the expenses we will have to bear to realise the trip.

The “travel budget” is the tool that allows understanding how to calculate the travel budget.

Organising a trip independently is now within everyone’s reach. But the (relative) ease should not make you commit gross errors!

Making mistakes when we are in the preparatory phase of a trip and are engaged in the study phases to understand how to calculate the travel budget can lead to irreparable consequences and irreparably ruin our holiday.

But what are the costs to consider in the travel budget?

Come calcolare il Budget di Viaggio

First, make a premise: in your trip, are the activities you will carry out or the stay more important? What is the main purpose of your trip/holiday? Only by answering this question can you establish the priority that the items in your travel budget will have.

The experiences we live during our trips are the most important thing.

I believe that in all trips, the first element to consider (and not to skimp on) are the travel experiences, and the first priority to think about will be how to plan the activities to carry out on the trip.

When we start thinking about how to calculate the travel budget, the first thing we need to do is make a list of the experiences we intend to live and which we do not want to give up.

Imagine going to New York to see the Broadway Musicals and then realising you haven’t calculated the cost of the tickets for the shows!

Once you have identified the travel experiences to live during your trip, you must start the research work. Find contacts with local agents, tour guides, organisers of excursions, events, activities and start contacting them to ask for quotes, information, and book your activities.

Only by acting in this way will you be sure not to miss any of the experiences that have motivated you to travel to your travel destination.

As your calendar of activities starts to fill up, you will also have all the costs of each activity. The sum of all represents the first item in your travel budget.

Right after the sum of the costs of all the activities you intend to carry out during your trip/holiday, you need to think about where to buy the travel tickets.

dove acquistare i biglietti di viaggio

Travel tickets are the second priority.

Saving on costs to be incurred to live unique and unrepeatable travel experiences is unthinkable. Saving on the cost of travel tickets is one of the possibilities to keep the total cost of the trip below our available budget.

Another item in your travel budget will be the overnight stays. The cost of accommodation (usually) represents the third priority. You can also save on accommodation expenses but only if the experience of being guests of a tourist facility is not among the triggering reasons for the trip:

  • if the ultimate purpose of the trip is to stay in a luxury hotel, then overnight stays fall among the “activities to be carried out” and have priority over everything.

In the “how to travel using the web” category of this blog, you will find numerous articles that advise and suggest the best strategies to find, book, and purchase your accommodations during the trip.

The last item in your budget concerns meals. Usually, these represent the fourth priority but only if the theme of the trip is not a “gastronomic tour”!

I must confess that in my trips, meals are often a priority over the other items, but my advice is to do everything possible to precisely quantify the costs of all the meals that still represent a good percentage of the entire budget.

How to Organise the “Travel Budget”

To order the information you will collect during your research, I advise you to adopt an analytical method to keep everything in order. I use a table:

PriorityActivityCost
1Boat Excursion£50.00
1Hang Gliding£100.00
2Round Trip Flight£250.00
3Hotel£200.00
4Restaurant£150.00
1Sting Concert£150.00

How to Calculate the Travel Budget
In this way, I always have a clear picture of the expenses I need to organise, and I can subtract or add resources depending on the activities to be carried out during the trip and according to the primary purpose of the trip.

Example: if the purpose of the trip is to live adventurous experiences, I can decrease the cost for Hotels and restaurants in favour of excursions. If, on the other hand, my trip is an eno-gastronomic tour, I will dedicate larger portions of my total budget to restaurants and tastings.

The sum of all the items in my “travel budget” will constitute the budget I need to use to move from theory to practice and leave for my trip.

I also recommend setting aside a part of your budget for “emergencies” and keeping it as a reserve. Unexpected events are always lurking, and it can happen to discover activities to do only after arriving on the spot. It is always wise to have a quota of the budget ready for any eventuality.

How to Calculate the Travel Budget: Final Considerations

Organising a trip completely independently and avoiding any form of intermediation will offer you the advantage of being able to manage your travel programme, personalising every aspect and with the utmost freedom to manage your budget according to your priorities.

Purchasing a trip in a Travel Agency or following the advice of a professional will limit your choices, force you to follow a program made by others but will have a fixed cost, insurance and guarantees that you can never have on your own. Moreover, you will not have any unforeseen expenses to bear.

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If you’re reading this blog, you’re an adventurous traveller, and I want to invite you to experience something unique.

We’re forming a Community of Travellers who will exclusively try out the new digital platform we’ve created for organising and planning trips and holidays completely independently and avoiding any form of intermediation.

“We believe that the free and spontaneous sharing of information is the key to making ‘travelling’ a habit achievable by everyone.”

When you return from a trip, you possess valuable information: the Hotels, Restaurants, Tour Guides, and experiences you’ve lived through!

These are pieces of information you’ll never use again but are indispensable for someone wanting to take a trip similar to yours.

If you’ve lived an unforgettable experience, you’ve brought home all the information needed to replicate it!

So, why not share it? Why not leave other travellers the information you collected on-site or during your experience? This way, others can save time (and money) and live travel experiences based on your stories.

We aim to create a database of information available to everyone. Join the project, and you too can find the information needed to plan your next trip thanks to the help of the community!

We are creating a digital platform where you can find (and exchange) all the necessary information to plan and organise trips and holidays completely independently!

All this thanks to the “principle of sharing” and the solidarity among travellers who share information gathered during their travel experiences.

If you want to participate in the final phase of the development of this new digital platform and become a Beta Tester (for free) by sending critiques, suggestions, and new ideas…

This post is also available in: Italian