Planning a Family Vacation Budget (Part Two)

Key Takeaways

Part Two: Getting Specific

We’ve tackled looking at the big picture when it comes to travel budgeting in Part One: Key Considerations. Now it’s time to start getting an idea of the actual amount of your next family vacation budget.

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The Big Ticket Items

Transportation and accommodations usually take up the biggest portion of your travel budget. Therefore, it’s important to get those numbers figured out early.

Flights – You can use Google Flights or similar flight tracking sites to get an idea of how much flights to your destination might cost.

Google Flights tools to use:

Date Grid: This tool will display all of the price and date combinations that include your date range, as well as three days before and three days after your range.
Price Graph: Use this to help you figure out which times of year have less expensive flights. Just make sure to consider the weather at your destination when choosing dates.
Above/Below/Average Indicator: This bar, usually at the bottom of a flight search, can indicate if the current price is about average, less than normal, or higher than typical. There is also a drop-down option that will show you the price history as well.
Price Tracker: You can also track specific flights or date ranges to get updates on price changes. Start tracking flights 6-9 months out if you can, and get a feel for how the price fluctuates. This allows you to grab tickets when they have a significant decrease, or at least helps you secure flights at a reasonable price.

Accommodations – Find out what types of accommodations are available. If you have a family larger than four, seek out hotels with suites or vacation rentals with multiple rooms. Having to pay for two full hotel rooms at a budget hotel can sometimes be more expensive than a modest room at an all-suites hotel marketed to families. Use search engine sites to narrow down some locations and/or hotel names that have potential, and then compare them for value. Watch out for cleaning fees, resort fees, and taxes that may not be calculated until check out.

Once you have an idea of the cost of flights and accommodations, get an idea for other big-ticket items like transportation (car rentals, Uber/Lyft, public transit) and admission fees. Add up the cost so far. This is going to be the largest chunk of your budget, but there are still a few more things to consider to make sure you don’t come home having spent much more than you expected.

Make a List

List everything that may cost you money on a given trip. Oftentimes we consider the pricier items like transportation, accommodations, and entrance fees or tours. But feeding your family, getting gas, and purchasing souvenirs add up and can surprise you when you get home. Each family is different in their priorities.

Consider some of the following extra costs and what fits your family’s travel values:

Treats and Snacks: Will you grab some at the grocery store, or try out local offerings?
Souvenirs: Does each person get a certain dollar amount? Do you look for a certain type of item each time you travel to add to a collection?
Meals: How much will you eat out? Which types of restaurants will you attend? Are there grocery stores nearby that you might shop at?
Parking and Tolls: Will you be driving to large cities? If so, don’t forget that parking usually costs and there may be fees you were unaware of like tolls.
Miscellaneous: Always plan for a miscellaneous expense account. This could cover running to the store for items you forgot to bring with you or having room in your budget for a last-minute splurge.

Give yourself a budget that you are comfortable with and can afford. If your initial tally doesn’t work for your finances, don’t give up. Once you write it all out, there are ways to tweak your plan that may make the trip within reach.

Write It All Out

I am a visual person and need to see it all laid out. It doesn’t matter how you write out and organize your budget, just that you do. Create a simple Excel spreadsheet, use a travel itinerary app like Wanderlog, or grab a scratch piece of paper. Write down your categories and write down the budget for each. You can do an estimated budget before actually looking up prices to help you narrow down accommodation types (2 star vs 4 star) and choose between budget or mainstream airlines.

The more specific and detailed, the easier it is to find places to cut costs. The cost of renting a car versus taking public transportation will have a big impact on your decision of which mode of transportation to use on your trip. Even if your budget is high and the wiggle-room plentiful, having an idea of cost helps you keep perspective and be financially responsible.

Find the Free

There are always fun and free things for families to do. Before setting your budget, see what there is to do that is free or inexpensive. You then have a resource to refer to if you need to skip a pricier activity and do something free instead:

Playgrounds: Do a web search for the area’s best playgrounds. We found this one in Jackson, Wyoming where you could do bouldering for free. Even some of the less exciting playgrounds we’ve stopped at have given the kids a chance to get some energy out and provide a change of scenery.

Museums: Sometimes museums can be expensive! If you currently have a museum pass in your home area, check for a reciprocity agreement. These agreements can often save you some big bucks. Do a web search for free museums as well.

Visitor Centers: I can’t think of a visitor center that costs money. Sure you have to steer clear of the inevitable gift shop, but usually you can have a nice museum-like experience without the intense price charges. Visitor centers are also great for families with members who have short attention spans. They are usually small and don’t require a lot of time, but allow interested family members a chance to learn a little about the area you are visiting.

Bonus: Visitor centers usually have maps, pamphlets, and flyers all about local attractions. Some include coupons you can use. Also, my kids always love to collect a few, look at the pictures, and read the information while driving.

Downtown Pedestrian Streets: Cities and towns, big and small, often have lovely pedestrian areas or walking paths to enjoy. One of our favorite happy surprises was walking along the river in Golden, Colorado. We had chosen to skip a group activity to a Rockies game because our children were not quite old enough to sit through, and the cost would not be worth it. It was a great game and a lot of fun for those who went, but it wasn’t the right fit for us at the time. Walking by the river and watching kayakers and river floaters was the perfect laid-back activity for our little family. I also love the downtown walking area in Rapid City, South Dakota.

Hikes: I often do a quick internet search or use AllTrails to find some family-friendly hikes nearby. Just make sure you’re not hiking in a recreation area with a fee, or be prepared to pay. It’s usually a relatively inexpensive fee, but it’s never fun to be surprised.

Whether you Like It Or Not

While it may not be the most enjoyable part of the trip-planning process, budgeting is crucial to truly enjoying your vacation while you are on it, and not feeling the pain of overspending when you get home. If you want more ideas on how to save up for travel, check out my post: Saving for Travel.

When planning travel, how do you keep your budget in check? How has creating a family vacation budget for trips changed the way you travel?