How to plan a trip when it’s not about the destination

Key takeaways

• Secure your flights first. Always book your flights before locking in accommodations, building in ample buffer days to account for unexpected travel delays or necessary recovery time.
• Minimize daily friction. Reduce the stress of commuting by booking your lodging as close to the primary event or venue as possible and prioritizing hotel amenities that simplify your schedule.
• Pre-plan on-the-ground logistics. Eliminate the stress of navigating an unfamiliar city on the fly by mapping your daily transit routes, securing local dining reservations and packing for contingencies well before you depart.

Your guide to planning travel for an event or obligation

From family weddings and once-in-a-lifetime concerts to business meetings and work events, planning a trip doesn’t always mean going on vacation. Sometimes the need to travel is driven by an important event or obligation, not the destination itself.

Traveling for a specific purpose requires some advance preparation for a less stressful experience, especially if you’re visiting an unfamiliar city. When the travel itself is secondary, success starts with finding the most efficient, comfortable way to get from Point A to Point B. If you already know where you need to go, here are some considerations to keep in mind as you figure out when to arrive and depart and where to stay while you’re there.

Figuring out how to get there: Flight considerations

Always book your flights before locking in your accommodations. While the need to travel sometimes comes up at the last minute, the optimum time to book a flight is about one to three months in advance for domestic travel and two to eight months in advance for international travel. As you shop for different flight options, here are a few important things to consider.

When do you need to be there?

Unless you’re taking a short commuter flight for afternoon or evening plans, you should generally strive to avoid arriving on the same day as the primary event. Flight delays and unexpected changes are an unfortunate fact of travel. Building in at least one buffer day beforehand helps ensure you’re where you need to be when you need to be there.

Whether you’re dressing in costume for a comic con, a suit for a job interview or couture for a black-tie wedding, you might need extra time to get ready. Make sure you have ample time after landing to travel to your hotel, grab a meal and get a good night’s rest so that you’ll wake up refreshed and ready to make the most of the day.

Tempted by a red-eye? While red-eye flights can be cheaper and potentially save a night of hotel expense, they introduce other complicating factors. Before booking a red-eye, consider whether the impact on your energy level after a difficult night’s sleep would be worth the savings.

Will you need recovery time?

Think about how the timing and the physical and emotional demands of the event might affect you. You may need a few extra hours to recuperate the next morning after your best friend’s bachelorette party, or maybe the big concert by your favorite band won’t have you tucked in bed until late. Most hotels require checkout between 10 a.m. and noon. (Note that eligible Citi^® cardmembers can get complimentary early check-in and late checkout upon request, pending availability by booking accommodations with The Reserve or Hotel Collection.)

If you’ll need your beauty rest the next day, consider staying at least one additional night to avoid feeling exhausted and rushed getting to the airport.

Is there value in extending your dates?

To save money, search flights with flexibility in mind. Sometimes adding an additional day before or after your anticipated dates can reduce the overall cost of the flights significantly if it means flying on off-peak travel days.

This also gives you the chance to unwind after your event or to see more of the area. Even if the location wasn’t on your bucket list, having a few extra days to explore can add value for the cost of the flights. See a world-renowned museum, visit a nearby park or monument, or grab a reservation at a celebrated restaurant to get the most from your investment.

Deciding where to stay: Hotel considerations

Once your arrival dates are confirmed and flights booked, it’s time to secure your lodging. Accommodations can disappear quickly for high-traffic dates. If you’re traveling for events where crowds are expected or if you’re traveling during peak season at your destination, try to reserve your lodging immediately after booking your flights. Here are some things to weigh as you consider your options.

Traveling for a big concert, festival or sporting event?

It’s ideal to find a hotel within walking distance from this type of venue, where large crowds and heavy traffic are likely to make traveling by car difficult. If walking to and from the venue isn’t feasible, see if you can find a hotel along a direct mode of public transportation.

Another thing to check: Many large festivals host shuttles that run to and from the main venue. Likewise, some hotels offer complimentary shuttles to and from central airports and major hubs around town.

Beyond the event, think about how you’ll spend the rest of your time. Will you want easy ways to fill your day beforehand? Are you likely to want to keep the party going afterward? It might be worth trading proximity for better activities or late-night dining options around the hotel.

In town for a family or friend obligation?

Whether you’re in town for a wedding reception, funeral, reunion or graduation party, look for hotels close to the main venue, especially if you need to dress up. It can be stressful to travel long distances while dressed up — from uncomfortable dress shoes to the constant worry of wrinkling your clothes or smudging your makeup. If the venue is far from any accommodations, consider renting a car and looking for hotels with free on-site parking to reduce your transportation expenses.

When traveling with or to see friends and family, it can be tempting to pool resources and book a larger rental rather than separate hotel rooms. While that’s certainly an option, check in with yourself first. Are you ready to be social 24/7 or would having more privacy to retreat to, if needed, make for a better trip overall?

What are the must-have amenities to improve your stay?

Whatever your priorities, seek the right mix of hotel amenities to eliminate daily stress. Here are some conveniences to keep in mind when you’re booking your lodging.

• Make breakfast a no-brainer. On-site dining, rooftop bars and lobby coffee shops can help facilitate a quick meal, a big breakfast to start your day or a celebratory drink in the evening. Plus, if you book accommodations as part of The Reserve or Hotel Collection through Citi Travel^®, daily breakfast for two is complimentary for eligible cardholders.
• Keep the sun at bay. If you know you’re in for a night that doesn’t end until the wee hours of the morning, plan ahead. Make sure you book a hotel with blackout curtains and rooms well away from busy street noise.
• Find your happy place. Keeping up a fitness routine or finding a place to get your nails done can be difficult in an unfamiliar city. A hotel gym or spa can make the difference between just getting through a trip or feeling at home where you’re staying.
• Keep little ones entertained. If you’re traveling with kids, look into hotels that feature kid-friendly amenities, like swimming pools, for some family fun that doesn’t require additional planning.
• Make remote work easier. If you’re traveling for business, look for hotels with amenities that support remote work, like a business center or in-room workstation. When booking through Citi Travel, eligible cardmembers can receive free Wi-Fi at The Reserve and Hotel Collection properties.

Plan for a less stressful experience on the ground

With your flights and hotel secured, organize the final logistical details to help ensure a seamless trip.

• Map and plan your transit. Pre-book airport transfers and map your daily transit routes to the venue well before you depart, whether traveling to the event by walking, hailing a cab or rideshare, taking public transit, or driving. Planning ahead helps eliminate the stress of navigating an unfamiliar transit system on the fly or dealing with surge pricing. Don’t forget to leave yourself extra time to negotiate lines and possible security areas.
• Secure your meals. High-profile events and conferences can overwhelm local restaurants. And dining at the venue can be expensive or difficult for those with dietary restrictions. Research dining options near the venue, and book reservations in advance so you’re never scrambling for a meal.
• Pack for contingencies. Confirm the dress code for your event and pack strategically. Bring a few extra options for that last-minute invite to drinks, a change in the weather or a stain on your favorite shirt. Include a backup outfit in your carry-on to account for lost luggage.

Make the most of your next trip

From family reunions to championships, when trip demands pop up, they don’t always happen in your dream destination. When it’s just travel and not a true vacation, you still can make the most of your next trip when you book through Citi Travel. Use an eligible Citi credit card to make your travels even more rewarding by earning or redeeming points on hotels, flights, car rentals and attractions. Apply to become a Citi cardmember today, or log in to your account to start planning.

Disclosure: This article is for educational purposes. It is not intended to provide legal, investment, or financial advice and is not a substitute for professional advice. It does not indicate the availability of any Citi product or service. For advice about your specific circumstances, you should consult a qualified professional.

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