Planning an itinerary for a long-term trip is no easy feat, especially when there’s limited information online. However, using the right tools can make all the difference. These tools range from mapping out destinations to finding rewards flights, staying organised, and tapping into the latest travel insights.

In this post, we'll go through some of our favourite tools that helped us plan our current 9-month adventure.

Mapping Software – Visualise Your Journey

When we were in the early stages of planning our 9-month trip around the world, mapping out our intended routes was a lifesaver! Not only was it helpful to visualise our itinerary, but it also allowed us to better understand the distances and timing between destinations.

Google Earth

The first tool we used for planning our itinerary was Google Earth, which was handy for pinning destinations on our wish list.

You can also share maps with anyone you're planning to travel with, allowing for easy collaboration! As you can see from the image above, we also colour-coded our pins for each country (which isn’t necessary, but I love a colour-coded system!).

Once we had dropped pins worldwide, we could narrow down our destination choices based on proximity and popularity.

Another valuable feature of Google Earth is its in-depth geographical views and Street View functionality. This allowed us to explore neighbourhoods and pick the best areas for accommodation.

Pro Tip: Use Google Earth’s “Projects” feature to create a shareable map of your trip. This feature allows you to organize your destinations, add notes, and even insert images for each pin—perfect for visualising your itinerary in one place and keeping your plans organised!

Travellers Point

The next tool to discuss is Travellers Point, a website that helps you map out travel routes, estimate travel times, and plan itineraries with multiple destinations.

Additionally, it offers community features like reviews and shared itineraries, providing added benefits for connecting with other travellers.

The first tool that we used when planning our itinerary was Google Earth. This was handy to pin certain destinations that were on our wish list.

*An even earlier itinerary option using Travellers Point*

Frequent Flyer Points – Travel Further for Less

While we could write an entire blog on collecting and using frequent flyer points, we want to mention briefly how points can help cut down flight costs for a long-term trip.

Before our trip, we saved up approximately 500,000 points through Everyday Rewards Points at Woolworths and credit card bonus points. We used our points to book flights from Sydney to Ho Chi Minh City in Business Class with Jetstar, as well as our future flight from Manila to Madrid. We’ll also have enough points left for flights back to Australia at the end of our trip, which has helped us reduce costly long-distance flights.

Aero Seats

Aero Seats is a website that helps find reward flights and track seat availability—especially helpful for securing hard-to-find long-haul flights using points.

You can search, check availability, and set alerts for flights departing within the next two months, all for free (no registration required).

Pro Tip: Start setting up alerts on Aero Seats a few months before your planned flights, especially for long-haul flights. Availability changes often, so by checking frequently, you’re more likely to find and snag premium cabin reward seats that can make a big difference on long flights.

Shared Calendars – Stay Organised Together

While our previous trips were planned in a simple Google Doc, this approach was not going to be efficient for a 9-month itinerary.

To make planning easier, we started using Apple Calendar to create a working itinerary. We set up different calendars to reflect booked accommodations, potential itineraries, and family and friends’ overseas trips. We also created a to-do list calendar to track any visa applications or reminders for activity bookings.

A shared calendar is invaluable for joint planning and staying organised, especially when travelling with others or keeping loved ones updated.

One thing I wish we had considered was using Google Calendar instead of Apple Calendar. That way, I could use it on my Android phone and my MacBook.

Pro Tip: Create a colour-coding system in your shared calendar. For example, we used one colour for booked items, one for potential itinerary and another for a To Do List. Alternitievly use one colour for flights, another for accommodations, and a third for activities. This will make it easier to spot key details at a glance and help everyone stay on the same page.

Travel Blogs, TikTok and YouTube Shorts – Get First-Hand Insights and Tips

Travel blogs are a goldmine of first-hand experiences, offering insights into lesser-known places, safety tips, and hidden gems. They help you design your itinerary from the big picture down to the day-to-day details.

For up-to-date information, TikTok and YouTube Shorts provide quick, real-time insights into destinations, activities, and travel hacks.

Always try to look for content that is recent, as this will provide the most reliable and relevant travel information across these platforms. If you rely on older content, aspects like prices and availability may be outdated, potentially impacting your experience.

Useful types of travel content include destination overviews, accommodation reviews, or “day in the life” videos by locals or fellow travellers. And, of course, be sure to keep up with our travel tips here at The Travel Strategists!

Pro Tip: When searching for recent travel content, use specific hashtags or keywords like #YourDestination2024 or #YourActivityTips to filter out older posts. This way, you’ll find up-to-date content and avoid relying on information that might be outdated.

ChatGPT and AI – Your Travel Planning Assistant

Another tool that can be extremely convenient when used correctly is ChatGPT (or similar AI tools). It can help answer specific travel questions, generate itineraries, or provide quick language translations.

I would use ChatGPT as I would Wikipedia—it’s excellent for general knowledge and getting a quick overview of itineraries or destinations, but it’s wise to double-check with other sources.

ChatGPT is also great for on-the-go questions, whether you’re figuring out local phrases or finding things to do based on personal interests. For example, we love using ChatGPT to generate personalised walking tours from our accommodation to get acquainted with the local area!

Pro Tip: Use ChatGPT to create “mini-itineraries” for each destination. Ask for a list of activities, must-see spots, and local dining recommendations tailored to your interests (like history, food, or adventure). You can then pick the highlights that match your travel style without sifting through heaps of guides.

*Get a broad list of ideas from ChatGPT and narrow them down to your personal interests*

Bringing It All Together

Planning a long-term trip requires a range of tools to manage itineraries, save on travel costs, and stay organised on the go. From mapping software to frequent flyer points, shared calendars, travel blogs, and AI tools, each resource can simplify your planning and make your journey smoother. By combining these tools, you can design a travel experience that’s both enjoyable and efficient, allowing you to focus on the adventure ahead rather than the logistics.

Happy travels, and remember to check back at The Travel Strategists for more tips to make your trip unforgettable!

The best tools for planning a long-term trip