There are many benefits to traveling, such as:

The downside, however, is that traveling can be stressful and involve much work. Everything from flights to accommodations to activities and sightseeing needs to be planned. You can quickly become overwhelmed if you don’t have a sound system for keeping track of everything.

It’s here that your calendar comes in handy. How? When planning a trip, an organized calendar can save the day. You won’t forget anything, since you can keep track of everything in one place.

Let me show you how to use your calendar for travel in this blog post. You’ll learn how to create a travel calendar, add events, and keep an organized calendar.

Creating a Travel Calendar

Step 1: Pick a calendar tool that works for you.

A travel calendar can be created with various tools. The most popular options are a physical planner, spreadsheet, or travel planning app.

  • When choosing a physical planner, ensure it has enough space for all your travel details. Additionally, you’ll need to decide whether you want a daily planner or a weekly planner.
  • Make a table in a spreadsheet listing the dates of your travel, flight information, accommodations, and activities you plan to do. Keeping track of your budget and expenses can also be done using a spreadsheet.
  • Travel planning apps offer a wide range of features. The most popular apps are Google Trips, TripIt, and Kayak Trips. Your travel calendar can be created, flights and accommodations tracked, and activities in your destination found using these apps.

Step 2: Gather information about your trip.

After selecting your calendar tool, gather all the information about your trip. You must provide information regarding your flight, accommodation, and activities.

If you have received an email confirmation of your flight, you can find it on your airline’s website. Hotels or hostels should provide information about your accommodations. In addition, you can get activity information from friends, family, and travel websites.

Step 3: Add your travel information to your calendar.

Your calendar can be updated once you have all the travel information. Every activity should be listed with the date, time, and location. If you know the cost of the activity or the organizer’s contact information, you should also include it.

Step 4: Make notes.

Remember to note anything vital as you enter travel information into your calendar. You may want to find out about the weather forecast, your activities’ dress codes, or how to get around the area.

Step 5: Review your calendar.

After you have entered all your travel information into your calendar, review it. All information should be accurate and conflict-free. Additionally, you should ensure you have enough time to accomplish all your goals.

Step 6: Share your calendar.

When you travel with others, you can share your calendar. By doing this, everyone will stay on the same page and ensure everyone is always on the same page.

Adding Travel Events to Your Calendar

It is possible to add events to your calendar in various ways. Here are some options:

  • Your calendar app will automatically display event details when you type them in.
  • You can import events from other calendar apps or websites.
  • Recurring events can include weekly business check-ins or family vacations.

The following is a general guide to adding travel events to your calendar:

  • Organize your trip by creating a new calendar. By doing this, you will be able to separate your travel events from your personal and work events
  • Put a descriptive name on your new calendar, such as “My Summer Vacation.”
  • Add events to your calendar. In addition to the event’s date, time, place, and purpose, ensure you include all the details.
  • You can add travel time to your events if you travel by plane, train, or bus. Making sure you arrive on time will help you avoid delays.
  • When you add your events, you’ll be able to add the address and phone number of the hotel you’re staying at. Any time you need to contact the hotel, this will come in handy.
  • You should also schedule meals, sightseeing, and other important events on your calendar.

Organizing your travel events begins when you add them all to your calendar. If you find it challenging to keep track of all your events, you can color-code them, create sub-calendars, or use other features.

You will be able to stay organized and make the most of your trip if you have all your travel events on your calendar.

Your travel calendar can be enhanced by adding these events:

  • When entering event details, please be as detailed as possible. By following this routine, you’ll avoid confusion and ensure that nothing important is missed.
  • Make sure your events have consistent naming conventions. You will be able to find events more easily this way.
  • Ensure your events are color-coded. Using this method makes it easy to identify the type of event.
  • Make use of a travel planning app. Organizing your trip and adding events to your calendar is made easy with many great travel planning apps.

With these tips, you can keep track of your next trip and add events to your travel calendar.

Here are some additional tips.

  • A separate calendar can be created for each destination if you travel to multiple locations. Stay organized and ensure you don’t miss anything important by keeping track of your travel plans.
  • To add travel time to your events, you can also use Google Maps. You can access Google Maps by clicking on the “Location” field when creating an event. You can enter the start and end locations in Google Maps. Your event will be updated with the estimated travel time calculated by Google Maps.
  • Your calendar can be shared with a group if you’re traveling together. As a result, everyone will be on the same page and know where and when they need to be.

Keeping Your Travel Calendar Organized

Your calendar should be organized once all your events are added to it. By doing this, you’ll avoid last-minute surprises and stay on track.

For an organized travel calendar, follow these tips:

Choose a calendar app that works for you.

Many calendar apps are available, so find one that suits your needs and is easy to use. Google Calendar, Apple Calendar, and Outlook Calendar are some of the most popular calendar apps.

Plan ahead as early as possible.

It will be easier to organize your calendar if you begin planning your trip as soon as possible. You’ll have plenty of time to book flights, hotels, and activities and coordinate everything.

Put all the details of your travel on your calendar.

The dates you need to keep track of include your flights, hotel reservations, activities, transportation, and anything else that might be important. To stay on track, ensure your calendar has as much information as possible.

Make use of colors and labels.

In your calendar, colors and labels can make it easier to see what’s happening. Depending on the type of event, such as flights, hotels, and activities, you could use a different color.

Set reminders for important dates.

As a result, you won’t miss any important deadlines or events. If you want, you can set reminders for your flights, hotel check-in times, activity reservations, and any other important event.

Sync your calendar with your devices.

By doing this, you can access your calendar from anywhere. It is even possible to sync your calendar with your phone, tablet, laptop, and even your watch.

Back up your calendar regularly.

In the event of a computer crash or other disaster, you will be able to protect your travel information. An external hard drive or the cloud are good places to back up your calendar.

Maintaining an organized travel calendar and ensuring a smooth trip can be achieved by following these tips.

In addition to these tips, here are a few others that will help you stay organized on your trip:

  • Plan your trip using a template or checklist. You’ll be less likely to forget anything if you do this.
  • Bring a printed copy of your calendar with you. You’ll need this if you don’t have access to the internet.
  • Don’t forget to bring a portable charger for your phone so that you are always able to access your calendar
  • If you take screenshots, your hotel and flight confirmations can be stored on your phone.
  • Ensure you have a backup plan in case your flight is canceled or delayed.


Staying organized and on track while traveling can be achieved with the help of your calendar. With the tips listed above, you can create a travel calendar to make your trip a breeze.


What is the best way to plan my trip using my calendar?

You can plan your trip using your calendar by creating events for each activity. The list includes flights, hotel stays, tours, and any other activities you have planned. Budgeting and expense tracking can also be done with your calendar.

When traveling, you can also utilize your calendar in many ways. Listed below are a few suggestions:

  • Make a packing or to-do list.
  • Track your expenses.
  • Book reservations.
  • Setting reminders on your calendar can help you stay on top of important tasks.

How do I add travel plans to my calendar?

Your calendar can be updated in a few different ways. For each leg of your trip, you can create an event manually. Any relevant details, such as date, time, and location, can be included.

Alternatively, you can use a travel planning tool to automatically add your travel plans to your calendar. In addition to booking flights and hotels, these tools can also assist you in making other travel arrangements.

What should I do if I plan to travel in different time zones?

You’ll need to ensure that the times on your calendar are correct for your time zone when adding travel plans. If you manually add the time zone to each event, you can do this by setting your calendar to the appropriate time zone.

How do I add travel time to my calendar events?

It is possible to add travel time to your events in some calendars. As a result, the travel time to your event will be automatically added to its start time. This can be helpful if you want to arrive on time for your appointments.

Is there a way for me to share my travel plans with others?

It’s easy to share your calendar with others. You can export your calendar to a file to share your travel plans. Additionally, you can invite other people to individual events.

Image Credit; Oleksandr Canary Islands; Pexels; Thank you!