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Travel Itinerary Planner
Plan your trip one day at a time: add flights, hotels, tours and meals with times, addresses, confirmation numbers and costs. Drag plans between days, keep an eye on the budget, then print a clean itinerary or send every plan to your calendar as an .ics file.
Last updated:
Drag the ⠿ handle (or use the ▲ ▼ buttons) to reorder plans, even between days. Click a plan to edit it.
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How to use the Travel Itinerary Planner
- Name the trip, pick the first day, your currency and an optional budget.
- Add plans to each day with + Add plan: choose a type, enter the time, place, booking reference and cost.
- Reorder by dragging the ⠿ handle or with the ▲ ▼ buttons, or press Sort by time on a day.
- Add or remove days as the trip changes; dates update automatically.
- Print or export: print the itinerary, download an .ics file for your calendar, or copy it as text to share.
What to put in a travel itinerary
A good itinerary answers three questions at a glance: where do I need to be, when, and what do I need to show? Keep these details for each type of plan:
| Plan type | Details worth recording | Typical buffer |
|---|---|---|
| Flight | Flight number, departure and arrival time (local), terminal, confirmation code, baggage allowance | Arrive 2 h before domestic and 3 h before international flights (or as the airline advises) |
| Train / bus | Station, platform or bay, ticket or seat number, whether the ticket is fixed-time | 15–30 min |
| Hotel / stay | Address, check-in and check-out times, booking reference, breakfast, cancellation deadline | Check-in is often from 14:00–16:00; check-out around 10:00–12:00 |
| Tour / ticket | Timed entry slot, meeting point, e-ticket or voucher number, what to bring | 15–20 min before the slot |
| Car rental / transfer | Pickup location, driver contact, confirmation, fuel policy | 30 min at a rental desk |
| Food & drink | Reservation time and name, address | Most restaurants hold a table about 15 min |
Buffers are common rules of thumb; always follow the times on your own tickets and bookings.
Itinerary planning tips
- Write times in local time. Flight times on tickets are always local to each airport. Use the Time Zone Converter to check how long you are really in the air.
- Plan one anchor per half day. One fixed booking in the morning and one in the afternoon leaves room for travel time, queues and spontaneous finds.
- Group by neighborhood. Use the map links to check that plans on the same day are close together.
- Put confirmation numbers in the itinerary. They are what you need at check-in desks, and the printed copy works without a phone signal.
- Keep the first and last day light. Arrival and departure days lose hours to transfers, check-in and luggage.
- Track costs as you book. The summary shows what you have committed per category; the Travel Budget Calculator helps estimate the rest.
Frequently asked questions
How do I add my itinerary to Google Calendar or Apple Calendar?
Press Download .ics, then open the file. On a phone or Mac it opens in the Calendar app; in Google Calendar use Settings > Import & export > Import and choose the file; in Outlook open the file or use File > Open & Export > Import/Export. Every timed plan becomes an event with its place, booking reference, cost and notes.
What time zone are the calendar events in?
Events are exported as floating local times, which means 10:00 stays 10:00 in whatever time zone your calendar shows. That matches how itineraries are written (local time at the destination). If you view the calendar from home before you travel, events still show at the local destination time rather than shifting.
What happens to plans without a time?
They show as "Any time" and stay in the order you put them. In the .ics export they become all-day events on that date, or you can untick the all-day option to export only timed plans.
How do overnight flights or late events work?
Enter the end time as it appears locally. If the end time is earlier than the start time, the calendar event ends the next day, so a 22:30 to 06:15 flight is exported as an overnight event.
Is my trip saved, and is it private?
The trip is saved in your browser's local storage on this device and is never uploaded. To move it to another device or keep a copy, use Download backup and load the file there.
Can I save the itinerary as a PDF?
Yes. Press Print itinerary and choose Save as PDF (or Microsoft Print to PDF) as the printer. You can include or hide notes and costs before printing.
How is the trip cost calculated?
The total is the sum of every plan's cost in the trip currency, and per day is the total divided by the number of days. Costs are not converted between currencies, so enter every cost in the same currency (use a currency converter first if you paid in another one).
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.
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