How to use the trip budget planner
- Enter the number of travelers and the nights away.
- List your costs. For each one enter a name, the amount, and how it is charged: for the whole trip, per person, per night, or per person per night.
- Set a cushion percent for surprises, or enter 0 to leave it out.
- Read the total, the cost per traveler and per night, and the table showing where the money goes. Use Print or the share link to keep the plan.
Formula
Whole trip: total = amount
Per person: total = amount x travelers
Per night: total = amount x nights
Per person/night: total = amount x travelers x nights
Budget = sum of totals x (1 + cushion %)
Each line total is rounded to the cent. Per traveler is the budget divided by the number of travelers, and per night divides by the nights away.
Worked example
Two travelers spend five nights away. Flights are $450 per person ($900), lodging is $160 per night ($800), food is $60 per person per night ($600), local transport is $120 for the trip and activities are $150 per person ($300).
The costs add up to $2,720. A 10% cushion adds $272, so the budget is $2,992.
That is $1,496 per traveler, $598.40 per night, and $299.20 per traveler per night.
Choosing how each cost is charged
Most trip costs scale in one of four ways. Flights and tickets are per person. Hotels and rental cars are per night, because a room is the same price for one guest or two. Meals scale with both people and nights. Parking, a ferry for a car or a single tour package are a flat cost for the trip. Choosing the right basis makes the budget move correctly when you change the number of travelers or nights.
A cushion for surprises
Trips usually cost more than the plan, through tips, a change of plans or a meal that was more than you expected. A cushion of 10% to 15% is a common starting point, but it is your choice. The default is only an example.
Ideas for costs to include
If you are unsure what to include, start from this list and delete what does not apply.
- Flights, train or bus tickets
- Lodging and resort fees
- Rental car, fuel and parking, which you can estimate with the fuel cost calculator
- Food and drinks
- Tours, tickets and activities
- Travel insurance and visas
- Souvenirs and tips
Assumptions and limits
- Every amount is a number you type. The defaults are examples, not typical prices.
- The same number of travelers stays for every night.
- Costs are in dollars and are not converted from other currencies.
- The cushion is a percent of the total of all lines.
Frequently asked questions
How do I budget for a trip?
List every cost, decide whether it is per trip, per person, per night or both, enter the amounts, and add a cushion. The planner turns that list into a total and a per person figure.
What is a good cushion percent?
There is no standard. Many people use around 10% for a familiar trip and more for a long or complicated one. Choose a number that suits how much a surprise would hurt.
How do I plan a trip with kids who travel free?
Count only the paying travelers for per person costs, or enter those costs as whole trip amounts that you work out yourself. Food for children can go on a separate line.
Can I share the budget?
Yes. Use the share link to send the plan, or print it. Names of costs are left out of the link, so the person who opens it sees the amounts and may need to relabel the rows.