The Pre-departure Checklist
Have you ever left for a vacation and realized you forgot to pack something, or perhaps, you forgot to take care of something that needed your attention before you left? My wife and I just left on what we are calling an epic road trip, traveling Route 20 from Newport, OR to Boston, MA, then spending some time in New England to take in the fall colors, and returning to the west coast on Route 66. First stop was a conference about 4 hours from home. We hadn’t been in the hotel a half hour, and Kelly asked where I had packed my medications. Oops!
While we found a solution to our forgetfulness, nevertheless it was an inconvenience.
Normally, we would have a pre-departure checklist, but since we have been on the road for 8 of the last 9 months, our preparation slipped.
How you organize your pre-departure checklist is a personal matter, but here are the major areas you might want to consider:
- Confirming your travel arrangements
- Packing for your destination
- Taking care of the homefront
- Packing important items first
- The final check
Confirming your travel arrangements
This will vary depending on the way you travel. A few years ago, we had a cruise planned leaving from Athens, Greece. A few days we were supposed to depart we received word there had been a fire the cruise ship, and the cruise had been cancelled. However, with non-refundable tickets to Greece, and returning on a flight from Venice, we decided to keep fly into Athens with no idea where we would go next. Once in Greece, we visited a local travel agent, and booked our trip. That is not our norm, but it worked out.
What are some things to check before leaving on your trip?
- Confirm hotel reservations, check addresses as well as hotel names
- Check arrival and departure dates and times
- Similarly check flight and rental car reservations
- Cancellation policies
- Event tickets, if applicable
- Hotel amenities, pet polices, etc. if important
- Consider exchanging some of your money to the country’s currency you will be visiting.
As a hotelier, it’s not uncommon for a guest to arrive at our hotel, thinking they have booked a room with us, only to find out, they booked in a different city or state.
Packing for your Destination
A day or two before leaving, look at weather forecast and modify what you pack accordingly. Packing for wearing layers, can accommodate a wide variety of weather conditions, but if you need that winter parka, you’ll want to include it.
Also check road conditions, closures, etc. We warned a fellow traveler about a road closure they were unaware of, and it saved them hours of delays.
Our epic road trip requires us to travel through several toll-zone areas, so we arranged ahead of time to sign up for an easy pass, saving us money, and the risk of a bill which compounds as local authorities, determine the billing address for your vehicle.
Take Care of the Homefront
Our next-door neighbors left on a trip, and returned to a flooded home because a hot water valve burst. When I was a kid, we made money by checking on our neighbors homes while they were away.
Here is a simple checklist:
- Lock doors and windows.
- Adjust thermostat.
- Turn off, or unplug, appliances if possible.
- Empty trash and perishables that may spoil.
- Arrange for pets, plants, mail, and packages.
- Notify a trusted neighbor if appropriate.
- Set lights or security systems.
- Make sure bills or other responsibilities will not become due while away.
- Check that garage doors are closed and outdoor equipment is secured.
- Do a final walk through
Packing Important Items First
There are things that I can replace on a trip and others I can’t. For instance, clothes are replaceable. While traveling to Peru, Kelly’s suitcase got lost by the airlines, and took over a week to get to us. We bought most of things she needed at our destination, and fortunately, the airline reimbursed her for her purchases.
What are some things I want to make sure I have, and will pack in a bag that I carry on, or are easy to find on a road trip? These are the items I start with:
- Identification/passport
- Wallet, credit cards, and some backup payment method
- Prescription medications (yep, I missed that one on this trip!)
- Eyeglasses
- Phone
- Chargers
- Keys
- Travel documents
- Medical or insurance information when needed
- Tickets or confirmations that are not easily retrieved
Then, I would include my Traveler’s Comfort Kit (earplugs, eye-mask, re-useable water bottle, favorite snacks, and a small “just in case” kit.)
The Final Check
Just before leaving, ask:
Phone? Wallet? Keys? Medications? Reservations?
Then physically look around the driveway, garage, kitchen, bathrooms, and bedroom before locking the door.
For road trips, add:
- Fuel level
- Tire condition
- Windshield washer fluid
- Emergency supplies
- Navigation destination entered
- Phones charging
- Luggage actually in the vehicle
To reduce your stress, don’t leave everything until the last minute. My mom will be packed for a trip a week before she leaves, that is a little bit of overkill for me. Here is something that might help your organization:
Several days before: reservations, documents, medications, vehicle, weather.
Night before: pack, charge devices, prepare the house, download travel information.
Walking out the door: wallet, phone, keys, medications, luggage, house check.
Most travel problems are not caused by forgetting an extra shirt. They come from forgetting something difficult to replace, failing to confirm an important detail, or leaving home wondering whether you locked the back door. A short pre-departure routine can make the first hours of a trip much more relaxing. Even experienced travelers forget things. A checklist doesn’t mean you’re inexperienced, it just provides a means to help you have a more enjoyable and carefree vacation.