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Travel 101

A collection of high-level thoughts on maximising travel preparation.

Authors: David Hecker

Created: 12 Oct 2024 Last updated: 21 Jun 2025

Context

This is originally written from a South African context where there are always going to be extra steps like visa applications and longer multi-leg flights. There are still many valid considerations here regardless of where you are travelling from.

💼 Passports

Your passport must have blank pages and be valid for an additional six months after departure date in order to be used. A temporary passport can be used in case of emergency, but best to check with the countries you are travelling to to ensure a temporary passport will be accepted.

🇿🇦 Visas

First check if you need a visa for the country you’re visiting. Passport Index contains a vast and comprehensive amount of information regarding all countries' travel requirements.

There are various visa options available, depending on the reason for the visit:

  • Tourist/Visitor visa - only for visiting or tourism, no work or business to be conducted.
  • Business visa - for conducting business, attending events, etc, tourism can take place but you cannot be employed while there.
  • Transit visa - not leaving the airport in a new country, but just transferring planes. US requires transit visa, Schengen only requires transit visa if stopping at two or more airports in the Shengen zone on the same trip.
  • Single entry - can enter the country once only, once departed a new visa must be applied for for re-entry.
  • Multiple entry - allowed to enter and exit the country multiple times using the same visa, until it expires, often valid for five or ten years.

Visa applications can be made through two options:

There is often an initial online application step that is required. The time taken to process this will vary, depending on the type of visa being applied for and the country you’re applying to.

Additional days will be required to send your passport to the embassy/consulate for the visa to be inserted. This should be handled by the visa application office. Courier fees will apply.

Always allow extra time over the above expectations.

Fees will be payable, depending on the country and visa type:

  • Visa application fee
  • Visa handling fee
  • Passport courier charges

Sending passports for visa insertion

  • If embassy/consulate is local, do this in person
  • If embassy/consulate is in a different city
    • Arrange courier to deliver passport and all required documentation. Include everything that might be relevant, especially an indication of your travel dates if time is tight
    • For passport collection, a letter must be sent with the collecting courier giving them permission to collect your passport on your behalf

Warning

It is recommended to use a different browser or incognito/privacy mode when doing your initial search for flights and hotels as the operators will look for any stored cookies and adjust pricing based on your browsing history. Sometimes using a VPN can be useful to secure better deals based on your location.

✈️ Selecting Flights

Finding the right flights at the right price on the right days is an essential part of planning a trip.

  • Use a flight comparison service like Kayak (www.kayak.com) to get a good idea of flights available on/around your dates, including price comparisons between airlines.
  • Once you’ve selected an airline, use their own website to book not the comparison site as they're often cheaper, but mostly because dealing directly with the airline for any changes to your flights will be less hassle overall.
  • If the airline has a loyalty program, sign up for it before you book.

Most important factors to consider when selecting flights:

  • Overall flight time
    • Travelling for 36 hours is exhausting, always go for the lowest total travel time where possible.
  • Length of each leg
    • Understand your own stamina to be cooped up in an inescapable metal tube with 200 other people.
    • If you can handle a 14 hour flight, consider going direct.
  • Layover time between legs
    • Too short a layover could mean a missed connection if the first flight is delayed.
    • Generally go for 2-3 hour layovers for long haul flights as this gives you enough time to stretch your legs, walk around, freshen up, do some shopping and get some decent coffee or additional food.
    • Longer layovers are tiring and you may end up sleeping and miss a connection. Avoid anything over six hours where possible.
  • Number of stops
    • More stops means more hassle of getting off a plane, clearing security, waiting (if a long layover) or running (if too short a layover), joining another queue to board, and settling in on the new flight again.
  • Seat selection
    • Selecting the right seat for your body and your personality is key to an enjoyable flight.
    • Pick a window seat if you don’t want to talk to anybody and if you have a large bladder.
    • Pick an aisle seat of you need to get up often.
    • If at all possible, choose an exit row seat or an extra legroom seat.
    • Extra legroom seats are generally better for working at with a laptop compared to exit seats, as you can’t keep your bag on the floor with the latter.
    • Use a service like Seat Guru (https://www.seatguru.com/) to find out more about the seat options on every flight before selection.
    • Exit and extra legroom seats usually cost a little bit more, but they’re definitely worth it for longer flights.
  • For all flights with longer layovers, check if you have access to a lounge, usually via your bank.
    • Many entitlements will be through a service like LoungeKey (https://www.loungekey.com/)
    • Depending on the lounge, your access level and the time you have available, the following options will make your travel experience more enjoyable:
      • Get some breathing space away from bigger crowds.
      • Enjoy a fresh (and free!) meal, usually as a buffet.
      • Often have better coffee options too.
      • If you’ve had a long flight, grabbing a shower is an ideal way to improve the quality of your next leg.
      • Sleeping pods are sometimes available, but having a nap on the couch or a lounge chair is also rewarding.
      • Most importantly, you're likely to have access to much cleaner ablution facilities.

🏨 Selecting Hotels

  • Use a hotel comparison site like Agoda.com to get a good idea of what’s available in each area.
  • Once you’ve selected the hotel, check their website for comparative rates and book with whichever is the cheapest. I generally find Agoda to be cheaper than booking with the hotel directly. Agoda also offers a bonus scheme so you get some cash back after your stay, to use on your next booking.
  • Non-hotel accommodation is also an option, so check on Airbnb (https://www.airbnb.com/) as well.

Most important factors for choosing a hotel:

  • Location
    • Close proximity to the main event is key so you can easily walk or Uber/taxi.
    • Close to any decent transport routes (bus/tram/train/subway).
  • Breakfast
    • You might not get time for lunch, so ensure you at least have breakfast sorted every day.
    • If you need to leave the hotel every day before breakfast is served, you can ask the concierge to prepare a packed breakfast for you of at least some toast and fruit.
  • Free WiFi (this shouldn’t be an issue any more)
    • Downloading app updates
    • Catching up on emails
    • Communicating with your team
  • Room safe
    • Critical to ensure that when you go out, you don’t have to take everything valuable with you.
  • Getting to the hotel
    • It will be an added cost, but booking a hotel shuttle before you arrive can help to alleviate any stress of not being able to get there, especially if you’re arriving late or if the hotel is some distance from the airport.

☑︎ Pre-trip Essentials

  • Unlock all of your bank cards and credit cards for the countries you’ll be visiting, for a few days longer than your stay in case there are delays.
  • Check if you get free lounge access via your credit provider at your departure, layover and destination airports.
  • Check that your medical aid is up to date and your travel cover is activated.
  • MasterCard credit card holders can get travel insurance, provided the flight tickets were booked in the country of departure using your MasterCard. This will cover flight delays and natural disasters, as well as missing luggage.
  • Make sure your mobile phone is not network locked.
  • Buy a universal adaptor so that you can still charge your devices.
  • Buy a phone battery charger, at least 10,000mAH. Some countries limit the size of a battery to 20,000mAH.
  • Ensure you have enough supply of your daily meds, as some items we are able to easily get over the counter here can only be bought with a prescription in other countries, requiring a visit to a doctor.
  • Some medications are considered controlled substances in some countries, so make sure you have the relevant documentation. For example, any medication containing any type of ephedrine is highly problematic in Thailand, including life-saving items like an Epi-Pen.
  • Change your voicemail message to alert callers that you’ll be out of the country, and until when. Leave instructions to contact you via email or WhatsApp/Signal/Telegram, as that will still work with your original number even if you change your SIM card, as well as on WiFi.

🌍 The Destination

  • Understanding more about the destination you’re visiting before you get there will help you to find your way around, and settle in more quickly. Two sites you should definitely visit:
    • The Lonely Planet (https://www.lonelyplanet.com/) provides really good information about all countries and major cities. Information about local customs, weather and social norms are worth discovering before you get there. Tourist attractions are also useful for your off days.
    • Numbeo (https://www.numbeo.com/cost-of-living/comparison.jsp) This is a site allowing you to compare the cost of living between cities. The data is based on entries from people in those cities. This is invaluable information that will help ensure you have budgeted correctly and aren’t in for any major cost surprises.
  • Make sure you understand the laws of the country you are visiting, and abide by them at all times. Don’t chew gum in Singapore and throw it on the street (you will be arrested) and don’t keep any images of an intimate nature on your phone if you’re going to Saudi Arabia, as you may end up in jail, or get lashes, or both.

🧳 Packing

  • Plan your packing well in advance, taking into account the following:
    • Length of stay
      • How many days do you need to wear something new/fresh
    • Weather
      • Summer and winter have different requirements
    • Different types of events you need to attend
      • Client days may need more formal wear
      • Is there an opening or awards ceremony that needs proper formal attire?
    • Will you be exercising, so do you need gym/running clothes and shoes?
    • Weight and size limits for checked and carry-on luggage
      • These will differ between airlines, destination and travel classes
  • Short stays of 1-3 days can easily be handled with a single carry on case
  • Longer stays might need a case as well as a carry-on for your laptop
  • In your carry-on luggage, always include the following:
    • A mini toiletry kit containing a toothbrush, toothpaste, mouthwash and roll-on deodorant
    • Your essential meds to cover your flight days plus a few extra in case your main luggage gets lost
    • A spare t-shirt, underwear and socks - very handy for a refresher on the the plane before landing or for when you shower in the lounge during a layover
    • Phone charger and cables
    • Some snacks like energy bars
  • Buy a set of packing cubes! These will change your life.
  • Always check the list of allowable and forbidden items for carry-on luggage, which are generally as follows:
    • No firearms at all
    • Bottles can be no larger than 100ml
    • No aerosol cans in the cabin
    • No batteries in checked luggage - must be in your carry-on
    • No knives, scissors, nail clippers or other sharp implements in hand luggage

🛬 On Arrival

  • Security clearances are normal. Just accept it and do what the border guards ask. Be prepared to remove your hat, shoes and belt. Sometimes you’ll need to remove any bulky items like jackets and scarves.
  • If you’re asked to move to another section for a detailed baggage search, comply with all requests. You will have nothing to hide as you are not stupid enough to take anything illegal with you.
  • Some countries will give you a small card on entry, sometimes in conjunction with a passport stamp (like Singapore) and sometimes instead of a stamp (like Hong Kong). Do NOT lose this card! Keep it in your passport and keep it with you at all times.
  • Once you’ve cleared security, collected your baggage and gone through customs, find an ATM and draw cash in the local currency immediately.
  • Find a telecoms vendor and purchase a tourist SIM card that’s valid for a bit longer than your planned stay.
  • Go to an Info desk and get a map of public transport routes (MRT, tram, bus, etc). Better yet, have the local transport app already downloaded to your phone prior to departure.
  • Ask for advice on whether you need a bus/train card, whether taxis can be hailed directly or only through an app, etc.
  • Also get info on reliability of each transport method and the comparative costs. For example in Dubai, taxis and Uber are identically priced and equally reliable, but in Hong Kong taxis are half the cost of Uber and about a third as reliable.
  • You should already know how far from the airport your hotel is and pre-calculated the cost of a taxi, Uber, shuttle or public transport. Plan this part of your arrival properly so you don’t have to stress about where you’re sleeping or how to get there!

📱 SIM Card

  • You can either get a Physical SIM or a Virtual SIM/eSIM
  • Virtual SIM cards or eSIMs are very handy as you don’t have to take out your SIM card to use a new one
    • Sign up at Airalo.com.
      • (Better yet, use my code DAVID79868 for an extra $3 off)
    • Install the mobile app on your phone.
    • Add a package for whichever country/territory you are visiting.
    • You can monitor your usage and add top-ups directly in the app.
    • If you return to that region again later, you can use the same eSim again and add a top-up.
  • Physical SIM
    • There are usually 3, 7, 10 or 21 day options.
    • Always get one a little bit longer than your stay just in case of delays.
    • Your expected data usage for the period will determine the data bundle you get on top of that. 2GB for a week is plenty, but most plans will have a top-up option too.
    • Download the app for that mobile vendor as they will generally have an English option to see your usage. Calling in for top-ups in a foreign language is not fun.

💰 Money

  • Using ATMs and your credit card can be cheaper than forex, especially as you have to sell the forex back when you return, so there’s a double charge.
  • Don’t withdraw all of the money for your entire trip in one go, so you don’t have to sell it back at a loss if you don’t spend it all. There’s also the risk of theft or loss which will be far greater if it’s all of your money.
  • Plan to draw cash every second or third day.
  • Never run out of cash!
  • Know what your daily spend limit is and stick to it!
  • Set up a spreadsheet before you go so you can track what you’ve spent where and keep a handle on your money. Foreign money can be confusing with all the conversions.
  • If there are separate budgeted items for things like Per Diems, Airport Transfers, Internal Transfers, etc, keep track of the allocation in the spreadsheet so you can balance them all properly.
  • Keep all of your receipts so you can do a proper recon.
  • You can claim VAT back at the airport for certain goods over a certain amount when you depart. If you plan on buying some luxury goods, ask at the shop if you can claim.

🎁 Goods Exchange Control

  • Any big-ticket items you leave with from South Africa need to be declared before departure. This includes laptops and cameras. You need to fill in Form NEP to declare these items. See this link for more information: http://www.exporthelp.co.za/modules/17_documentation/export_goods/exchange_control.html
  • On your return, any items that would normally attract an import duty must be declared. If you bought a laptop or camera, for example, these must have their duty paid.
  • Pay attention to the limits of what can be taken out and brought back with you, especially if you plan on packing an extra bag just for duty free shopping.

Flight Planning

Hotel Search

Goods Exchange Control