When it comes to cruise vacations, some people prefer to keep things spontaneous by going with the flow and seeing where the day takes them. And then there’s me!
As a type A person, vacation planning is where I shine - and I love ironing out each detail of our trip. I genuinely enjoy researching every port of call and scoping out the best places to visit for each destination. Whether that’s watching YouTube videos or reading tour reviews, I've learned that a little bit of research can go a long way.
I’ve been the designated cruise planner in my family for as long as I can remember. Growing up, my dad and I would dive into researching itineraries and planning excursions, while my mom and sister stayed mostly out of the loop. We always joked that they were just along for the ride - and that my mom probably couldn’t even name the ports we were visiting!
This is still the case, as I like taking charge of our cruise plans to ensure everything goes smoothly, and my mom still doesn’t ever really know our vacation plans. She's just happy to be on a cruise!
Compared to land-based trips, I find cruises much easier to plan. With a cruise, you don’t have to worry about transportation between destinations, as the ship does the moving for you while you sleep. Trains, rental cars, and flights can complicate vacation planning.
You also don't need to worry about meal planning or reservations each night. While I love trying new restaurants when I travel, coordinating multiple meals a day that please everyone can get exhausting. On a cruise, it’s all taken care of, and you can eat whenever and whatever you want without the stress of planning it.
I’m also the go-to planner when my husband and I cruise together, even though he’s just as type A as I am. I usually take the lead on choosing the cruise, planning excursions, and organizing our daily activities, while he handles the hotels and flights. Even when I travel with friends, I naturally fall into the role of organizing the trip and shaping the itinerary.
That said, I don’t plan every minute of every day. I just like to have a general outline so we can make the most of our time. As the family’s “Chief Vacation Officer,” or CVO, I take charge of planning any cruise I’m a part of. Someone has to, right?
Here are my top planning strategies to ensure a smooth cruise for the entire travel party from start to finish.
1. Researching thoroughly for the best itinerary
When you start looking for a cruise, you might be overwhelmed by all of the itinerary options. Even itineraries with the same destination can have different ports of call, and not every port has something different to offer. Take a "Norwegian Fjord" itinerary as an example. You’ll find a number of different itineraries labeled “Norwegian Fjord Cruise” that include completely different ports of call.
Some ports of call are definitely more desirable than others, and in some cases, you could end up traveling quite a distance just to reach the main attractions. That’s why I always do in-depth research before putting down a deposit, especially if it’s nonrefundable. We usually book our cruises at least a year in advance to give ourselves plenty of time to review the itinerary, secure flights, and plan excursions.
For instance, my parents are looking to take a cruise to the Norwegian fjords next summer. Although my dad wanted to book the cheapest option with Royal Caribbean, I researched alternative options and itineraries before we booked anything.
Rather than settling for an older ship with less exciting ports, I found a much better option aboard Celebrity Apex, which is a newer, more premium ship with a far more appealing itinerary. After all, you can’t truly experience the Norwegian fjords without visiting the iconic and breathtaking Geirangerfjord, which the cheaper Royal Caribbean cruise skipped entirely.
2. Finding unique itineraries to interesting ports of call
My parents have been cruising for over 30 years, so they’ve enjoyed expanding their horizons beyond the Caribbean. Over the last decade, our family has enjoyed traveling on more unique itineraries, typically one-off sailings or repositioning cruises. Some of the most interesting itineraries can be found when the cruise line is repositioning between different seasons, such as between Alaska and Australia or the Caribbean and Europe.
As the family planner, I absolutely love researching all of the itinerary options to find the best ones with unique ports of call. The world feels like it’s at your fingertips when you browse all of the sailings offered by a cruise line. While most people imagine Caribbean beaches when they think of cruising, my family likes to cram in as many ports of call as possible. The more countries we can visit on a cruise, the better!
Within the last year, we’ve actually taken two repositioning cruises that visited eight different countries. Last fall, we cruised aboard Celebrity Solstice from Sydney, Australia, to Singapore. Back in April, we cruised with Royal Caribbean on Anthem of the Seas from Singapore to Tokyo with stops across Asia.
3. Monitoring prices for everyone to see if we can save money
Another responsibility that I take on as CVO is price tracking for the travel group.
Cruise lines will typically honor a lower rate if it’s less than what you paid. Essentially, if you book a cruise and the price goes down, you can reprice for the current fare - this usually needs to be done before you make your final payment. But, I’ve also been able to upgrade our stateroom to a higher category cabin when prices have dropped closer to the sail date. You never know until you ask!
If I see a price drop, I always tell everyone in our travel group to reprice their itinerary. A few years ago, I saved my parents upwards of $3,000 on a Mediterranean cruise when the price dropped substantially after we had booked.
In addition, I set price trackers for everyone’s flight schedules using Google Flights. Although I always do this for myself, I also set trackers for my parents’ and sister’s flight itineraries. I’ve been able to save hundreds of dollars by repricing my flight or switching my itinerary slightly! Just make sure you book flights that allow for free changes, which is typically not possible with basic economy fares.
Finally, I also monitor excursion prices and add-ons in the cruise planner. We’ve been able to cancel our reservation and rebook for a cheaper price without issue!
Read more: Where to save and splurge on a cruise vacation, from someone who's taken 51 cruises
4. Taking charge of booking our hotels for optimal location
When traveling internationally, we always visit the embarkation country a few days before the cruise. This allows us to explore and make the most of our time while adjusting to the time difference. We usually spend two nights at a hotel to sightsee before embarkation. This also allows a buffer in case of any travel delays or cancellations.
Booking hotels used to be my dad’s job for our family cruises. However, after a few flops in poor locations, I decided to add this to my CVO duties. For example, he once booked a Holiday Inn out in the Barcelona suburbs that was nowhere near the city’s main sights — or the cruise port, for that matter!
Now, I take time to research the best hotel options to utilize status perks in an optimal location. I always book a hotel that’s not too far from the cruise port, but still has easy access to the top attractions we want to see. I’ve found that booking through a travel agent can save you even more money while still receiving your status perks!
5. Researching shore excursions and port plans
My favorite task as CVO is researching shore excursions and planning our daily itineraries. Typically, I start my planning process for each port by looking at the excursions offered through the cruise line. I’ll also research if immigration is necessary for certain countries; in this case, having priority with a cruise-sponsored excursion can save you hours.
I’ve learned how important it is to book your excursions early, especially if you plan to book with the cruise line. The popular excursions will sell out quickly, and you might be left with few options in unfamiliar ports of call.
Some ports of call can be located hours away from the actual city you want to visit. In this case, we normally book a shore excursion through the cruise line to have a guaranteed on-time return. Further, you can always cancel your shore excursion when booked through the cruise line if you change your mind beforehand.
For example, when we cruised to the Holy Land on Odyssey of the Seas a few years ago, we booked our excursions through Royal Caribbean well in advance. Onboard, we met several passengers who had waited too long to book and found that all the cruise line’s tours were already full.
Because Israel required face-to-face immigration, those without shore excursions had to wait until all the tour groups had disembarked. By the time they were cleared to leave the ship, it was late in the day, the main sights were closed, and it was already getting dark. On the other hand, we were off the ship in the early morning and able to tour the city for hours.
We aren’t opposed to independent excursions, as these can save you money and provide you with customizable options in a smaller group. While visiting Bali last fall, we booked a private tour for both days with Shore Excursions Group when the cruise line’s excursions were lackluster.
Finally, it’s important to choose an excursion that will be enjoyable and comfortable for the entire family. During that same Holy Land cruise, I researched every excursion option in Santorini that would avoid my mom having to ride a donkey or hyperventilate in the heat while waiting for the cable car. Luckily, I found the perfect excursion with a bus ride directly from the tender - it was perfect for our family.
6. Creating an organized itinerary for everyone
As the family’s Chief Vacation Officer, I usually have our carefully crafted, months-in-the-making itinerary memorized and ready to go. However, I’ve found that the go-with-the-flow family members can feel out of the loop.
As a compromise, I started creating cruise vacation itineraries that the whole family can use. This also provides a space for me to compile all of the tour times, descriptions, hotel addresses, flight times, and more. I can also store important phone numbers or other reminders here in one convenient location. I’ll save the itinerary on my phone and use that throughout the vacation whenever I need to refresh my memory.
I love making these organized itineraries before our trips. It’s one of the last things that I do before packing once all of our plans are finalized. I typically make these in Canva, which is free to use!
7. Getting a head start on visas and travel documents
When taking more unique itineraries, it’s not uncommon to need visas prior to embarkation. Our last two cruises required visas for Vietnam and Indonesia, which can be difficult for my parents to navigate. Instead of them stressing out, I will do the research to determine exactly what’s needed for our cruise.
I will also take charge of applying for the visas before everyone else, which allows me to help my parents and sister walk through the process. Some of the applications can be difficult to understand, and there are even phishing websites out there that pose as official government visa websites.
By getting a head start on these applications, I can help my family obtain their necessary documentation with ease. Having the necessary paperwork at embarkation is crucial, as you might not be able to board the cruise if you don’t have proper documentation for every port of call!
8. Watching videos and reading reviews
The internet is full of incredibly insightful resources for travelers, especially YouTube and TikTok. In the weeks leading up to our vacation, I’ll often search for videos from other travelers who have visited the same destinations or sailed on the same cruise ship.
These reviews and first-hand experiences help provide a better sense of what I can expect during my trip. Many videos review the different ports of call and provide tips to optimize your time ashore. Watching these videos helps me prepare more confidently and make informed decisions before we even set foot on the ship.
In addition, I’ll use these videos for packing inspiration to see what everyone is wearing for the weather and outfits. Once I get a feel for what to pack, I will let my family know what they can expect during our trip. My mom stresses about packing especially, so I try to ease her worries with information about what she can expect.
Before packing, I will also prioritize reading blogs and online reviews about others who have taken the same itinerary. Although some reviews can skew unusually negative, many travelers provide helpful advice and tips on forums.
Read more: European cruise outfits and packing guide for women
9. Providing lounge access for long travel days
Because I travel often, I’ve picked up a few travel credit cards that offer complimentary lounge access at airports around the world. For long travel days, especially those with layovers or international flights, this perk is a total game-changer.
Instead of scrambling for overpriced snacks or hunting for a seat near an outlet, we unwind in comfortable lounges with free food, drinks, Wi-Fi, showers, and clean restrooms. Since I know how much of a difference this can make, I’ve added my family members as authorized users on my cards so they can enjoy the same access.
Before every trip, I double-check that everyone has the right cards with them so there are no hiccups at the airport, whether this is the Amex Platinum or their Delta Reserve. This makes our travel days feel a little less chaotic and a lot more luxurious, especially before long international flights.
10. Preparing for the unexpected and taking charge when plans go amiss
Any CVO will tell you: cruises don’t always go as planned. In this way, it’s important to be flexible and adaptable when you encounter the unexpected. Although I take charge before the vacations, I try to keep calm and handle it when plans change. As my parents get older, they get stressed more easily when plans change or they need to adjust their schedule.
During our family cruise in Australia last fall, my dad’s prearranged transportation didn’t show up at the airport as scheduled. As the CVO, I took charge and ordered an Uber XL for our family to use instead. While my dad was panicking that our transportation hadn’t arrived, I took charge so he could relax and not stress. We were able to find a transfer quickly, and everyone was relieved to arrive at our hotel.