How to Plan for Holiday Travel Without Losing Your Mind
- 3 days ago
- 3 min read
Between flight changes, packing lists, pet care, and remembering who’s bringing the pie — it’s no wonder holiday travel can feel like a full-time job. For years, I was the one juggling every detail — until I started treating family travel the same way I ran executive operations: with systems and delegation.
Whether you’re flying across the country or just coordinating a few days away, the right prep and systems can turn holiday travel from hectic to handled.
Here’s how to simplify the process — and even enjoy the trip.
Step 1: Start with the Big Picture
Before diving into details, sketch out the logistics that anchor everything else:
Who’s traveling? (and when everyone’s schedules align)
Where you’re staying — hotel, family, or rental
How you’re getting there — flights, road trip, or combination
Major events or commitments — dinners, kids’ performances, visits
Once those are clear, the rest of your planning gets easier — and you’ll instantly see which pieces can be delegated.
💡 Pro Tip: Create one shared document or folder for confirmations, addresses, and schedules so you’re not searching inboxes at 10 p.m.
Step 2: Make a “Pre-Departure Week” Checklist
Instead of tackling everything at once, break your prep into manageable daily themes. Travel chaos usually comes from when things are done — not just what’s done.
Instead of cramming it all into the night before, plan backwards.
Here’s what a sample timeline might look like:
7 days before: Confirm flights, house sitter, pet care, and mail hold.
5 days before: Begin laundry, clean out fridge, start packing lists.
3 days before: Grocery shop for travel snacks, kids’ entertainment, toiletries.
1 day before: Pack fully, tidy entryway, prep travel outfits.
This rhythm prevents that last-minute scramble that ruins even the best-laid plans.
If you’d rather not think through the timing, that’s where My Home COO can help — we can build a personalized checklist and coordinate details for you.
Step 3: Delegate Smartly
You don’t need to carry every piece of travel prep.
Here’s what to delegate or automate:
Logistics + Prep
✔ Meal prep before and after the trip — schedule grocery delivery or meal service (like HelloFresh or Factor).
✔ To and from the airport — schedule Uber or reserve airport parking in advance (especially during peak travel weeks).
✔ Vehicle maintenance — check oil levels and tire tread to minimize disruption during travel.
✔ Gift management — order and ship directly instead of hauling gifts through TSA.
✔ Vendor coordination — My Home COO can confirm pet boarding, cleaning service, or home maintenance while you’re away.
✔ Packing lists — create templates by family member and reuse each trip, including their personal carry-on.
✨ MHC Tips | Real-Life Systems
Instacart at Arrival: I love placing an Instacart order to our destination, whether it’s a VRBO or family home, to arrive just after we do. Snacks, breakfast items, and essentials are ready without another store run.
Packing Checklist System: In my home, I use a digital packing checklist I’ve refined over the years which includes everything from socks to chargers to allergy meds. Before each trip, I uncheck what I’ll need and use it to avoid forgetting important items as I pack. My kids have started requesting their own lists, so I print copies for each child. They pack independently, and I do a quick “final validate” before zipping up the suitcases.
It’s delegation in action, and it turns what used to take hours into a smooth, teachable system.
The key? You coordinate, not execute.
✨ Want a head start? Download my free MHC Travel Packing Checklist to use for your next trip.
Step 4: Create a “Return-Home” Plan
Coming home to chaos undoes all your relaxation.
Schedule a few things before you leave:
Grocery delivery or pickup for your return day
Laundry service or quick cleaning refresh
A buffer day in your calendar to catch up on emails, pick up the dog or unpack
Think of this as your soft landing system. The part everyone forgets but loves you for. 💛
Step 5: Give Yourself Permission to Enjoy
Holiday travel is rarely perfect — but it doesn’t have to be painful.
When you plan with systems, delegate early, and protect your bandwidth, you create space to actually enjoy the trip — not just survive it.
Your COO Travel System:
🗓️ Plan backwards → one task per day the week before
🧳 Delegate → packing lists, vendors, errands
✈️ Automate → rides, deliveries, grocery drop-offs
🏡 Reset → come home to calm
✨ Want help coordinating your holiday logistics?
My Home COO can handle the behind-the-scenes — from vendor coordination to packing lists and returns — so you can focus on the memories, not the mayhem.
~Kara
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