Paperwork

[Aussie Wendy]

Now we do all our bookings ourselves not through a TA I have an incredibly HUGE wad of paperwork printed out (transport tix, confirmations, vouchers to exchange for tix + google maps of restaurants in an area, directions to get to places like hotels from train stations, road maps for driving sections etc etc etc....). How does everyone else carry theirs in the most efficient way?

One tip I have read is put them into Dropbox (which I use) so if need be you can print another copy on route - and as back-up a great idea, but I'm a bit reluctant to rely on accessing that or my gmail on the fly. I am sure all you uberplanners have some great suggestions!

 

[aussie shaz]

I'm a huge planner, but not a great organizer. There's always something I forget!

I have all of my print outs etc in a binder in plastic sleeves until we leave, then I just put the plastic sleeves in the luggage or carryon (depending on when we need it). Once it's used, I just chuck it in the bottom of the suitcase.

As I said, not very organized.

 

[LizfromOz]

I print everything out and then put different things into their own envelopes, eg etickets in one, park tickets in another, different envelopes for each hotel, etc. Once used, I throw away. If they get lost or destroyed I can always reprint if need be.

It's always a bit sad watching the pile of envelopes dwindle - means our trip is coming to a close.

 

[areweindisneyyet]

I get an A4 envelope and I file them in order of use before I go like a checklist to make sure I haven't forgotten anything. My husband keeps this in the backpack with the laptop. I have a travel wallet with passports and the travel documents I need that day. When they are used a tear them up and get rid of them. I have an electronic copy if needed. I can then collect memorabilia in the plastic envelope.

 

[aussietravellers]

I just have those A4 plastic envelope looking things. I have a label on each one, then have one for travel doc's (spare copies, extras to the ones I carry on my person in my carry on), one for coupons, one for maps or things to do with touristy attractions. If there is a lot I have the last envelope (for maps and tourist attraction type info) for different destinations in different envelopes.

They all fit nicely in the top part of the suitcase so stay nice and flat.

 

[battymum]

I bought a zip up compendium from office works - it has plastic display sleeves inside as well as lots of pockets and zip up compartments to keep things in - then the whole thing zips up so nothing falls out, I will toss the bits of paper out as they are used.

I have also saved all my emails to an archive folder on iCloud and can access that from my ipad to print things out,

 

[shushh]

With google drive and dropbox, you have the option of having your files saved offline so you don't have to rely on having internet access to be able to see your files.

I also use tripit which is available online.

We do have an A4 folder with printouts just in case, organised in chronological order. We through away as we go but we've found that other than physical paper tickets, we rarely use the paper copies.

 

[zanzibar138]

This was my paperwork for our most recent trip.

One clear folder for each destination, and the pink folder for the whole itinerary, copy of passport, insurance certificate etc.

Within each folder they were filed away in the order that I would need them (eg train tickets at the front, then directions from the train station to the hotel, hotel booking confirmation, then any sight-seeing info/bookings in order of when we would do them).

As they got used, the paperwork got chucked, and the folders went into the big pocket in the front of my suitcase out of the way.

I had email confirmations of pretty much everything, so that was easily accessible if I needed it.

 

[Aussie Wendy]

Thanks for the comments everyone-seems we all do much the same. I am a plastic sleeve girl as well - hadn't thought of buying fastenable ones though as I've just used what's on hand and I quite like Battymum's compendium idea..hmm good excuse for a trip to Officeworks I think. If I can resist all the other cool stationery goodies!

 

[WAMUMOF4]

I also use the A4 folders with the plastic pockets but I do one for each trip and keep it so I can quickly look at where we stayed for places we want to book again I also like to compare the prices we paid for things. If the hotel is one we wouldn't stay at again I write that on the receipt so I can remember at a later date.
My back up is email I guess if I lost a folder it would take awhile to reprint but it's the most important thing after passports to us.

 

[Anne_Aus]

I used my travel wallet seperated inyo sections and then in date order. On top of each sheet I wrote the date and city and highlighted it for quick reference.
I also just threw them away as I finished with it and kept a running record on trip it if I needed access to confirmation numbers on the go

 

[dabecs]

I do similar to everyone else but keep them in a4 zip lock bags (the supermarket style ones). Waterproof and they seal so nothing falls out - and super cheap! I keep one per destination and also throw away as I go.

 

[Toy Story]

I use one of the A4 display books, date ordered with 'tips to remember on that day'.

 

[alicia1506]

i took a pic, but my camera died so i can't upload it

i have a5 sized ziplock wallets for each of us to carry our passport + esta + flight & hotel arrangements for the 1st day + night of our stay. they stay in our handbags/backpacks on our person.

i then have an a4 ziplock document wallet for each person, for each destination, with copies of booking confirmation for flight, hotel, transport & attractions. these are filed in order, and are colour coded by destination. these get kept (1 set per person) in each person's carry on bags.

there is then a master set of these documents kept in my carry on (duplicates in case others are lost/destroyed in luggage).

a list of important numbers, phone numbers, confirmation numbers, emergency contacts etc is kept in a ziplock pouch inside every bag we take (again, duplicates in case of luggage going missing, bags being stolen etc).

it sounds like a lot of hassle, and dead trees, but it doesn't take up much room and it's helpful if wifi/internet is down and you can't get your confirmation for your flights etc. also in case of water damage to luggage, the plastic ziplock document wallets are better for waterproofing than just a plastic binder.

i got my ziplock document wallets in big w for $3 for a 4pack of the a4 size (bought several different coloured packs) and $2 for the 5pack of the a5 versions. crazy clarks sometimes has these as well. i also bought generic ziplock bags (super large for dirty/wet clothes) and smaller (for electrical cords, spare luggage tags and zips and duct tape, miscellaneous goods) for super cheap $1 or $2 per box.

i had all of my documents saved as attachments on a draft email saved in my inbox for both my gmail and hotmail accounts. oh, and i took pics of our passports and ESTA details, flight confirmations etc and kept these saved to a spare memory card that i kept in my wallet.

it may sound a little anally retentive & OCD but it was really helpful and it meant i had a clear program to follow, all of my travellers knew where their documents were at all times, we were super prepared going through customs & security and check in at airports/hotels/shuttles etc.. made for a much smoother trip than if we hadn't been prepared.

 

[WanderlustNZ]

I use one of the A4 display books, date ordered with 'tips to remember on that day'.

I'm the same. Although I'm enjoying reading about everyone else's ideas and might have to consider a few.

I also have a bit of a soft spot for tables and have just typed up my whole itinerary (as it stands at present) in table format. It has parks I want to visit inc. the hours, dining reservations, extra magic hours etc, so I can just scan my eyes down each day and see what I'm doing.

I also quite like the new Disney website for keeping all my itinerary (confirmation numbers etc) in one place.

I have given my husband one job for this trip and that's to scan copies of all important non-digital paperwork (e.g passports and Disney tickets) and save them to our email account.

 

[Aussie Wendy]

Some more great ideas here-thanks all. Alicia you make some great points-in fact making me feel I have been a bit careless in some past trips so prob lucky nothing went wrong! Purchase of extra ziplock wallets on shopping list! We use freebie zip bags from airlines (that had socks/shades etc in them) -we have a couple that are very well made-to keep our batteries, leads etc in...and a separate one for meds.