7 Things to Consider When Booking a Family Vacation

A family holiday has more moving parts than a trip for two. Everyone needs a bed, a meal they will actually eat and a plan for the hottest part of the day, and the youngest travellers have opinions of their own. The good news is that most of the stress can be designed out at the booking stage. Here are the seven things we would check before paying a deposit, roughly in the order they matter.

1. Timing and the school-holiday effect

School holidays are the single biggest factor in the cost of a family trip. Demand rises sharply when schools break up, and hotels, flights and package operators price accordingly. If your children are not yet at school, travelling outside the main holiday weeks is the easiest saving you will ever make.

If you are tied to term dates, there are still ways to soften the impact:

• Look at the first or last few days of a holiday period, which are often less busy than the middle weeks.
• Compare different school calendars. Holiday dates vary between countries and regions, so a destination's own school holidays may not line up with yours.
• Consider shorter breaks in the half-term holidays rather than one long trip at peak season.
• Book early for peak dates. Family rooms are limited, and they tend to sell out first.

2. Room configurations and occupancy rules

A standard double room rarely works for two adults and two children, however small the children are. Before you fall in love with a hotel, check exactly how it can sleep your family.

• Family rooms usually combine a double bed with sofa beds or bunks. Check whether the extra beds are proper beds or fold-out ones, as this matters a lot for older children.
• Interconnecting rooms give parents privacy and older children a little independence. They are often requested rather than guaranteed, so ask the hotel to confirm in writing.
• Suites and apartments with a separate living area let adults stay up after an early bedtime.
• Maximum occupancy rules are strict in many places for fire-safety reasons. Babies often count towards the total, so enter every child's age accurately when you search.
• Cots may be free or chargeable and are usually limited in number. Reserve one in advance rather than assuming it will appear.

3. Location and travel time

A hotel that looks a short way from the beach or the old town on a map can feel very different with a pushchair, a steep hill and a tired four-year-old. Think about how your days will actually work.

Ask yourself how long the journey from the airport or station will take, whether you can walk to food shops and somewhere to play, and whether public transport is simple with children. For city breaks, a central location that saves taxis and long journeys can be worth paying a little more for. You may also find that an apartment suits a city trip better than a hotel; we compare the two in our guide to self-catering on a family city break.

4. Kids' clubs, pools and food

Facilities can make or break a family stay, but the details matter more than the headline list.

• Kids' clubs vary widely. Check the age ranges, whether sessions need booking, whether there is a charge and whether the club runs throughout the year or only in peak season.
• Pools come in many shapes. A shallow children's pool, shade and a lifeguard are worth more to young families than an impressive infinity edge.
• Food is where many trips go wrong. Look for flexible meal times, simple dishes, and a breakfast that can carry everyone through to lunch. Half-board or all-inclusive deals can help with budgeting, but only if the children will eat what is served.

Our list of mistakes parents should avoid when choosing a holiday hotel goes into more detail on what to look for in reviews.

5. Flight times and transfers

The cheapest flight is not always the best value with children. A very early departure might mean waking little ones in the middle of the night, while a late arrival can leave you checking in tired and hungry.

Weigh up the total journey, not just the flight. Factor in getting to the airport, security queues, the flight itself and the transfer at the other end. A slightly pricier direct flight at a sensible time often beats a cheaper connection. Our guide to booking cheaper flights covers how to compare fares fairly, including baggage and seat costs that add up quickly for a family.

6. Budgeting for the extras

The headline price is only part of the story. Before you commit, list the costs that are easy to forget:

• Checked bags, car seats and pushchairs on flights
• Airport parking or transfers at both ends
• Local tourist or city taxes, which are often paid at the hotel
• Kids' club fees, sunbeds, activities and day trips
• Snacks, drinks and ice creams, which add up faster than any adult expects
• Travel insurance for every family member

Setting a realistic daily spending amount before you go removes a lot of holiday arguments. For more ideas on stretching a family budget, see our ways to save money when you travel.

7. Travel insurance and documents

This is the dull part, and it is also the part that can end a trip before it starts.

• Passports: check that every family member's passport is valid for the whole trip and meets your destination's rules. Some countries require a passport to remain valid for a set period after you arrive, and children's passports often expire sooner than adults' ones.
• Visas and entry rules: check requirements for every traveller, including children, well before departure.
• Travelling with one parent: if a child is travelling with only one parent, or with a grandparent or another adult, some countries and airlines may ask for a consent letter or proof of relationship. Rules differ, so check the rules for your destination and carry supporting documents if in doubt.
• Insurance: buy it as soon as you book, so cancellation cover starts early. Make sure it covers every traveller, any pre-existing medical conditions and the activities you plan to do.

Keep digital copies of passports and booking confirmations somewhere you can reach from your phone.

Key takeaways

• Travel dates have the biggest effect on price, so be as flexible as school calendars allow.
• Confirm how the room sleeps your family, including cots and occupancy limits, before booking.
• Judge location by real travel time with children, not distance on a map.
• Check the details of kids' clubs, pools and food rather than the headline list of facilities.
• Compare the whole journey, not just the flight price.
• Budget for extras and buy insurance as soon as you book.
• Check passports, entry rules and consent requirements for every child well in advance.

Frequently asked questions

How far ahead should we book a family holiday?

For school-holiday dates, earlier is usually better because family rooms and interconnecting rooms are limited. Outside peak periods you have more flexibility, and a booking with free cancellation lets you secure a room while keeping your options open.

Is all-inclusive good value for families?

It can be, especially with older children who eat and drink a lot, and it makes budgeting simpler. It is less useful if you plan to spend most days out exploring. Compare the total cost against room-only or half-board plus a realistic food budget.

Do babies need their own passport?

In most countries every child, including a newborn, needs their own passport for international travel. Check with your passport office and your destination's entry rules in good time, as applications can take a while.