How to plan a successful genealogy research trip

The concept of "travel" is deeply ingrained in family history and genealogy research. Many ancestors embarked on significant journeys to new lands, seeking opportunities and better lives. While online resources are abundant, often an in-person visit—sometimes halfway around the world—is necessary to access critical records and materials.

Experiencing an ancestor's homeland firsthand can add a profound dimension to genealogical research. Heritage travel is increasingly popular for those wishing to enhance their genealogical endeavors. This guide provides a roadmap for planning a successful genealogy research trip, whether it's to explore ancestral homelands or gather essential records.

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Preparing for the trip

While preparing and planning for a genealogy research trip can be exciting, make sure every detail and anticipated - as well as unanticipated - situation is covered.

Setting goals and objectives

Be specific. Define clear goals for the trip. Example: "Prove the parentage of ________ using records located at ________." Don't use generalities such as "Find out more about ________."
List family groups and ancestral lines. Create a list based on current research and prioritize which groups and lines should be researched first.

Conducting preliminary research

Gather information. Spend time reviewing current research so time is not wasted at a research facility looking for information already located.
Check a research facility's online resources. Don't waste time at a facility using books that are already digitized and available online. Focus only on records available exclusively in-person at the research facility.
Identify gaps in your research. Use gaps in research to help define research trip goals and objectives.

Choosing the destination

Be specific. Determine specific locations aligned with research goals.
Be flexible. Consider multiple locations if necessary (e.g., libraries, archives, cemeteries, ancestral homes). A rainy day is not good for cemetery research so plan on an alternative indoor location.

Planning trip details and logistics

Once the general, overall goals and objectives are defined, drill down to the specifics.

Creating a trip itinerary

Outline a detailed daily schedule. List times and locations for activities. Also plan some "break time" between activities.
Be specific. Include addresses, opening hours, and contact information for each research facility.
Allow time. Plan for travel time and include breaks between activities.

Budgeting for the trip

Estimate costs. Review likely costs for travel, accommodation, food, and research fees.
Additional expenses. Consider any additional expenses for photocopying, digital copies, or special access fees

Booking transportation and accommodations

Select the best sites. Choose accommodations near key research sites or budget-friendly options further away with extra travel time.
Transportation. Research the best transportation modes, considering flexibility and convenience.

Contacting local resources in advance

Call research sites. Call research sites for up-to-date information.
Reserve time. Schedule appointments or request special access if necessary.

Backup Plans and Emergencies

Weather preparedness. Stay on top of weather developments using websites and mobile apps on a smartphone or computer. Have contingency plans for those segments of the research trip that involve outside work, such as visiting a cemetery. Be flexible and swap a cemetery day with a library research day.
Air travel. Flying to a research location requires patience. Visit the websites for each airport and understand the procedures for getting through security and what can and can’t be brought on board.
Train travel. While traveling by train can be fun and relaxing, rail lines in the United States are often owned by freight companies. These lines have the right of way and are given priority over passenger trains. Don’t count on being on time and allow yourself an extra hour or two to get to your destination.
Car travel. Driving requires being wide awake and with eyes on the road. Avoid distractions and make sure to take breaks if needed. Get plenty of rest the night before and don’t drive sleepy or impaired. Also schedule the car for a tune up before any long trip!
Call home. When traveling solo, check in with a friend or a family member once arriving at the general research destination and then check in daily. For any mishap or delay due to weather, car repair, etc., reach out to a network of friends and fellow researchers via social media. They can help locate places to stay or eat in an emergency.
Health preparedness. Have all medications available. Take smartphone photos of each prescription bottle and information in case they are lost. Find the closest urgent care facility or 24-hour pharmacy. Notify family members and ask for their help.

Genealogy research trip packing list

Here is a basic packing list that works for most genealogists when preparing for a research trip:

Items to print

Store these printable items on a flash drive, portable solid state drive (SSD), as well as at a cloud storage in case you lose the printouts. Don’t store these printouts with checked luggage if instant access to them is needed!

Directions: Include directions mapped online using Google Maps or other mapping sites. Include basic destinations and “if there is time” destinations.
Hours of operation: Call each location on the itinerary including archives, libraries, and repositories. DO NOT RELY ON WEBSITES for this information. Always call ahead.
Policies and procedures: Confirm with each research facility the camera/scanner usage policies. Print out the policies if available online.
Confirmation numbers: For air travel, car rental, and accommodations.
Emergency information: Phone numbers for police, ambulance, hospital, etc. Have the address and phone number for an urgent care facility nearby. Also print information for local office supply stores or pharmacies in case batteries, phone chargers, etc. are needed.
Research information: Print out any reports, family trees and charts from genealogy research databases needed to assist with on-site research.
Blank forms: Blank copies of research logs, family group sheets, and family trees.
Contacts: List names and addresses of relatives or other genealogy researchers in the area.
Favorites and bookmarks: Even when bringing a laptop or tablet computer, create an access point to favorite websites needed for research.
Accounts and passwords: Print a list of all website accounts and passwords. Keep this in a safe place!
ICE – In Case of Emergency: A card or piece of paper with emergency contact information in case something happens. Also list any allergies for medical personnel. Check out mobile apps that help manage this information.

Technology

Flash drives: One or more USB flash drives or SSDs to store research information. Also, include the printed materials listed above. Include a text file on each drive named _Contact Info and list name, phone number and email in case the drive is left behind at a research facility or is lost!
Cloud storage: Set up one or more cloud computing accounts and download the app to a smartphone or mobile device. Use a computer at an archive or library to access these files.
Computer: A tablet computer or laptop. Pack necessary cables, chargers, and peripherals. Make sure to run all updates, especially the latest operating system update, etc.
Cameras and recorders: Include a digital camera or a smartphone that can take photographs and videos. Use these devices not just to record trip memories as well as to scan documents and other items during research.
Smartphone or mobile device: Purchase insurance in case items are lost or stolen on the trip. Also consider a cheap disposable phone for $20 USD or less purchased at a drug store or office supply store.
Global Positioning System (GPS): Most smartphones already have GPS included but take a standalone device if desired. Remember not to leave a GPS device on display in a car when parked since it will attract thieves!
Mobile scanner: Small, lightweight, USB-powered scanners to scan original documents, photos when visiting relatives and other items. Resulting scans should be high quality and stored on a flash drive as well as to a cloud program.

Miscellaneous

Batteries: Take rechargeable batteries (and the charger!) or purchase various sizes of batteries needed.

Change: Coins for photocopiers and parking meters. Yes, some places still take coins and have these devices!
Power strip: Purchase a mini power strip to charge multiple devices. This is also a great way to make new friends at an airport or research facility!
Office supplies: Highlighters, pens, folders, magnifiers, and the like.
First aid kit: Include specific items depending on the type of trip; cemetery research could result in sunburn or bug bites.
Food: Pack favorite snack foods and beverages.
Clothes: Include clothing appropriate to the weather forecast and pack an umbrella. Also, one set of dressy or semi-dressy clothes for last minute invites!

Thank-you gifts: After meeting many helpful people on the trip, a thank you is appropriate. Pack small thank you gifts for people plus family members, interview subjects, and helpful staff. A small plastic sandwich bag filled with candy and a business card is a great idea!

Conducting on-site research

The main goal of a genealogy research trip is to gather information only available in the general research area. Time must be used wisely and maximized to gather the best information possible.

Visiting archives, libraries, and repositories

Navigating archives and libraries. Visit a research facility at opening time. Request a tour or overview of the holdings. Set up a workspace with research tools. Never leave possessions unattended; some facilities have day lockers to store items. Store a call list of items on a smartphone or mobile device to use when walking through the stacks of books and materials.
Requesting and handling documents. Understand a facility's procedures on accessing documents. This may involve call slips or working in a special collections area. Rules may include no photography or scanning, wearing archival gloves, etc.

Exploring cemeteries

Check in with staff. Visit the cemetery office and ask for a map of the cemetery. If burial cards or files are available, request information needed for each person being researched.
Bring basic tools. Have a list of people buried at each cemetery, with row and plot information if possible. Take photos using a digital camera or mobile device. Don't get weighed down with more than what is needed to carry.
Dress appropriately. Wear comfortable shoes and long pants to help guard again snakes and other animals. Carry wet weather gear such as an umbrella or plastic poncho.

Exploring ancestral homes

Check in with staff. For historical homes administered by a local government or historical association, request a map and any information about the home. Inform staff about research goals; they may allow special access to non-public areas. For privately owned homes, schedule an appointment and allow the owner to conduct a tour and provide information.
Take photographs and notes. Be respectful of the home and possessions. Ask if photography is allowed. Takes notes and use the voice recording app on a smartphone or mobile device.

Working with local historians and genealogists

Network with local experts. Especially for foreign research trips or trips where language might be a barrier, consider hiring a local historian or genealogist. Experts will often drive from location to location and assist with research.
Utilizing local genealogical societies and historical societies. Call or contact ahead of time and make appointments to visit society libraries or repositories. Attend a society meeting if possible and request time to talk about the research trip and its goals.

Recording and organizing research findings

Researching on-site, especially during a once-in-a-lifetime trip, requires efficiency and accuracy when it comes to recording information. Solid organization skills help as well so that information can be accessed after the trip.

Taking detailed notes. Create a method for keeping thorough and organized notes. Use digital tools such as a voice recording app on a mobile for efficient notetaking.

Photographing and scanning documents. Understand the camera or scanner and its settings. Quickly review each digital photo on the device for clarity. Carry extra storage (SD cards, USB drives) for devices. Don't spend time on naming digital files; this can be done back at the hotel later or after the research trip.

Organizing and preserving information. Create a system for organizing and storing research materials. Focus on research not on file naming etc.; this can be done at a later time. Also make sure digital files are backed up to the cloud or to storage devices.

Post-trip projects and tasks

After arriving home and taking a well-deserved rest to recover from the research trip, create a list of genealogy projects and tasks that utilize the research information gathered during the trip.

Reviewing and analyzing research. Assess the information gathered, enter it into a research log, genealogy database software, or genealogy website. Cross-reference new data with existing research. Identify new leads and add them to a research "to-do" list.

Sharing your discoveries and trip details. Share findings with family members through social media posts, a presentation at a family gathering, or create a small, printed book. Publishing your research from the trip in genealogy journals and magazines or as a family history book

Explore more about planning a successful genealogy research trip

Generational Tag Team: Practical tips for working together on your genealogical research on the MyHeritage blog
Get set, GO! Planning and Executing a Successful Research Trip webinar at Legacy Family Tree Webinars
Planning Your Irish Research Trip webinar at Legacy Family Tree Webinars