Whether you’re booking travel for your executive boss or a client, they will need a Business Travel Itinerary that reflects all the activities on their trip. As you can imagine, this can be quite an extensive chore but an extremely important one. A travel itinerary is a schedule of events relating to planned travel, generally including destinations to be visited at specified times and means of transportation to move between those destinations. For example, both the plan of a business trip and the route of a road trip, or the proposed outline of one, are travel itineraries (wikipedia).
While adding as much information about the trip is important, try to keep the itinerary as simple as possible so that it can be read at a glance. One way to get started is to utilize a simple Business Travel Itinerary Template provided here. This template allows you to input all of the travel arrangements that are required in the order of events from transportation to the airport, flights, ground transportation, hotel accommodations, meetings and luncheons and dinners, etc. Other travel related templates including itineraries and checklists can be found here.
Once you gather all the information required, using the simple 2 column Business Travel Itinerary template provided, follow these steps to create a Business Travel Itinerary for your client or executive. The template is using tables so you can add and delete rows as desired. Highlight important dates and times by using bold styling and color so the important information can be read at a glance.
- Title – Update the Title information to include your client name and address. Add your company logo if desired.
- Ground Transportation – Update the ground transportation to and from the airport and to the accommodation. Include the type of transportation (Uber, Lyft, Taxi, limo, private car or Shuttle Bus). Include the pick-up location and the confirmation number.
- Flight Information – Update the flight information in the template to include airline, flight numbers, date, times and e-ticket number. Add in any other useful information here such as the airport terminal number, airline 800 number or other booking information that might be needed.
- Accommodation – Update the accommodation information to include the hotel name, address, phone number and confirmation number. Add other pertinent information here such as room rate, check-in and check-out times and other useful information as needed.
- Meetings – Update the meeting information to include the main contact, meeting location, address, room number, time of meeting and telephone number. Other pertinent information such as where the meeting agenda, notes and papers for the meeting are located can be added here.
- Other – Business Travel Itineraries can be as detailed as needed. They can include other events such as budget, lunches, dinners, driving directions, entertainment and lounge information if a long layover is necessary. Emergency Contacts (name, email, and phone numbers) could also be listed here.
Once completed, copies of the itinerary should be distributed to the executive travelling. Other interested parties, including the person in charge while the client is away and family members, should also receive a copy.
Business Travel Itinerary Template
Here is an example of a simple Business Travel Itinerary:
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