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Essential Business Travel Itinerary Templates for Successful Trips

business-travel-itinerary-templates

Planning travel itineraries is one important aspect of an Executive Assistant’s work. Executives usually travel to meet key business partners, pursue game-changing deals, and attend high-profile conferences and meetings. The success of these mission-critical travel plans rests in the hands of smart, capable Executive Assistants (EAs).

To help EAs ace every trip, we’ve created business travel itinerary templates that steamline the travel planning process and establish a consistent standard itinerary that executives will love receiving again and again.

Many of these templates came straight from our Facebook groups for Executive Assistants ! See what nuggets of wisdom our community has to offer and jump into the conversation.   

Conference Travel Itinerary

To have the most successful conference experience possible, executives must follow a military-precise schedule. Conferences demand careful planning over spontaneity; if an attendee wants to network with certain people and attend certain sessions, then they have to follow a carefully engineered itinerary that heavily focuses on logistics.

Must-have details for a conference travel itinerary:

  • The trip’s overall arrival and departure times and essential transportation details. When does the executive need to leave home to make it to the airport? Will she provide her own transportation or has that been pre-arranged? Consider all the little questions you subconsciously ask as you plan your own trips, and include the answers as itinerary details.
  • Travel confirmation/reservation numbers, (These are good to have on hand to make trip details easy for customer service representatives at different transportation hubs to look up if there are questions or issues with the executive’s plans.
  • Parking details, including restrictions, costs, and physical addresses for parking lots and garages, at all destinations. (A tricky parking situation could equal missed meetings or conference sessions.)
  • Seat numbers. (It’s always helpful for a traveler to memorize these.)
  • Addresses of the relevant transportation hubs, such as the airport, car rental office, and train station.
  • Screenshots or printed copies of confirmation emails and tickets.
  • Terminal details. (This is especially important for large airports or train stations where terminals or gates can be miles apart and require travelers to take shuttles to and from.)
  • Printed maps (downloaded from online tools) to use as a backup for cell-phone GPS in areas without reliable internet.
  • Check-in and check-out times and dates and also addresses for all the trip’s lodging.
  • Lodging amenities. Is there an on-site gym, a spa, or maybe laundry facilities? Knowing these key details lets executives better plan trips. For example, a traveler might decide to wake up two hours early every day to hit the on-site gym before the conference starts.
  • Transportation tips. Make it easy for the executive to navigate to and from the hotel. Make notes about restaurants or places of interest within walking distance to the executive’s home away from home. You could also flag hotels that offer shuttle services and hotels near reliable public transportation hubs.
  • Screenshots or printed copies of relevant lodging confirmation emails.
  • Meeting and conference session times and locations.
  • Meal times and snack times. (No one wants to network while hangry on an empty stomach)
  • Work windows. Highlight relatively open time frames when executives can plan to do follow-ups immediately after important meetings and conference sessions. Executives can also use these windows to check in on regular work and associates at the home office.
  • What to wear. You might provide dressing tips based on the executive’s schedule for the day. For example, you might advise the executive to dress casually for a morning breakfast meeting, but tell them to pack a blazer to dress up the outfit if they won’t have time to change before an afternoon meeting.
  • Break times and lengths. Highlight when the executive will have down time to do some work, go to the gym, or just grab coffee. Earn extra brownie points by incorporating elements, such as meditation or family phone calls, important to the executive’s daily routine.
  • Recommended wake up and bed times.
  • Weather forecast and packing suggestions.
  • Places to eat. (Do your Yelp research to avoid leading your executive astray!)
  • Travel pro tips. Outline crowded or touristy areas, high-traffic roads, and other factors influential to the travel experience.
  • Contact information for people attending the executive’s scheduled meetings

Conference travel itinerary template

Media tour itinerary.

media-tour-itinerary-templates

Unlike conference itineraries, media tour itineraries rely on flexibility and leeway. Plan an itinerary with plenty of breathing room in between media meetings to accommodate and even encourage the possibility that meetings will run over time. In the world of the media tour, a long-running meeting might simply mean an executive is building solid relationships with media professionals.

Must-have details for a media tour itinerary:

  • Include the trip’s overall arrival and departure times and essential transportation details, plus arrival times, departure times, and addresses for each meeting of each day. During a media tour, an executive will bounce from location to location, so it’s essential to have all the travel logistics outlined.
  • Last-minute transportation options. (Help executives avoid missed meetings by making sure they have backup options in case the planned transportation choice falls through.)
  • Lodging amenities.
  • Transportation tips.
  • Screenshots or printed copies of confirmation emails.
  • Meeting times and locations.
  • Dockets on the media professionals and their publications. This will help executives prepare for successful meetings.
  • Work windows. Highlight relatively open time frames when executives can plan to do follow ups immediately after important meetings.
  • Places of interest/recommended stops around each meeting location. The busy media tour schedule doesn’t allow executives to do much exploring. Help them get a little taste of the city by calling out easy-access pit stops.  

Media tour itinerary template

International travel itinerary.

international-traveling-itinerary-templates

The success of an international travel itinerary hinges on preparation designed to give travelers the tools they need to understand the basics of communicating and navigating through different countries.

Must-have details for an international travel itinerary:

  • Include the trip’s overall arrival and departure times and essential transportation details. Plan for the executive to arrive early enough to the airport to avoid any travel snafus, and be sure to include arrival and departure details for any connecting flights.
  • Included relevant details on the primary mode of transportation the executive will use to navigate the other country. For example, if an American businessman is taking a trip to London, he’d likely want to have all the London Underground basics down, including what kind of pass the system requires, how to plan routes, and how to understand schedules.
  • Call out relevant international travel applications that could help the executive easily get around.
  • Parking details.
  • Seat numbers and international in-flight meal and drink details.
  • Addresses of the relevant transportation hubs.
  • Details for all terminals. (This is especially important for large international airports or train stations where terminals or gates can be miles apart.)
  • Lodging amenities. Does the hotel have necessary appliance adaptors? Do they offer complimentary Wi-Fi?
  • Transportation tips. Recommend the best ways to navigate the unfamiliar city to make executives feel as comfortable as possible during the trip.
  • Meal times and snack times.
  • Work windows.
  • Pull out some frequently used words in the destination’s native language, especially if most people from the destination speak a language the executive doesn’t know.
  • Include key points from travel guides. Offer some takeaways about local culture, especially cultural norms that impact business interactions. These norms might include things like standard greetings, tipping practices, meeting and eating etiquette, and communication styles.
  • What to wear to avoid looking like an outsider.
  • Recommended wake up and bedtimes to mitigate the effects of jet lag.
  • Weather forecast and packing suggestions, especially if the destination will be in the middle of a season different from the season at home.
  • Places to eat. (You might also include some popular dishes and food “vocabulary” words to help executives navigate menus.)
  • Travel pro tips.

International travel itinerary template

Sales roadshow travel itinerary.

sales-roadshow-itineary-templates

Don’t ever hit the road without a well-planned sales roadshow itinerary.

Must-have details for a sales roadshow itinerary:

  • Include the trip’s overall arrival and departure times and essential transportation details for all roadshow stops.
  • Include relevant details on the primary mode of transportation the executive or executive team will use to get from event to event. Is this an international roadshow, a cross-country roadshow, or simply an intrastate roadshow?
  • Include check in and check out times, dates, and also addresses for all the trip’s lodging.
  • Roadshow times and locations.
  • Weather forecast and packing suggestions for each roadshow location.
  • Places to eat along the road. (Do your Yelp research!)
  • Places to stop along the road. A few quick stops at fun landmarks will help keep executives and salespeople refreshed and ready for the rest of the roadshow.  

Sales roadshow itinerary template

Personal vacation travel itinerary.

Travel-Itinerary-SnackNation

Even relaxed personal vacations can benefit from structured itineraries.

Must-have details for a personal vacation itinerary:

  • Include the trip’s overall arrival and departure times and essential transportation details.
  • Screenshots or printed copies of confirmation emails and tickets
  • Include check in and check out times, dates, and addresses for all the trip’s lodging.
  • Lodging amenities. Does the hotel or rental house have a kitchen, home theater, swanky basement bar, pool, or ping-pong table? Travelers can better plan their trips when they know what they’ll have access to at their home away from home.
  • Places to eat near the hotel or rental.
  • Travel pro tips.  Customize the tips you include according to who the executive is traveling with. Include romantic spots for couples trips, kid-friendly attractions for family trips, and more.
  • Outline times and details for each day’s main entertainment/event.
  • Leave plenty of time for relaxing meals.
  • Plan extras.  The executive will likely provide the day’s main events, but you can look up quick stops on the way to those events and the traveler can pick and choose some spontaneous stops.

Personal vacation itinerary template

Which itinerary would help you? Let us know in the comment section below!

P.S. Many of these templates came straight from our  Facebook groups for Executive Assistants ! See what nuggets of wisdom our community has to offer and jump into the conversation. 

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travel itinerary template for executives

About SnackNation

travel itinerary template for executives

SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome. We provide a monthly, curated selection of healthy snacks from the hottest, most innovative natural food brands in the industry, giving our members a hassle-free experience and delivering joy to their offices.

travel itinerary template for executives

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What a great idea.

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This is a great resource, thank you!

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Great concepts here. Great from those who do a lot of corporate traveling!

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My husband travels often for his work here in Cardiff, and he asked me to find him tips on how to help with his executive travel. We love how you talked about having all the times and details on hand and making sure that you are easily able to skim and find crucial information. We will keep these tips in mind in addition to getting a professional who can help my husband as he travels.

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Thanks Vivian! These tips should definitely help him while he travels.

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Creating a Travel Itinerary for Your Boss

Last updated: July 26th, 2022

C Suite Assistants

A well-organized travel itinerary, for some executives, is the most important aspect of an Executive Assistant’s job.  When done correctly, a travel itinerary can become the most essential part of an executive’s trip.  Details and consistency in any itinerary are key.  The most important part of creating an itinerary is ensuring it is complete and easy to follow.  Of course, there are other ways of creating itineraries, this is just one way that works.  Be sure to leave additional comments or tips in our comments section below!

Here are a few tips on what to include in a travel itinerary for an executive and the best way to setup an itinerary:

Start with the numerical date of the event, and include the day of the week.  Always label times with AM or PM, respectively, and note any time zone changes.  If your boss is traveling to California, but your offices are in California, include both times on the itinerary, e.g., 2:00PM PST (5:00PM EST) so they don’t have to calculate time zones on their own.  We will elaborate more on arranging international travel for executives in a future post.  Use the same font type and size throughout, although the style (bold, italic, underline) may be used to denote special information

Transportation Aside from providing complete, detailed information, it is important to note the chronology of events.  If your boss is flying, be sure to include the departure and arrival airport with the flight and seat numbers, airline, and corresponding times.  For example:

If your boss is flying, be sure to include the departure and arrival airport with the flight and seat numbers, airline, and corresponding times.

If your boss is flying, be sure to include the departure and arrival airport with the flight and seat numbers, airline, and corresponding times.

Including the arrival gate number serves two purposes: first, you may notify the driver who is picking the executive up of the gate, and ensure that you keep the driver updated of any gate changes.  Second, if the gate does suddenly change—while your boss is on the flight, for example, or a last minute gate change upon arrival—your boss can quickly shoot you a text message to let you know the gate has changed.  This keeps everyone informed at all times.

If traveling by train, include the departure and arrival stations with the train’s complete name and number.  Amtrak, for example, hosts a number of departures to/from the same city, some are local, and some run express.  Hopping on the wrong train could cost your boss time and/or money.

For example, two trains depart from Boston, South Station to Philadelphia, PA within five minutes of one another:

Hopping on the wrong train could cost your boss time and/or money.

Hopping on the wrong train could cost your boss time and/or money.

The destination is the same, but the arrival times are almost an hour apart.  The Northeast Regional is a local train arriving at almost 12PM, whereas the Acela Express arrives nearly an hour earlier.  Additionally, holding a ticket for the Northeast Regional but accidentally getting on the Acela Express could cost your boss an additional surcharge once on board.

If your boss does not use a private car service, include the name and phone numbers of local taxi services in each of the areas he/she is visiting.  If your boss is good with their smartphone, install Uber, a car service application which allows users to request a private car.  Read more about Uber (and other apps every executive assistant and their c-suite team needs ), or find a list of Uber’s service areas .

Lodging Hotel information is a vital part of any travel itinerary, and the details of an individual’s stay are just as important as flight/train information.  First, denote the full, exact name and address of the hotel where you’ve made reservations.  Many hotels may have similar names in the same areas, or there may be multiple hotels under the same franchise in the same vicinity.  Include the phone number for the front desk in case your boss needs to get in contact with anyone at the hotel for any reason.  Include the reservation confirmation number as well as check-in and check-out times.

Include the phone number for the front desk in case your boss needs to get in contact with anyone at the hotel for any reason. Include the reservation confirmation number as well as check-in and check-out times.

Include the phone number for the front desk in case your boss needs to get in contact with anyone at the hotel for any reason.  Include the reservation confirmation number as well as check-in and check-out times.

Be sure to note the executive’s final day at the hotel on the itinerary, and include the time they are due to check out.  This will also serve as a reminder to them to actually check out of the hotel so they avoid any potential surcharges.

Meetings, Appointments, and Free Time When noting meetings on an executive’s itinerary, always include the date, time, and location of the meeting, as well as whom the executive will be meeting with, and the topic of discussion, or reason behind the meeting.  Whenever possible, include the location’s phone number (if they are a restaurant or business for example), and the contact information for the individuals involved in the meeting, in case your boss needs to contact them for any reason.

Whenever possible, include the location’s phone number (if they are a restaurant or business for example), and the contact information for the individuals involved in the meeting, in case your boss needs to contact them for any reason.

Whenever possible, include the location’s phone number (if they are a restaurant or business for example), and the contact information for the individuals involved in the meeting, in case your boss needs to contact them for any reason.

As a C-Suite Executive Assistant, it is your duty to be thorough; include pertinent information about any individuals involved in the meeting with your boss, such as their online bio, LinkedIn information, or CV as an appendix to the itinerary.  This will prepare the executive you support with snapshot information before their meeting, so they never have to struggle trying to recall who is who.  Whenever possible, include a photo (such as a LinkedIn profile picture).

Note any free time during the duration of the trip the same way you would a meeting.  Use a different color or font style so that this time stands out to him/her and they can readily identify when they have a break (or what time they have available to reschedule).

Use a different color or font style so that this time stands out to him/her and they can readily identify when they have a break (or what time they have available to reschedule).

Use a different color or font style so that this time stands out to him/her and they can readily identify when they have a break (or what time they have available to reschedule).

Appointments and reservations should always be confirmed the day or two before they are scheduled to occur. 24 hours before a flight or train departure, check with the airline or train station to inquire about potential delays (particularly during cold weather months due to ice/snow). Remember to call credit card companies and banks and notify them of your boss’s plans, locations and dates of travel. Banks and credit card companies will sometimes freeze accounts if they believe there is possible fraudulent activity (activity that is inconsistent with so-called typical activity; example, charges in Wyoming, but your boss’s account is based in New Jersey).

Finally, email an electronic copy to your boss, and to anyone else they request a copy to be sent to (their spouse, business partner, etc.) Print off several copies for him/her to keep in his/her carry-on, briefcase, and/or purse, and print a hard copy for yourself for easy access.

Did we miss anything? Do you have some exceptional assistant tips of your own?

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10 Free Travel Itinerary Templates for Your Next Trip in Google Docs, Excel, & Word

Content Partnership Specialist

March 6, 2024

There are a lot of things that go into planning a trip.

From scheduling flights, booking hotels and car rentals, planning activities, and ensuring all of them fit within your timeline and budget too!

Whether you’re a seasoned traveler or simply someone looking to create an organized travel schedule for your upcoming trip, then you should consider using an itinerary template. 

Itinerary templates help you organize your activities, manage your time , calculate your expenses, give you a breakdown of all your important travel information before a trip, and help you make the most out of your business trip or vacation. 

Head over to the sections below to find out what makes a good itinerary template, and discover 10 free templates you can use to help you plan your next trip! 🏝️

What is an Itinerary Template?

What makes a good travel itinerary template, 1. clickup business travel itinerary template, 2. clickup vacation planning travel itinerary template, 3. clickup event planning itinerary template, 4. clickup 24 hour itinerary template, 5. clickup basic agenda template, 6. clickup conference itinerary template, 7. clickup board meeting agenda template, 8. excel vacation itinerary template, 9. google docs travel itinerary template, 10. microsoft word business trip itinerary template.

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An itinerary is a document that outlines all of the details of your trip, from your flight and hotel reservations to your planned activities and budget, to ensure that everything runs smoothly.

That said, trip planners should turn to itinerary templates to give you ready-to-use and organized fill-in-the-blank pages that you can use for every type of trip. 

Itinerary templates can help business and leisure travelers:

  • Save time, plan more effectively, and provide an organized format for all the important details of their trip
  • Have a digital planner to keep track of all the details they need to consider when planning their travel, such as dates and locations, transportation and accommodations, and activities
  • Get quick access to all of the necessary details in one place
  • Help manage last-minute changes more effectively

Think of these free itinerary templates as your personal travel agent assistant. They’re there to assist you with planning the most important parts of your trip, so you spend more time enjoying the moment than worrying about what’s next and how you’re getting there.

Moreover, creating a detailed travel itinerary is beneficial if you’re visiting a new city or country you’ve never been to before. 

So what should a travel itinerary look like? Let’s take a look!

There are several types of itinerary templates for different occasions. The most commonly used and sought templates are for business trips, vacations, event planning, and global and domestic travels.

And while there are many types of itinerary templates out there, the best ones offer the following basic elements: 

  • Have clear and concise language
  • Organized and easy-to-read format
  • Customizable and easy to edit
  • Easily accessible and sharable 

And if you need to shift your plans around due to unexpected changes, a solid travel itinerary template should offer the flexibility to let you make changes without compromising the flow of your trip. It also shouldn’t require you to start your travel itinerary from scratch.

Ultimately, these templates should help you create a personalized travel itinerary, save time, and stay organized to help you become a better planner.

Speaking of which—here are 10 hand-picked travel itinerary templates that can help you with that! Each one offers a unique format and features. Check them one by one to see which templates suit your needs the best.

10 Travel Itinerary Templates

Ensure that business trips are effectively planned to save time and lower costs using this template

Traveling for work? 

This Business Travel Itinerary Template by ClickUp can help you get all your important travel details and work schedules, all in one place. 

Easily notate your travel dates, hotel information, flight number, and other important information in an organized and easy-to-follow format in ClickUp Docs . If you have multiple travel plans or want to keep your past and future travel itinerary docs in one place, then simply add nested pages under one Doc to keep everything neatly organized and accessible.

And because ClickUp Docs allow you to have full control of sharing permissions and privacy, you can keep your pages private to protect your personal information or securely share them with selected people via a link.

Best of all, ClickUp is available on the mobile app , so you can take your itinerary template wherever you go and access it any time of the day.

Use this free travel itinerary template to streamline your business travel planning process and establish a consistent standard itinerary that you can use again and again.

Streamline your travel planning process using this template

Planning a road trip or exploring a new city?

Whatever type of vacation you’re planning for, this Vacation Planning Travel Itinerary Template by ClickUp can help you create a visual roadmap of your planned activities.

With this free travel itinerary template, you’ll be able to plan your destinations, use ClickUp Custom Fields to add important details such as hotel addresses, type of activity, hours of operation, travel time, accommodations, reservations, and so on to ensure you’re on the right track to hit all the spots you have planned to visit on your trip!

Additionally, this template allows you to visualize your road trip itinerary in Map view, as shown above, and other views in ClickUp, such as List, Embed Board, and Doc view. Each custom view offers a unique look at your travel itinerary to help you visualize and organize your plans in the best way that works for you. 

Use these vacation planning templates to give you the structure and organization you need to plan your next trip and have a stress-free getaway!

ClickUp Event Planning Template allows you to align your team and resources for smooth collaboration to get the job done

Whether you’re born with natural event planning skills or perhaps someone who’s looking to get better at it, this Event Planning Itinerary Template by ClickUp can help you plan your next events with ease!

This event planning itinerary template includes three highly visual ClickUp Views that can be customized for any need, from organizing and scheduling event dates on a List and Board to drag-and-drop planning on a Calendar.

Each view provides pre-built Custom Fields, which allow you and your team to add important details, such as progress percentage bars, payment status, due dates, budget status, and more. You can also create Custom Task Statuses to help identify the stage each task is, keeping everyone in the loop on where each task stands at all times. 

You can download the app on your mobile device to access your tasks regardless of your event’s location, and use this itinerary template to help you become a pro at planning events and start managing all of your business operations, teams, and event planning —all in one place. 

This Template helps you stay focused and organized with a clear daily schedule

Sometimes, it’s best to take things day by day, especially when your workload and to-do lists are getting out of hand. 

Seize the day and stay productive (and motivated) by turning to the 24 Hours Itinerary Template in ClickUp to guide you when creating your daily schedule!

This free itinerary template includes pre-built Custom Fields and Custom Task Statuses to help you easily plan and visualize your daily tasks. And because those features are fully customizable, you can edit and add whatever fields and statuses work best for your workflow.

Use this template to assist you with daily planning , so you easily view all of your to-dos, stay focused on what’s on your plate each day, and make the most of every day!

Use this template to create an organized agenda for your travel

Meetings are a great way to sync with people in real time.

However, without a proper agenda, you might forget to discuss important matters, lose control of the meeting flow, and veer off track, leaving the attendees with more questions than answers or thinking, “this could’ve been an email.” 😅

Don’t let that happen to you! 

Whether you’re hosting a face-to-face or virtual meeting, having a prepared agenda beforehand keeps your meetings productive and helps make the most of your attendee’s time— the free Agenda Template by ClickUp can help you prep for your next meeting.

This template provides you with sections for your meeting details, participants, and so much more. And because this template is available ClickUp Docs, you can easily format the page to support any type of meeting , embed links to add more details to your agenda, and easily share it with your team before the meeting so they can come prepared with insights or questions. 

Use this itinerary template to help you plan and keep your next meetings productive! 

Event planners can use this Conference Agenda Template to help everyone stay on the same page when it comes to planning and organizing events.

Planning a conference and need a conference agenda template ?

This Conference Itinerary Template by ClickUp can help you create, visualize, and manage your events all in one centralized place.

This template offers pre-built views, such as Box, Calendar, and List view, and Custom Fields and Custom Task Statuses to allow you to create your ideal itinerary for your event. Moreover, you can add custom tags to your tasks to add another layer of organization to your itinerary and add new Custom Fields to keep your tasks as detailed as possible as you plan your live or virtual conference events .

And if you need help getting started, no problem. It comes with a Getting Started Guide to help you get familiarized with the template and serve as a guide to help you plan your next event !

ClickUp's Board Meeting Agenda Template serves as an outline to focus on and quickly address the key issues and ensure everyone is on the same page about what needs to be done

A meeting agenda is a must, especially for board meetings. 

The Board Meeting Agenda Template in ClickUp offers pre-built Custom Fields to help board members and leadership create a high-level and organized meeting agenda, and run productive meetings. You may also add single or multiple assignees to each task and subtask to clearly note who’s responsible for completing the task or presenting the topics and check them off the list as each task or topic has been discussed to easily track and note what is yet to be completed.

Use this itinerary template to help you create an organized meeting agenda , keep everyone in the loop ahead of the meeting, and promote open discussion among all participants, which can lead to stronger decisions and better outcomes.

Excel Vacation Itinerary Template

If you’re an Excel user, then this template is for you.

Microsoft Excel offers a handy Vacation Itinerary template that you can use to organize all of your trip details. Whether you want to start a road trip itinerary with friends or a personalized itinerary of your full trip, this trip itinerary template includes entries for flight information, lodging, emergency contacts, activities, and so on. 

Once you’ve filled out the template with the details of your trip, simply save it on your computer or print it to take a physical copy of your itinerary with you or leave a copy for your friends and family while you’re away on your vacation.

Google Docs Travel Itinerary Template

If you like keeping things simple when planning your trips, then this travel itinerary template will work for what you need.

This template allows you to add and edit your travel details, such as destinations, transportation, lodging, and what you need to pack for your trip, in organized tables in Google Docs (where you can also connect to Google Sheets). 

This is one of the many customizable templates that’s free to download. Save it on your computer or print a copy to take with you!

Microsoft Word Business Trip Itinerary Template

Keep your business trips as stress-free as possible by creating a detailed flight itinerary, meeting schedule, and more all on one page. Use Microsoft Word’s Business Trip Itinerary template to keep track of important dates, departure and arrival times, destination addresses, phone numbers, travel time, and other notes about each item on your itinerary. 

Start Planning Your Next Trip with Travel Itinerary Templates

When it comes to planning trips, having an itinerary is key.

But we get it. Making a detailed itinerary can be quite time-consuming. That’s why using an itinerary template can be such a great tool! Stay organized and use the templates we provided above as a starting point for creating your own customized itinerary for your upcoming trips and events.

And if you’re a fan of customizations, then you’ll click well with ClickUp. 

It offers a fully customizable platform with hundreds of features and templates to give you the power to create a personalized experience, connect all your notes and work together, and build a workflow and itineraries that work for you.

Get access to ClickUp’s customizable templates for free today, and start getting excited about planning your next event! 

Bon voyage! 👋

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Business Travel Itinerary Template

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Start Date - End Date

Sunday, January 13, 2019 - Saturday, January 19, 2019

Business Travel Itinerary Template

Planning a business trip? Help employees and executives keep track of travel arrangements and appointments with Jotform’s Business Itinerary PDF Template. Important travel details will be instantly converted into a mobile-friendly PDF itinerary that can be easily accessed on any device — with or without internet — and printed out if needed.

This itinerary template contains flight, transportation, and lodging information along with scheduled activities. Using Jotform’s PDF Editor, you can rearrange the template layout, add form fields, include conference or meeting times, and even plan a little extra time for sightseeing. By transforming travel details into polished, professional PDFs, you can make every upcoming business trip a success.

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Itinerary Templates

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About Itinerary Templates

The journey of a thousand miles begins with a single step — or one carefully thought-out itinerary. Whether you’re a travel agent, event coordinator, wedding planner, or someone organizing an annual family road trip , you can instantly create schedules for any upcoming occasion with Jotform’s Itinerary PDF Templates.

Using our drag-and-drop PDF Editor , you can reorganize the itinerary template layout and include additional activity fields to help you plan every moment. When users fill out your customized itinerary form, their information will automatically be saved as PDFs that can easily be printed or sent electronically to everyone on the guest list. Once downloaded, these mobile-friendly PDF itineraries can quickly be accessed on phones, so even when internet isn’t available, everything can still go according to plan.

Frequently Asked Questions

1) what are the subtypes of itinerary templates.

There are itinerary templates for events, vacations, conferences — you name it! You can use travel itineraries — which include information about flights, hotels, tickets, vacation packages, and more — as well as business itineraries for conference schedules or meetings. Plus, you can fully personalize your itinerary for any trip you’re planning, whether that’s a road trip, a bachelor party, or an all-inclusive cruise.

2) What is the purpose of using an itinerary template?

The purpose of an itinerary template is to provide a structured plan for a trip or event. It outlines all the details of the event, including activities, schedules, budgets, to-do lists, and more. An itinerary template can help you organize and streamline the planning process both more productive and enjoyable, whether you’re putting on a conference or a small event for friends.

3) What are the benefits of using an itinerary template?

An itinerary template helps with time management and organization. It helps you lay out the details of an engagement in advance, saving you time and hassle once the event actually happens. Itinerary templates are also great for communicating details with others, as you can send them out to everyone involved to communicate logistics. Lastly, itinerary templates are useful when budgeting for expenses because you can estimate and track costs in one place.

4) How do I create an itinerary template?

You can create an itinerary by heading over to Jotform’s PDF templates library. We have you covered with multiple itinerary templates to choose from — no matter your needs. Simply pick the template that works best for you, click Use Template, and customize it in our PDF Editor. When you’re finished, you can share it via email or link or embed it in your website in seconds.

5) What information should be included in an itinerary template?

Generally, an itinerary template should include the major elements of the event or trip. For example, if you’re making a flight itinerary, make sure to include flight numbers, boarding times, terminals, and confirmation numbers.

If you’re making a conference itinerary, list the conference name, date, start time, location, sessions, and other details. Include a day-by-day or hour-by-hour breakdown of the schedule, depending on the length of your event.

The best way to construct an itinerary is to step back and think about all the information you would need to know as a traveler or attendee. This could include everything from budget and accommodation to meals and contact information, so take time to flesh out all the details.

6) Can I customize an itinerary template to suit my specific needs?

The beauty of the itinerary template is that you can adjust it to meet your requirements seamlessly. With Jotform’s intuitive drag-and-drop PDF Editor, you can rearrange sections, add new form fields, adjust fonts and colors, drop in your own logo, and much more. When you’re done, you can share it through email or a link with anyone who needs it. Plus, our mobile-friendly PDF itineraries work great on any phone, tablet, or computer, so your users can access them even if they’re traveling without a great internet connection.

7) Where can I find free itinerary templates online?

You can find free itinerary templates with a quick Google search. But, while there are many options to choose from, not all free itinerary templates are created equal. If you have to download a template as a Word document or PDF, editing them can get tricky, depending on which operating system or tools you use.

Jotform’s itinerary templates are completely free to use and easy to edit. Just choose the one you want to use, customize it in our PDF Editor, and you’re ready to go. You can create and share a robust itinerary in minutes.

8) How do I add accommodations and transportation details to an itinerary template?

You can add accommodation and transportation details to your itinerary template by replacing the text from the sections in one of our templates or by adding new sections to your itinerary.

You can include handy charts, color-block your sections, or create a snappy form design to make sure your users can absorb the information at a glance. To make your accommodation and transportation details even more organized, consider using standard formatting, bullet points, charts, and clear headings to enhance readability.

9) Can I share my itinerary template with others?

Yes! An itinerary wouldn’t be very useful if no one could see it except you — which is why Jotform has made this part as easy as possible. When you’re finished customizing your template, navigate to the Share button in the upper right corner of the PDF Editor. From there, you can create a link to share your document or invite users by email. You also have the option to grant private or company access, adjust permissions, and more.

10) Is it possible to create an itinerary template for multiple destinations?

Yes, you can create an itinerary template that covers multiple destinations for an event or trip! For example, if you’re organizing a company retreat with multiple destinations (think Chicago to New York or Paris to Berlin), you can create schedules for each location in the same itinerary. Put your stops on different pages or create separate charts with their activities. This way, you won’t have to send multiple documents to attendees.

11) Can I integrate a map or GPS coordinates into an itinerary template?

You can add a map as an image in your itinerary template to help guide attendees. You can also include information like the name and GPS coordinates of the destination in the template to make sure your attendees know where they’re headed.

12) How can an itinerary template help me stay organized during my trip?

An itinerary template can help you stay organized during your trip by eliminating unknown factors that may cost you time and money. For instance, if you book a bus to your day trip destination in advance, you won’t have to run around trying to find a way there the day of. An itinerary also helps you keep all the details about your day in one place so you won’t have to dig through your email searching for tickets or schedules.

One of the biggest perks of an itinerary is that it helps you manage your budget. Planning your budget in advance helps you estimate how much you’re going to spend and when, which also helps you add contingency funds should any surprises pop up.

And speaking of surprises — believe it or not, an itinerary can actually help with flexibility as well! Any trip will throw unexpected changes at you, but having your plans in one place will make it easier to rearrange specific activities or incorporate more time into your schedule with ease.

13) Are there any best practices for using an itinerary template?

There are several best practices that will help you get the most out of your itinerary template. The first one is to customize the template to your needs — adding all the details specific to your event will help you cover all your bases. Keep the information concise, so attendees don’t feel overwhelmed by too much text on the page.

It’s best to use a digital format such as a PDF for your itinerary, since paper itineraries are easy to lose or destroy. Be sure to share your document with all your attendees, so no one’s in the dark — and be sure to update it if any last-minute changes pop up!

14) How can I optimize my itinerary template to maximize my time during the trip?

Every itinerary will be different, depending on what each person enjoys. If you’re someone who likes to account for every minute of a trip, you can make a really robust itinerary. On the other hand, if you prefer to have some wiggle room, you can schedule one or two activities and leave the rest of your time to mosey around town.

In general, you can optimize your itinerary by prioritizing a couple must-see destinations and grouping activities together based on location. For example, if you’re headed to Barcelona and you’re most excited to see the Sagrada Familia, then you should plan a day in that part of town — and if a restaurant you wanted to try happens to be nearby, you can group those activities together.

It’s also wise to research transportation options in advance, because getting from one place to another often takes up the most time on trips. Be mindful of how long it’s going to take you to get somewhere — you might find it’s better to snag a cab than brave the train.

Lastly, plan in some buffer time and go with the flow! Nothing will ever go perfectly on a trip, but remember that it’s just as much about the journey as it is about the destination.

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Business Travel Itinerary

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Organize your business travel details in one place

What is business travel itinerary template.

Traveling for business can be a complex task with numerous details to keep track of. From flight information to accommodation details, meeting schedules, and contact information, it's crucial to have all these details organized and easily accessible. That's where our Business Travel Itinerary Template comes in. With Lark's advanced features, you can input all your travel details in one place, making it easy to access and update as needed. This template includes fields for date, departure time, arrival time, flight information, accommodation, meeting details, contact information, and other notes.

travel itinerary template for executives

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Who is this Business Travel Itinerary Template for?

This template is perfect for professionals who frequently travel for business, including executives, sales representatives, consultants, and more. It's also ideal for administrative assistants or travel coordinators who manage travel arrangements for others. With this template, you can:

- Keep all your travel details in one place, reducing the risk of missing important information.

- Easily update and modify your itinerary as plans change.

- Share your itinerary with colleagues or family members so they can keep track of your travel plans.

- Access your itinerary from any device, making it easy to check details on the go.

Why use this Business Travel Itinerary Template?

Using a business travel itinerary template can significantly simplify your travel planning process. Here's why you should consider using this template:

- Efficiency: Instead of juggling multiple documents or emails, you can keep all your travel details in one place. This not only saves time but also reduces the risk of missing important information.

- Flexibility: Plans change, and with this template, you can easily update your itinerary as needed. Whether it's a flight delay or a last-minute meeting, you can quickly adjust your plans and keep everything organized.

- Accessibility: With Lark, you can access your itinerary from any device. Whether you're at the office or on the go, you can quickly check your travel details.

- Collaboration: If you're traveling with colleagues or need to share your itinerary with others, this template makes it easy. You can share your itinerary with just a few clicks, ensuring everyone is on the same page.

Get Started with Business Travel Itinerary Template.

Follow these few steps to get started with Lark templates:

1. Click 'Use this template' on the top right corner to sign up for Lark

2. After signing up for Lark, you will be directed to the Business Travel Itinerary Template on Lark Base. Click 'Use This Template' on the top right corner of Lark Base to copy a version of the Business Travel Itinerary to your workspace.

3. Change fields of the template to fit your needs

4. Take advantage of the full potential of this Business Travel Itinerary Template.

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What is Lark used for?

How is Lark different from all the work collaboration tools?

Need help with this template?

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Reference List

Create a professional reference list for your research papers and publications, simple will, create a simple will to distribute your assets.

travel itinerary template for executives

Grant Proposal

Streamline your grant proposal process and increase your chances of securing funding, essay format, format your essays with ease using this template.

travel itinerary template for executives

Budget Tracker

Track your expenses and income with ease, letter of support, show your support with a letter of endorsement, college essay, streamline your college essay writing process with this comprehensive template, thank you letter, express gratitude and follow-up with personalized thank you letters, create your own game board with ease.

travel itinerary template for executives

Collection Letter

Streamline your collection letter process with this customizable template, bullet journal, stay organized and productive with a bullet journal template, news article, create professional news articles with ease, birthday calendar, never miss a birthday with this customizable birthday calendar template.

travel itinerary template for executives

Monthly Bills

Stay on top of your monthly bills with ease.

travel itinerary template for executives

Visualize your data on a bubble map

travel itinerary template for executives

Create an elegant gala event booklet

travel itinerary template for executives

Stock Certificate

Create professional stock certificates for your shareholders.

travel itinerary template for executives

Exit Interview

Streamline your exit interview process and gather valuable feedback from departing employees, financial plan, manage your personal finances with ease.

travel itinerary template for executives

Value Proposition

Create compelling value propositions for your target customers, event proposal, create professional event proposals with ease, verification of employment letter, verify employment details with ease.

travel itinerary template for executives

Doctor Excuse

Generate doctor excuse notes for patients, policies and procedures, manage and track your organization's policies and procedures, job posting, create professional job postings with ease, movie script, create a movie script with ease, food journal, track your daily meals and nutritional intake with ease.

travel itinerary template for executives

Memo Format

Create professional and organized memos with ease, corrective action plan, track and manage corrective actions for identified issues, mission statement, craft a compelling mission statement for your organization.

travel itinerary template for executives

To Whom It May Concern Letter

Create professional recommendation letters with ease.

travel itinerary template for executives

Keep track of your calls and follow-ups with ease

Waiver of liability, create a waiver of liability for your activities, track your business financial performance and growth.

travel itinerary template for executives

Monthly Work Schedule

Manage your team's work schedule with ease.

travel itinerary template for executives

Block Schedule

Organize your school's block schedule with ease, birthday list, keep track of birthdays and gift ideas for your friends and family.

travel itinerary template for executives

Journey Map

Visualize and analyze customer journey with ease, create a comprehensive site map for your website, notary acknowledgement, create professional notary acknowledgement templates with ease, job proposal, create professional job proposals with ease.

travel itinerary template for executives

Rent Ledger

Track rent payments and balances with ease, cleaning checklist, efficiently manage cleaning tasks with this comprehensive checklist template.

travel itinerary template for executives

Potluck Sign Up Sheet

Organize your potluck event with ease.

travel itinerary template for executives

Birth Certificate

Create personalized birth certificates for newborns, questionnaire, create engaging and interactive quizzes with our questionnaire template, certificate of origin, create professional certificate of origin documents with ease, envelope address, create professional envelope addresses with ease, notarized letter, create professional notarized letters with ease.

travel itinerary template for executives

Stakeholder Analysis

Analyze and manage project stakeholders effectively.

travel itinerary template for executives

Instagram Carousel

Create engaging instagram carousels with ease.

travel itinerary template for executives

Decision Matrix

Make informed decisions with the decision matrix template.

travel itinerary template for executives

Create stunning mood boards with a variety of visual elements

List of references, create a comprehensive list of references for your research projects, bill of lading, create professional bill of lading documents with ease, monthly expenses, track and manage your monthly expenses with ease, reference sheet, organize and manage your references with ease, efficiently manage household chores with this chore list template, happy birthday, plan and organize birthday celebrations with ease.

travel itinerary template for executives

Blank Bingo

Create your own customized bingo game, bank statement, track your financial transactions and balance with ease.

travel itinerary template for executives

Create a personalized birth plan for a smooth delivery

Free itinerary, create a personalized travel itinerary with ease.

travel itinerary template for executives

Custody Agreement

Create a comprehensive custody agreement for co-parenting, visualize your data with a colorful bar graph.

travel itinerary template for executives

Policy And Procedure

Standardize your company policies and procedures with this template.

travel itinerary template for executives

Track and manage handovers between team members

travel itinerary template for executives

Create professional and customizable quotes for your clients

Contractor estimate, estimate the cost and materials needed for your construction project, itinerary temp, plan your travel itinerary with ease, create a personalized will with ease, free work schedule, efficiently manage employee schedules with this free work schedule template, manage your cloud resources with ease.

travel itinerary template for executives

Rent To Own Contract

Create a rent-to-own contract for tenants and landlords, sales funnel, track your sales pipeline and manage deals effectively, budget proposal, create a budget proposal for your projects.

travel itinerary template for executives

Create professional doctor's note templates for patients

travel itinerary template for executives

Script Format

Create professional scripts with ease, gift letter, create personalized gift letters for donors and recipients.

travel itinerary template for executives

Letterhead Word

Create professional letterheads with ease, missing person, track missing persons and their case details.

travel itinerary template for executives

Contractor Agreement

Create a comprehensive contractor agreement with ease, recommendation letter, create personalized recommendation letters with ease, wanted poster, create a professional wanted poster for fugitives, monthly budget, track your monthly budget and manage your expenses with ease, letter of recommendation, create professional and compelling letters of recommendation, doctors note, keep track of patient visits and medical recommendations with this doctor's note template, create a professional newspaper with ease, vision board, visualize your goals and dreams with a vision board, create professional and personalized envelopes for your business, business plan, create a comprehensive business plan with ease, project plan, plan your projects with ease.

travel itinerary template for executives

Create professional newsletters with ease

travel itinerary template for executives

Account Based Marketing

Manage your account-based marketing strategies effectively.

travel itinerary template for executives

Price Matrix

Track and compare product prices, bulk prices, and vendor details.

travel itinerary template for executives

Content Calendar

Organize and plan your content strategy with ease.

travel itinerary template for executives

Product Roadmap

Track and manage your product features with ease.

travel itinerary template for executives

Gantt Chart

Track your project progress with a comprehensive gantt chart.

travel itinerary template for executives

Availability

Manage your resources and schedule with ease, inventory sheet, manage your inventory with ease and precision, income statements, streamline your request for quotation process with this rfq template, manage your projects efficiently with a clear overview of all activities, project status report, track your project's progress, budget, and health with ease.

travel itinerary template for executives

Requirements Gathering

Streamline your project requirements with a comprehensive overview.

travel itinerary template for executives

Staff Availability

Manage your staff's availability with ease and efficiency.

travel itinerary template for executives

Weekly Stand Up Meeting

Streamline your weekly stand-up meetings and keep track of team progress.

travel itinerary template for executives

Release Management

Manage your software releases efficiently and effectively, networking spreadsheet, manage your professional contacts and networking activities effectively, process documentation, streamline your business processes with a comprehensive documentation, account planning, streamline your account management and planning process.

travel itinerary template for executives

Action Item

Track and manage your team's tasks efficiently.

travel itinerary template for executives

Business Requirements Document

Streamline your project requirements with a comprehensive and organized approach, communications plan, streamline your communication strategy with a comprehensive plan.

travel itinerary template for executives

Post Mortem

Analyze your projects, identify successes and failures, and improve future endeavors.

travel itinerary template for executives

Party Planning

Organize your party planning with ease and efficiency.

travel itinerary template for executives

Vacation Itinerary

Plan your dream vacation with ease, business model canvas, visualize, design, and reshape your business model with ease, track your company's financial health with a comprehensive p&l statement, manage your marketing campaigns effectively and efficiently.

travel itinerary template for executives

Production Schedule

Streamline your production process with a comprehensive schedule, sprint planning, streamline your sprint planning with a comprehensive overview of tasks, assignments, and deadlines, construction daily report, track your construction project progress daily.

travel itinerary template for executives

Product Backlog

Manage your product backlog with ease and efficiency, release plan.

travel itinerary template for executives

10 Year Plan

Plan your personal and professional life for the next 10 years.

travel itinerary template for executives

Event Run Of Show

Efficiently plan and manage your event schedule, 3 year plan, plan your business objectives and strategies for the next three years, order tracker, track your orders and deliveries in real-time, grant management, manage your grants effectively and efficiently, trade show planning, streamline your trade show planning process.

travel itinerary template for executives

Manage your customer relationships with ease

Training plan, streamline your training sessions with a comprehensive plan.

travel itinerary template for executives

Project Outline

Streamline your project management with a comprehensive outline, organize your meetings effectively with a comprehensive overview, interview guide, streamline your interview process with a comprehensive guide, manage and organize your team's profiles in one place, vendor management, manage your vendors, contracts, and services in one place, real estate schedule, manage your real estate showings, agent details, and property status in one place.

travel itinerary template for executives

Jira Checklist

Streamline your project management with a comprehensive checklist, class schedule, organize your class schedule with ease, marketing campaign, plan, track, and analyze your marketing campaigns in one place, design brief, streamline your design projects with a comprehensive brief, manage and analyze your product reviews in one place.

travel itinerary template for executives

Compare and contrast different products with ease

Project milestone, track your project milestones with ease and precision, track your events, responsibilities, and status with ease, manage your projects efficiently with a clear overview of tasks, deadlines, and priorities.

travel itinerary template for executives

Holiday Schedule

Manage your team's holiday schedule with ease.

travel itinerary template for executives

Interior Design Schedule

Manage your interior design project with ease, legal case management, manage your legal cases efficiently and effectively, grant calendar, track and manage your grant applications with ease, sales training plan, streamline your sales training with a comprehensive plan.

travel itinerary template for executives

Key Policy For Employees

Manage and track your employees' key issuance and return with ease, track your project milestones, dependencies, and status with ease, book of business, manage your client's financial portfolio with ease, long term planning, strategize your long-term goals and track progress with ease, action plan for students, track your goals, actions, and progress with ease.

travel itinerary template for executives

Story Mapping

Map your user stories and prioritize tasks with ease, social media content calendar, plan, schedule, and manage your social media posts effectively, hourly calendar, organize your day with precision using the hourly calendar template, marketing strategy, strategize your marketing efforts with clear objectives, target audience, key messages, and more, personal budget, performance evaluation, streamline your employee performance evaluations with ease, contact list, organize your contacts in one place, invoice tracker, track your invoices and payments with ease, schedule of real estate, manage your real estate activities with ease, media brief, organize your media briefs with ease and efficiency, manage your it assets efficiently and effectively, vacation coverage plan, ensure smooth operations during employee vacations with a comprehensive coverage plan.

travel itinerary template for executives

Msp Client Onboarding Checklist

Streamline your client onboarding process with a comprehensive checklist.

travel itinerary template for executives

Product Testing

Track and manage your product testing with ease, talent planning, track and plan your employees' career development, volunteer spreadsheet, manage your volunteers and their contributions effectively, intern onboarding, streamline your intern onboarding process with ease, product training, streamline your product training process with a comprehensive schedule, retrospective, track and improve your team's performance with a retrospective template.

travel itinerary template for executives

Risk Matrix

Manage and mitigate risks effectively with our risk matrix template, project overview, manage your projects effectively with a comprehensive overview, google calendar, manage your events, meetings, and appointments with ease, organize your tasks, groceries, work, and home maintenance with ease.

travel itinerary template for executives

Sprint Retrospective

Track and improve your team's sprint performance, event program, streamline your event planning with a comprehensive schedule, staff schedule, efficiently manage your staff's schedule and roles, track and improve your employees' performance with ease, product comparison.

travel itinerary template for executives

Track your project tasks and employee hours with precision

Activity calendar, organize your team's activities with a comprehensive calendar.

travel itinerary template for executives

Product Design

Streamline your product design process with a comprehensive overview, project portfolio management, manage your projects, track progress, and align with strategy.

travel itinerary template for executives

Free Pay Stub

Manage your employee payroll with ease and accuracy, manage your project tasks, deadlines, and deliverables effectively, operations plan, streamline your operations with a comprehensive plan.

travel itinerary template for executives

Goal Tracking

Track your personal and professional goals with ease, training schedule, organize and manage your training sessions effectively.

travel itinerary template for executives

Lifecycle Powerpoint

Manage your project lifecycle with ease and precision.

travel itinerary template for executives

Grant Tracking

Track your grants, deadlines, status, and more with ease.

travel itinerary template for executives

Conference Itinerary

Organize your conference itinerary with ease.

travel itinerary template for executives

Subscription

Manage your subscriptions with ease and never miss a renewal date, sprint demo, track and manage your sprint demos with ease.

travel itinerary template for executives

Consultant Timesheet

Track your consultants' work hours and billable status with ease, project scope, define your project's boundaries with clarity and precision, track and achieve your personal and professional goals with ease, project management plan, manage your project tasks, resources, and timelines effectively, manage your project estimates with ease and precision, manage your sales and purchases with a comprehensive proforma invoice, hourly weekly schedule, organize your week with precision and ease.

travel itinerary template for executives

Request For Quote

Streamline your procurement process with a comprehensive rfq template, strategic roadmap, strategically plan your company's future with a comprehensive roadmap.

travel itinerary template for executives

5 Whys Root Cause Analysis

Identify, analyze, and solve problems effectively, manage your volunteers and their tasks efficiently, purchase order, streamline your purchase order process with ease.

travel itinerary template for executives

Donation Tracker

Track your donations and donors with ease, requirements document, manage your project requirements with ease and efficiency, marketing brief, plan and execute your marketing strategies effectively, monthly goals, track and manage your monthly goals effectively, track, manage, and resolve issues efficiently, travel planner.

travel itinerary template for executives

Board Meeting Agenda

Streamline your board meetings with a comprehensive agenda.

travel itinerary template for executives

Fundraising

Track your donors, donations, and follow-ups with ease, project retrospective, analyze your project's success and areas for improvement, conference planning, effortlessly plan and manage your conferences.

travel itinerary template for executives

Product Launch Plan

Efficiently plan and track your product launches, manage your project backlog with ease and efficiency, sprint planning meeting, streamline your sprint planning meetings and keep track of your team's progress.

travel itinerary template for executives

Reporting Specifications

Streamline your reporting process with a comprehensive overview, 24 hour planner, plan your day hour by hour with this 24 hour planner template, workback plan, streamline your project management with a comprehensive workback plan, template management, manage your templates effectively and efficiently, event schedule, organize and manage your events with ease, resource planning, efficiently manage your resources and tasks with a comprehensive view, construction proposal, manage your construction proposals efficiently, project kickoff, kickstart your projects with a comprehensive plan.

travel itinerary template for executives

Organize and analyze your data with ease

travel itinerary template for executives

Best Practices Documentation

Document and implement best practices across various business functions.

travel itinerary template for executives

Supply Request Form

Streamline your supply requests with a simple and efficient form, legal case management spreadsheet.

travel itinerary template for executives

Legal Case Tracking

Track and manage your legal cases efficiently, track and manage your project tasks efficiently, account plan, manage your client relationships effectively with a comprehensive account plan, employee task list, manage your team's tasks efficiently and effectively, weekly goals, track and manage your team's weekly goals with ease, daily task employee task list, streamline your daily tasks and improve productivity, deliverables, track and manage your project deliverables with ease, project pipeline, manage your projects efficiently with a clear overview, streamline your order management process with ease, track and evaluate participant performance with ease, manage your request for information (rfi) process with ease, professional development plan, track your professional growth and plan for future skills with ease, competitive analysis, analyze your competition with a comprehensive overview, google sheets calendar temp, manage your personal and professional life with a comprehensive calendar.

travel itinerary template for executives

24 Hourly Schedule

Organize your day with a 24-hour schedule, create a new database from the time card, track your employees' work hours and tasks efficiently, case management, manage your cases efficiently and effectively, risk benefit analysis, analyze the potential benefits and risks of your business decisions, business case, streamline your business case creation process, manage your projects efficiently with a comprehensive overview, gap analysis, identify and address gaps in your business operations, workforce planning, streamline your workforce planning with a comprehensive overview of your employees, streamline your project management with clear roles and responsibilities, streamline your testing process with a comprehensive test case template.

travel itinerary template for executives

30 60 90 Day Plan

Streamline your first 90 days in a new role with a clear plan, performance review, streamline your performance review process with a comprehensive template, strategic planning, strategically plan and track your company's goals with ease.

travel itinerary template for executives

Software Comparison

Compare and choose the best software for your needs, interview notes, streamline your interview process with a comprehensive overview of each candidate, success plan, track your goals and measure your success with ease, risk register, manage and mitigate potential risks with a comprehensive overview, creative brief, streamline your project management with a comprehensive creative brief.

travel itinerary template for executives

Student Progress Tracker

Track and analyze student progress with ease, construction budget template goog, track your construction budget with ease and accuracy, employee availability, manage your team's availability and shift preferences with ease, sprint backlog, manage your project tasks efficiently with a sprint backlog.

travel itinerary template for executives

Google Docs Timeline

Track your project's progress with a comprehensive timeline, elevator pitch, craft compelling elevator pitches with ease, strategize your business goals and objectives with ease, event budget, track and manage your event expenses effectively, team charter, streamline your team's mission, roles, and norms with a comprehensive team charter, social media calendar template goog, streamline your social media posts and track engagement metrics.

travel itinerary template for executives

Travel Itinerary Template Go

Plan your travel itinerary with ease and precision, project deliverables, work breakdown structure, streamline your project management with a detailed work breakdown structure, implementation plan, streamline your project implementation with a clear and concise plan, organize your meetings effectively with a detailed agenda.

travel itinerary template for executives

Manage your projects, tasks, and deadlines with ease

travel itinerary template for executives

Expense Report

Track and manage your team's expenses with ease, weekly schedule, organize your week efficiently with a clear schedule, time blocking, organize your day efficiently with time blocking.

travel itinerary template for executives

Standard Operating Procedure

Streamline your operations with our standard operating procedure template, google docs itinerary, plan your business trips with ease and precision, root cause analysis, analyze, track, and prevent incidents with a comprehensive root cause analysis, performance improvement plan, track and manage employee performance improvement plans, market analysis, analyze your market with precision and ease, 12 week year, plan and track your goals and actions for each week of the year.

travel itinerary template for executives

Profit And Loss

Track your company's financial performance with ease, action plan, streamline your project management with a comprehensive action plan, cost benefit analysis, analyze the cost and benefits of your projects with ease, products list, manage your product inventory with ease, organize your events, meetings, and activities with ease, cost analysis, analyze and manage your company's expenses effectively, project charter, streamline your project management with a comprehensive project charter, income statement, travel itinerary.

travel itinerary template for executives

Streamline your project management with a comprehensive workflow

Manage your project risks, assumptions, issues, and dependencies with ease, vendor list, manage your vendors efficiently and effectively, mutual action plan, streamline your business objectives and action plans with mutual action plan templates, daily schedule, organize your daily activities with a clear and concise schedule, track your expenses and savings with ease, go to market strategy, strategize your market entry with comprehensive planning, risk assessment, manage and mitigate risks effectively with a comprehensive overview, raci matrix, workback schedule, streamline your project management with a detailed workback schedule, action items, track and manage your team's action items effectively.

travel itinerary template for executives

Business Plan Temp

Craft a comprehensive business plan with ease.

travel itinerary template for executives

Proof Of Concept

Track and manage your innovative projects with ease, free business plan, streamline your business planning process with a comprehensive template, timeline template go, track your project's progress from start to finish, smart goals, track and achieve your goals with precision and clarity, process mapping, streamline your project process with a clear roadmap, gantt chart template goog, manage your project timelines and tasks efficiently, vacation planning, staff roster, manage your team's information and hours with ease.

travel itinerary template for executives

Sales Tracker

Track your sales, analyze trends, and maximize profits.

travel itinerary template for executives

Uat Sign Off

Track and manage your user acceptance testing (uat) with ease.

travel itinerary template for executives

Technical Debt Register

Track, manage, and resolve technical debts efficiently, marketing calendar, plan and track your marketing campaigns with ease, sample rollout plan, streamline your product rollout with a comprehensive plan, photo directory, create a comprehensive photo directory for your organization, process flow chart, visualize and streamline your sales process, investment agreement, track and manage your investment agreements with ease.

travel itinerary template for executives

College Schedule

Organize your college life with a comprehensive schedule, meeting tracker, track your meetings, attendees, and action items with ease, plumbers invoice, manage your plumbing services invoices with ease.

travel itinerary template for executives

Employee Daily Activity Report

Track and manage your team's daily activities efficiently, work breakdown, streamline your project management with a comprehensive work breakdown.

travel itinerary template for executives

Html Report

Create comprehensive html reports with ease, plan and manage your events with ease, end of day report, track your team's daily progress with ease, cna report sheet, track and manage patient care with ease, rank tracker report, track your keywords and their performance across different search engines.

travel itinerary template for executives

Classroom Seating Chart Whiteboard

Organize your classroom seating with ease and efficiency, delegation of authority matrix, streamline your task delegation and authority levels with ease, executive project status report, track your projects' progress, budget, risks, and more in one place, decision log, track and manage your team's decisions with ease, simple payment agreement, manage your payment agreements with ease and precision, medical chart, manage your patient's medical records efficiently, level 10 meeting, streamline your team meetings with the level 10 meeting template, capability matrix, track and manage your team's skills and certifications, benchmark analysis, analyze your competitors' strengths, weaknesses, and opportunities, content plan, streamline your content planning and execution with ease, seo competitor analysis, analyze your competitors' seo strategies and improve your own.

travel itinerary template for executives

Campaign Brief

Streamline your marketing campaigns with a comprehensive brief.

travel itinerary template for executives

Streamline your deal management process with a comprehensive overview

24 hours schedule, organize your day efficiently with a 24-hour schedule, weekly planner, organize your tasks and deadlines with a weekly planner, software change log, track and manage software changes efficiently, construction gantt chart, track your construction project progress with a gantt chart, termination of contract letter, manage your contract terminations effectively and efficiently, manage your projects, tasks, and deadlines efficiently, daily to do list, organize your day efficiently with a comprehensive to-do list, seo project management, manage your seo tasks efficiently and effectively, project management decision log, track and manage your project decisions with ease, content management, manage your content effectively across different platforms, organize your legal memos with ease.

travel itinerary template for executives

Marriage Contract

Simplify your marriage contract creation process.

travel itinerary template for executives

Approval Matrix Whiteboard

Streamline your approval process with the approval matrix whiteboard template, company contact list, organize and manage your company's contacts with ease, data analysis report, analyze and present your data effectively.

travel itinerary template for executives

Shift Schedule

Manage your team's shifts efficiently and effectively, project roadmap, track your project's progress with a comprehensive roadmap, commission sheet, track and manage your sales team's performance with ease, report requirements, streamline your report creation process with this comprehensive template, weekly report, track your team's weekly progress with ease.

travel itinerary template for executives

Camp Schedule

Organize your camp activities with ease and precision, policy memo, streamline your policy memo creation and management, leader standard work, streamline your leadership tasks and priorities, employee schedule, streamline your employee scheduling process, it incident report, track, manage, and resolve it incidents effectively.

travel itinerary template for executives

User Acceptance Testing Checklist

Streamline your user acceptance testing (uat) process with this comprehensive checklist, 5050 partnership agreement, create fair and balanced partnership agreements, contractor invoice, manage your contractor invoices with ease and efficiency, plan of record, track your project tasks, deadlines, and progress with ease, governance plan, streamline your governance plan with a comprehensive overview of tasks, roles, and deadlines, meeting minutes, track your meetings, attendees, agendas, and action items with ease, urgent important matrix, prioritize your tasks effectively with the urgent important matrix template, customer success plan, track and manage your customer success journey, business development plan, strategize your business growth with a comprehensive plan, out of office coverage plan, manage your team's leaves and ensure smooth task delegation with our out of office coverage plan template, staffing matrix, manage your staffing needs efficiently and effectively, college pros and cons list, compare and contrast different colleges with ease.

travel itinerary template for executives

75 Hard Wellness Challenge

Track your daily wellness activities and progress with ease, social media posting schedule, schedule and manage your social media posts effectively, test report, track and manage your software testing process, scheduling matrix, streamline your tasks and manage your team efficiently, user story mapping, map your user stories, track progress, and manage tasks with ease.

travel itinerary template for executives

Monthly Planner

Organize your work and personal life with a monthly planner, investigation report, track and manage your investigations with ease, budget report, track your budget, income, expenses, and net profit/loss with ease, change of shift report, streamline your shift changes with a comprehensive report, request form, streamline your request management process with a comprehensive request form, workshop agenda, streamline your workshop planning with a comprehensive agenda.

travel itinerary template for executives

For Dummies Book

Streamline your book writing process with a structured approach, organizational chart, visualize your company's hierarchy with our organizational chart template, llc annual meeting minutes, streamline your annual meetings with our llc annual meeting minutes template, pto calendar, manage your team's time off with a comprehensive pto calendar, addendum to a contract, track and manage your contract amendments with ease, minutes of meeting mom, streamline your meetings and keep track of decisions with the minutes of meeting (mom) template.

travel itinerary template for executives

Identify the root cause of problems and devise effective solutions

Profit and loss statement, streamline your standard operating procedures with this comprehensive sop template, website migration project plan, streamline your website migration process with a comprehensive project plan, inventory report, action register, trip report, track your business trips, objectives, expenses, and insights, event brief, kinship diagram whiteboard, visualize and understand your family tree with ease, alignment chart, align your team's goals and strategies with clear execution steps, end of day cash register report, track your daily sales and cash register status with ease.

travel itinerary template for executives

Communication Matrix Report

Streamline your project communication with a comprehensive matrix, streamline your standard operating procedures with this sop template, meeting agenda, streamline your meetings with a comprehensive agenda.

travel itinerary template for executives

Organize your tasks efficiently with a clear view of priorities and deadlines

Project timeline, manage your project timeline efficiently and effectively.

travel itinerary template for executives

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The Ultimate Travel Packet for Your Executive’s Business Travel

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A journey of a thousand miles may begin with a single step, but a successful business trip begins with a kick ass travel list. This goldmine checklist, complete with useful tips organized by category, was created specifically for traveling executives after a Ninja asked what to include in a travel packet for the boss’s upcoming trip. So of course, we went straight to the experts: the OfficeNinjas Ambassadors.

This list is comprehensive, packed with Ninja-approved items and hacks for every possible situation we could imagine. But you should feel free to edit and make it your own go-to guide for business travel. Pare down, make tweaks, and add special exceptions tailored specifically to your company and team. Once you have the Ultimate Packing List customized to your boss’s specific needs, prepping for an upcoming trip will be the easiest part of your day.

Logistics

  • Include the confirmation/reservation numbers, phone numbers, and addresses for flights, trains, rental cars, cabs, and hotels.
  • Include estimated travel time from the airport to the hotel or other destinations, as well as information on potential delays due to traffic, road construction, and inclement weather.

Ninja Tip: Send your boss a meeting request with airline details (terminals numbers, flight and seat numbers, departure and arrival times, etc.) in the subject line so that travel time is blocked out and the information is instantly accessible. For example-  Subject: Alaska 309 (SFO-SEA): lv 735pm arr 924pm, conf# AP35IRE Location: Seat 24A (window).

Ninja Tip: Once you’ve hammered out all the details, funnel them into PackPoint  so you and the traveler can both access the full spread on a convenient app.

LUGGAGE TAGS

Ninja Tip: Keep a pack of affordable luggage tags in the office as a backup.

MAPS & DETAILED DIRECTIONS

Ninja Tip: Install a map app, like Waze  or Google Maps , on your boss’s phone. You can even download an area for offline use in Google Maps, in case of a poor signal. Screenshots of entire routes can also be saved.

LOYALTY MEMBERSHIP NUMBERS

Track all frequent traveler membership numbers for airlines, hotels, dining, and rental car companies in one place using TripIt or Points .

PARKING INFO & COSTS

Use Spot Hero to reserve parking spaces in advance, and ParkMe  to locate spots.

LOCAL HOST CONTACT INFO

e.g. the client’s admin, office manager at satellite office, etc.

LOCAL SPOTS TO DECOMPRESS

Download one of these apps to your boss’s phone. They allow users to book hotel rooms by the hour so your exec can catch up on emails or even take a nap:

  • Hotels by Day

TRAVEL DICTIONARIES & PHRASEBOOKS

Ninja Tip: Purchase travel dictionaries/phrasebooks or download a translation app to your exec’s phone (for international travel). Popular options include:

  • Google Translate
  • Lonely Planet Phrasebook & Dictionary ( Spanish , French , Mandarin , Japanese , German )

PROTOCOL FOR LAST-MINUTE ITINERARY CHANGES

Clarify who should take the lead on resolving conflicts and rescheduling travel.

PROVIDE TRAVEL ITINERARY TO EXEC’S FAMILY/PARTNER

Meeting Prep

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BRIEF BIOS ON MEETING ATTENDEES

Download Charlie  on your exec’s phone. Charlie combs through a bunch of online sources and will send your exec a one-pager on who they’re going to meet before even seeing them.

Ninja Tip: Include suggested topics of conversation as well as personal details that may cause someone to be distracted or unengaged (like a recent birth or death in the family)

NOTES ON BUSINESS ETIQUETTE

Appropriate behavior varies greatly from culture to culture, refer to this infographic to ensure your exec is properly informed.

EXTRA BUSINESS CARDS

An obvious item but one that’s commonly forgotten!

LOCATIONS FOR SMALL MEETINGS & ONE-ON-ONE CONVERSATIONS

These apps identify and reserve on-demand meeting space:

Ninja Tip: Walk Score will tell you if they need to travel by car to get there.

DRESS CODE FOR MEETINGS & SOCIAL ENGAGEMENTS

From casual to white tie, this attire guide breaks it down for you.

HEALTHY SNACKS FOR HEAVY MEETING DAYS

Try these healthy options:

  • Love With Food
  • Quest Nutrition Protein Bars and Chips
  • And don’t forget mints , pocketmist , gum , or breath spray

Financial Considerations

Receipts

CORPORATE CREDIT CARDS

Remind your exec of these tips for traveling with plastic overseas.

CLEAR, ZIPPERED ENVELOPES

Pouches  for receipts and small miscellaneous items.

EXPENSES REPORTS OR APP

Blank expense reports or ensure that your office’s expense reporting app has been downloaded to your boss’s phone.

Ninja Tip: Download an app that lets your boss scan documents or receipts and save them as PDFs, such as Tiny Scanner , Smart Receipts , Expensify , Abacus , or Shoeboxed .

CURRENCY CONVERSION APP

Download a currency conversion app to your boss’s phone for international travel. Popular options include XE Currency , Currency Converter , and Convert Pad .

Local Points of Interest

160427_OfficeNinjas_AdminBash_3228

HIGHLY REVIEWED BARS AND RESTAURANTS

Check Yelp , Opentable , TripAdvisor , and Zagat before providing your exec with recommendations.

STORES THAT SELL SOUVENIRS AND COLLECTORS’ ITEMS

Ninja Tip: Does your exec’s loved one have an affinity for snow globes or any other trinket? Let your boss know where he/she can purchase these personal items. Boom. You’re now a hero to your boss.

ATTRACTIONS & ACTIVITIES WITHIN WALKING OR SHORT DRIVING DISTANCE

  • Parks and historical monuments
  • Museums and theaters
  • Fun/quirky exhibits

Ninja Tip: Check out AroundMe for nearby amenities.

There you have it, Ninjas! The Ultimate Exec Travel Packet. Let’s recap:

The Ultimate Exec Travel Packet:

  • Travel itinerary
  • Luggage tags
  • Maps and detailed directions
  • Loyalty membership numbers
  • Parking info and costs
  • Local host contact info
  • Local spots to decompress
  • Travel dictionaries & phrasebooks
  • Protocol for last-minute itinerary changes
  • Provide travel itinerary to exec’s family/partner

MEETING PREP

  • Brief bios on meeting attendees
  • Notes on business etiquette (for international travel)
  • Extra business cards
  • Locations for small meetings and one-on-one conversations
  • Dress code for meetings and social engagements
  • Healthy snacks for heavy meeting days

FINANCIAL CONSIDERATIONS

  • Corporate credit cards
  • Clear, zippered envelopes
  • Expense reports or app
  • Currency conversion app

LOCAL POINTS OF INTEREST

  • Highly reviewed bars and restaurants
  • Stores that sell souvenirs and collectors’ items
  • Attractions and activities within walking or short driving distance

Do you have any additional items or Ninja Tips to add to the Ultimate Exec Travel Packet? Leave your ideas in the comments section!

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I provide full itineraries for any of my traveling staff via PDF to their email. This way, they can have it on their smart phone, iPad, etc., as well as providing copies to family as needed. I post a copy in my office so when someone asks “Where is _____?” I don’t have to go searching. The itineraries always have all flight details, any car rental info, hotel confirmation numbers, any necessary phone numbers, email addresses, addresses for the offices/conference centers, etc. When I have multiple staff traveling to the same place from different locations, everyone has the full itinerary of arriving/departing flights so they know they can meet up at the airport and share a cab or a car. I’ve spoiled everyone with the itineraries. I even do them for myself when I travel.

Spoken like a true Ninja! It definitely sounds like those spoil your team… who knows what they would do if you set them up with some apps too! Do you start each itinerary from scratch for each trip, or keep a template somehow?

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I use a 8 1/2 by 11 clear envelope for our CEO and put a copy of his flight itinerary on one side and his hotel on the other. This way he never has to open the envelope but flips from airport side to hotel side until he arrives. When he gets there, he pulls out the hotel portion and behind it is all his papers for his conference/meeting. He slips all his receipts in the envelope throughout the trip and brings the envelope back to me when he returns to fill out his reimbursement. I recently filled out a more detailed one page itinerary for another one of our executives with all her information of where she needed to be – flight numbers, hotel details etc. She preferred this method and I sold her on the clear envelope to carry everything in.

Great tip. Thanks for sharing, Lisa!

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This is what I do, Lisa.

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This is great! Thank you :)

You’re welcome, Carole! How often do you plan business travel?

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Travel Itineraries: Effectively Organizing Executive Travel

May 15, 2015 | Organization , Travel Planning

travel itinerary template for executives

Think Chronologically If you haven’t done a lot of travel planning in the past, one of the first things I encourage you to do is think chronologically. What is the order of events for your traveler throughout their trip? This will help you get all of the arrangements made that are required from the start (flights, ground transportation, hotel, meals, meetings, etc.).

Use This Travel Itinerary Template My travel itinerary template is designed to cover all of the basic details that need to be included on an itinerary for a traveling executive. Not every trip requires airline travel. Not every trip requires rental cars.  It may change from trip to trip and traveler to traveler. Remain flexible.  Customize this template to make it fit more specifically to your executive’s specific travel needs.  Join the Online Training Center to download your copy now .

Here are some tips to get you started:

  • All of the items in blue or with blanks are the details you’ll need to insert or fill in as appropriate for each trip.
  • If you have executives that travel frequently to the same places, save their past travel itineraries.  Open the most recent version, update with the new date and travel details without having to recreate the entire document each time they travel. It’s a huge time saver!
  • Print a final copy for your executive and a copy for your file so you have the same information if they need travel assistance while they are gone. If appropriate, you can also print an additional copy for the traveler’s family so they know where they’ll be and when as well.
  • If your executives have e-tickets for their flights, print a copy of the flight reservation from your travel agency or online booking service and staple it to the back of the itinerary just in case there are any issues when they check-in at the airport.

Each time you need to create an itinerary, follow these steps to update the template with your executive’s travel information.

1.  Personalize the header  information on the template:

  • Include your executive’s name and your company name.
  • Insert your company’s name/logo.
  • Update the travel dates.
  • Do this on the first page and also in the header so it prints on any additional pages of the document if your itinerary is more than one page long.

2.  Update/add all airline  information:

  • Delete all previous times on the itinerary template.
  • Update all airline information requested on the template: dates, times, flight numbers, airline 800 numbers, travel agency numbers, and any information that might be needed while traveling.

3.  Update the ground transportation  information:

  • Be sure to include car service info or shuttle/taxi contact numbers.
  • List on the itinerary where the car service or shuttle will pick up the passenger.
  • Include the confirmation number.

4.  Update the  hotel  information:

  • Be sure there is a contact number to reach the hotel.
  • Include street address and any applicable driving directions necessary.
  • Include the confirmation number and room rate.

5.  Insert all pertinent meeting information  in order of dates/times.

  • Make sure to reference which time zone the time is listed in. (Tip: Visit  timeanddate.com/time/ to find out which time zone abbreviations apply at various times of the year.)
  • Include conference number dial in and passcode information in case their flights are delayed and they need to join the meeting from their cell phone until they arrive at the meeting location. (Trust me, it happens!)

6.  Check each section of the itinerary for information that needs to be updated.

7.  Treat the compilation of the itinerary as though you were the traveler. What additional information would you want to know?

  • Driving directions.
  • Restaurant options and/or locations.
  • Entertainment venues.

8.  Proofread the completed itinerary. There are a lot of details here. Make sure you proof it well.

How to Name Your Itinerary Files To keep your electronic files organized nicely, here’s an example of a file naming convention for travel itineraries. Note: XXXXXX = the six-digit date

XXXXXX – Location – Name or Initials of Traveler (i.e.  073015 – Tampa FL – JLP)

XXXXXX – Location Event Name of Traveler (i.e. 073015 – Tampa FL IAAP Conv JLP)

In these examples, the beginning date of the trip is July 30, 2015.  The destination was Tampa, Florida for an IAAP convention. The traveler’s initials were JLP.

When using dates in your file names, consider using full six-digit dates so they always align in order by date. You may also consider starting with a two-digit or four-digit year, so you can find things by the year, then the month and day. Using the same sample data from above, that would look like this:  2015 0730 Tampa FL JLP.

It may take a few minutes to assemble the information, but sending your executive on business travel with an itinerary is a huge  value-add you can provide your executive(s) and your team as an administrative professional.

What are some of your travel planning secrets for keeping your executive’s travel efficient and organized? Share your ideas with us on our  Facebook , Twitter , and LinkedIn pages.

HOW TO USE THIS ARTICLE IN YOUR NEWSLETTER OR WEBSITE

Want to use this article in your newsletter, ezine or website? You can — just as long as you include this complete blurb with it:

Julie Perrine, CAP-OM, is the founder and CEO of All Things Admin, providing training, mentoring and resources for administrative professionals worldwide. Julie applies her administrative expertise and passion for lifelong learning to serving as an enthusiastic mentor, speaker and author who educates admins around the world on how to be more effective every day. Learn more about Julie’s books —  The Innovative Admin : Unleash the Power of Innovation in Your Administrative Career and  The Organized Admin : Leverage Your Unique Organizing Style to Create Systems, Reduce Overwhelm, and Increase Productivity, and  Become a Procedures Pro : The Admin’s Guide to Developing Effective Office Systems and Procedures. 

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by Valerie Riley | Nov 23, 2021 | Blog , Executive Assistant

Creating a travel itinerary for your boss is one of the most important duties you’ll perform as an executive assistant. A well-organized travel itinerary can make an executive’s business trip and save them a great deal of stress and time. It also showcases your attention to detail and time management skills as an EA . 

Creating a travel itinerary is a lot of responsibility, even for the most experienced executive assistant. But not to worry, we’ll run you through exactly how to put together a successful itinerary for your boss.

Creating a Travel Itinerary for Your Boss

There’s a lot to keep in mind when planning a business trip for your boss. You have to book their flights and make hotel reservations. There’s creating daily agendas and aligning schedules. You will be combing through the small details and little extras. And even after you’ve done all of this, you need to be ready for problems or last-minute changes. There’s a lot to consider.

Discuss Their Travel Preferences

One of the first and most essential steps in creating a travel itinerary for your boss is understanding their personal travel preferences, especially if it’s your first time booking a trip for them. You want to be on the same page from the start.

Flight considerations:

  • Do they have a preferred airline? Or do they collect air miles for a particular airline?
  • What are their seating preferences? Do they expect to fly business class? Window or aisle? Front or back of the plane?
  • What’s their in-flight meal preference? Do they have any food allergies?
  • Are layovers okay, or should you pay more for direct flights?

Transportation preferences:

  • What is their preferred transportation style? Do they like a hire car, private driver, rideshare service, or public transport?
  • Should you book transportation in advance, or would they rather do it when they arrive?

Accommodation preferences:

  • Do they prefer staying in a hotel or a rented apartment or condo?
  • Any particular amenities they like to have? Such as an on-site restaurant, gym, pool, conference rooms, etc.
  • Do they want breakfast included at the hotel, or will they eat out?

Additional things to know:

  • Do they like to explore the city in their free time or do they like going back to their hotel to rest?
  • Will they want you to book any additional activities?
  • What about meals? Should you book business or personal dinners?
  • Do they prefer a digital travel itinerary or a printed paper itinerary?
  • Do they want a bare-bones itinerary or a super detailed itinerary?
  • Does the company have any corporate discounts you can use?

You can find out your boss’s preferences by asking them directly, asking other colleagues, or asking their previous assistant. Keep a document with these details, so you can refer to it when booking future travel.

Know The Purpose Of The Trip

Once you know your boss’s general travel preferences, it’s time to get down to the specifics of their upcoming trip. 

Understand the trip’s purpose:

  • What is the goal of the trip? Are they conducting research, attending a conference or business meeting, or pitching business to a client?
  • If a lot is going on during the trip, what are your boss’s priorities?

The objective of the trip will largely dictate the itinerary and travel plans. For example, if your boss is trying to impress a prospective client, you may want to book a nice hotel close to the client’s office with an on-site bar for post-meeting drinks.

Know The Details

Creating a travel itinerary for your boss requires knowing exactly where they need to be and when. Once you know the key meetings and events, you can plan the rest of the itinerary around them. Be sure to note the time, date, and location of every meeting, appointment, and business dinner or event.

Make Note of Non-Work Related Requests

Even if your boss is going away on a business trip, they may also have other things they want to do in the place they’re visiting. Ask if they have any personal requests and factor these into the itinerary too.

Non-work requests may include:

  • Meeting up with friends or family who live in the city
  • Keeping up with their exercise routine
  • Sightseeing and attractions
  • Eating at certain restaurants
  • Shop recommendations to buy gifts or souvenirs for their children

Creating the Actual Itinerary

Now that you know your boss’s preferences and the specific details of the trip, it’s time to create the travel itinerary.

Book From Door-to-Door

When you start booking, think about your boss’s journey from door to door. You’re not only securing the flight. You also need to reserve transport to and from the airport at each end. Put yourself into their shoes and think clearly about what they need at each stage of the journey.

Timing is Key

The when is just as important as the where and how when travel planning for your boss. Think about the time needed to get from A to B and factor it into the itinerary. Is there enough time for meals, filling in paperwork, or buying tickets on public transport? Make sure your boss doesn’t rush around at the last minute or show up late to important meetings.

  • How long ahead of their flight do they need to arrive at the airport? 
  • How long will it take them to get to the airport, accounting for potential traffic?
  • How long will it take to get from their hotel to the client’s office?

A white woman stands at a desk with a monitor on it and papers in her hands

Be Mindful of Small Details

“The devil is in the details” is a saying which particularly rings true when travel planning. It’s the small details that catch you out and cause the most significant problems. And as an executive assistant, it’s your job to be mindful of these small details when travel planning for your boss.

  • Have you taken time zone differences into account?
  • If your boss arrives before the hotel check-in time, will they store the luggage?
  • Does the hotel have good Wi-Fi in the rooms?
  • Do local buses take credit cards or will your boss need local currency?
  • Is there a ‘Plan B’ if something goes wrong like a hotel cancellation or flight delay?
  • How can you help from the office if your boss experiences a delay?

Think of ‘Little Extras’

Aside from the key travel plans, there are plenty of ‘little extras’ that will improve your boss’s trip and make you stand out as a fantastic executive assistant.

Extras to consider include::

  • Putting together a packing list based on the local weather forecast
  • Ordering extra business cards for the trip
  • Downloading city guide apps or local transport apps onto their phone
  • Compiling a list of restaurant recommendations
  • Researching things to do during downtime
  • Packing healthy snacks for the plane journey

Make Sure Travel Documents Are Updated

Don’t let all of your travel planning go to waste by letting your boss get to the airport with an expired Passport. While you’d like to think they keep these things up-to-date themselves, don’t take this for granted.

Before the trip, double-check:

  • Are your boss’s passport and driver’s license expired?
  • Is their travel insurance up-to-date?
  • Do they need a Visa for traveling out of the country?
  • Do they need any vaccinations for the country they’re visiting?

Stay Organized and Keep Details in One Place

The final travel itinerary you give to your boss should include all relevant travel documents and information in one centralized location. You can create a digital travel pack or a physical wallet. Or both if you want to be extra prepared.

The travel pack should include:

  • A daily schedule with all locations and times
  • Booking details for flights, hotel, and transport
  • Contact numbers for the airline, hotel, and transport companies
  • A list of names and phone numbers of your boss’s overseas contacts and any colleagues they’re traveling with
  • Boarding passes
  • Any necessary visas
  • Insurance policy documents
  • A copy of their passport and driver’s license
  • A packing list based on the weather forecast
  • Any extras, such as a map of the city or local restaurant and attraction recommendations

You could consider using a travel planning tool such as TripIt to help keep all of these details organized in one place.

Hire An Executive Assistant to Plan Your Next Business Trip

A well-planned travel itinerary can make or break a trip. If you’re looking for an assistant to plan your next business trip, LifeSquire can help. We help you find, interview, and train the ideal executive assistant. Contact us for more information.

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Free Printable Travel Itinerary Templates [Word, Excel] Executives

Planning a trip involves managing many moving parts and logistics. Keeping everything streamlined and organized can be difficult without a master itinerary. However, creating a travel itinerary from scratch for each trip takes serious time and effort. This is where using professionally designed itinerary templates can help.

Travel itinerary templates allow you to instantly create customized, printable itineraries to map out any trip. In this article, we’ll look at effective travel planning using itinerary templates. We’ll also provide free downloadable itinerary templates in Word, Excel, and PDF formats. With these templates, travelers can quickly build personalized itineraries for smooth, stress-free vacations or business trips. 

Table of Contents

What Is A Travel Itinerary?  

Travel Itinerary Template

A travel itinerary is a schedule or agenda that outlines the details of a planned trip. It lists the dates, times, and sequence of activities, transportation methods, accommodations, and other logistic information day-by-day for the duration of the trip. Travel itineraries help organized travelers maintain an overview of the trip timeline while allowing flexibility as needed.

They keep things on track when juggling travel between multiple cities, coordinating group arrangements, and managing reservations and tickets. Having a clearly mapped out itinerary minimizes confusion, forgotten bookings, and unnecessary delays. A well-crafted itinerary is an invaluable tool for both travelers and travel planners that promotes smooth execution of travel arrangements. 

Travel Itinerary Templates

Blank Travel Itinerary

Planning a trip can feel chaotic when you’re trying to organize transportation, accommodation, activities, and more. A travel itinerary template makes it easy to schedule and visualize your vacation details.

With a pre-made itinerary template , you simply fill in the dates, locations, confirmations, contact info, and things to do day-by-day. Different template formats allow you to customize for cruises, road trips, flights, tours and individual or group travelers. Sections include daily schedules, travel routes, transportation methods, contact lists, and trip essentials.

An itinerary template structures your plans neatly in one place for your convenience – and peace of mind. Before your trip and during, you’ll have all the important logistics and timelines accessible. Customize the template in Word to add or edit entries. With a clear travel itinerary template, you can relax knowing everything is mapped out.

Reasons Why Having A Travel Itinerary Is Important  

A travel itinerary serves as a comprehensive guide for your trip, outlining everything from flights and accommodation to activities and mealtimes. While some people prefer the spontaneity of traveling without a set plan, there are several compelling reasons why having a travel itinerary can significantly enhance your travel experience. Here’s a detailed look at why a well-planned itinerary is essential. 

Efficient Time Management  

One of the most significant benefits of having a travel itinerary is efficient time management. Most people have limited vacation days, and a well-laid-out plan helps you make the most of your time. An itinerary can help you prioritize activities, ensuring you experience the things that matter most to you. Without it, you might find yourself wasting precious hours deciding what to do next or figuring out logistics on the fly. 

Budget Management  

An itinerary doesn’t just help you manage your time; it also helps you manage your budget. Knowing your activities in advance lets you research costs and make more informed decisions about where to splurge and where to save. Additionally, pre-booking some aspects like flights, accommodations, or even meals can often save you money compared to making last-minute arrangements. 

Reducing Stress  

Traveling can be stressful, especially when it involves coordinating logistics like transport, accommodations, and activities. An itinerary acts as a centralized document where you have all essential details at your fingertips. Knowing that everything is planned out can relieve stress and make your travel more enjoyable. It can be especially helpful when traveling in a group, where differing opinions on what to do can add stress. 

Flexibility and Contingency Plans  

While an itinerary adds structure to your trip, it also provides the flexibility to adapt when things don’t go as planned. Flights get delayed, weather changes, and sometimes attractions are closed for unexpected reasons. Having a plan allows you to quickly pivot and choose an alternative activity or solution, saving you the agony of lost time and missed opportunities. 

Enhances the Quality of Travel  

A well-researched itinerary can significantly enhance the quality of your trip. By planning ahead, you can avoid tourist traps and instead focus on local favorites and hidden gems that you might not discover otherwise. You can also better pace your trip, ensuring a good mix of relaxation and adventure, cultural experiences, and leisure time. 

Safety and Preparedness  

Having a set itinerary can also contribute to your overall safety during your travels. Sharing your plans with a trusted friend or family member ensures that someone knows where you should be and when. This is particularly useful in case of emergencies. Also, planning ahead allows you to prepare for specific activities adequately, whether it means packing the right gear or getting necessary vaccinations or permits. 

Better Group Coordination  

If you’re traveling with others, a well-defined itinerary is crucial for group coordination. It helps set expectations about the trip, allowing everyone to align their interests and budgets. It also simplifies cost-sharing arrangements, as you can decide in advance who will cover what, avoiding any potential disagreements during the trip. 

A Lasting Memory  

Finally, your travel itinerary can serve as a fantastic keepsake after the trip is over. Along with photographs and souvenirs, an itinerary helps you remember the trip in detail, making it easier to relive those moments and share your experiences with others. 

What to Include in a Travel Itinerary Template  

Creating a travel itinerary can be a fun and fulfilling task, but it can also be daunting if you don’t know where to start. A well-designed template can serve as a foundation, making the planning process more straightforward and organized. Here’s a comprehensive guide to the elements you might include in a travel itinerary template. 

Title Section  

The title section typically includes your destination, travel dates, and the names of the people traveling. This part acts as a cover page and gives an overview of the trip at a glance. 

  • Destination : Where you’ll be going, perhaps with a fun logo or image of the location. 
  • Travel Dates : The dates of your travel from start to finish. 
  • Travelers : Names of all people who are part of the trip. 

Contact Information  

This section is particularly crucial in case of emergencies. List the phone numbers, email addresses, and perhaps even social media handles of everyone in your travel group. 

  • Emergency Contacts : Contact details for each traveler’s emergency contact back home. 
  • Travel Insurance : Information about your travel insurance policy and emergency numbers to call. 

Travel Details  

This section outlines the major travel components like flights, trains, or bus tickets. Each entry should have: 

  • Departure/Arrival Time and Date : Specific details about when you’re leaving and arriving. 
  • Flight/Train/Bus Number : The specific identifier for your mode of transport. 
  • Terminal/Gate Information : Details of where you need to be. 
  • Booking Reference : Any booking codes or reservation numbers. 

Accommodation Details  

This is where you list the places you’ll be staying. 

  • Hotel Name and Address : The name and location of the hotel. 
  • Check-in/Check-out Time : What time you can enter and have to leave your accommodation. 
  • Contact Information : How to reach the hotel or host. 
  • Reservation Number : The booking reference or code. 

Daily Activities  

Break down what you’ll be doing each day, perhaps even by hour if your schedule is tight. 

  • Day/Date : List the day and date. 
  • Activity : What you plan to do, whether it’s sightseeing, a specific tour, or a meal. 
  • Location : Where the activity is taking place. 
  • Time : When the activity is happening. 
  • Notes : Any extra details like what to bring, costs involved, or people to meet. 

Transportation While There  

This section lists out how you plan to get around once you’ve reached your destination. 

  • Type of Transport : Bus, taxi, rental car, etc. 
  • Estimated Costs : Approximate costs for each type of transport. 
  • Important Locations : Addresses or contact information for transportation hubs like bus stops, metro stations, or rental agencies. 

Meals and Dining  

List out dining plans, whether it’s a restaurant reservation or a note to explore local street food. 

  • Meal Time : Breakfast, lunch, dinner, or snacks. 
  • Restaurant/Cuisine : The name or type of food. 
  • Reservation Time : If applicable. 
  • Location : Where it is, possibly with a map link. 

Miscellaneous Notes  

This is where any additional but essential details can go. 

  • Packing List : Reminder of key items to pack. 
  • Cultural Norms : Tips about the local culture, customs, or etiquette. 
  • Language Tips : Common phrases in the local language. 

Backup Options  

In case your plans fall through, list some backup activities or places you’d like to explore. 

How to Create a Travel Itinerary Template  

Creating a travel itinerary template can make planning and executing your trip much smoother. The following step-by-step guide walks you through the process of crafting your own template, which you can reuse for future trips or adapt for specific vacations. Each step includes an example to help clarify the process. 

Step 1: Choose Your Format  

The first step in creating a travel itinerary template is deciding on the format you’ll use. Will it be a Word document, an Excel spreadsheet, or perhaps a mobile app designed for itineraries? Each format has its pros and cons. Word documents are easy to read and print but may be cumbersome to update. Excel spreadsheets are excellent for organizing data, but they might not be as visually appealing. Mobile apps are convenient but could be difficult to share with older family members who may not be tech-savvy. 

Example : You decide to use a Google Sheets document so that it’s easily shareable with your travel companions and accessible from any device. You create a new spreadsheet and name it “Travel Itinerary Template.” 

Step 2: Create Sections for Basic Details  

Start by creating sections where you can fill in essential details like the destination, travel dates, and names of the travelers. This is like the cover page of your itinerary, giving anyone who looks at it an immediate overview of the trip’s essentials. 

Example : In your Google Sheets document, you create cells for ‘Destination,’ ‘Travel Dates,’ and ‘Travelers’ at the top. You format these cells to be bold and underlined, so they stand out. You can later fill in these cells with the specific information for each trip. 

Step 3: Include Contact and Emergency Information  

Safety first! Having a section dedicated to contact and emergency information is crucial. Include contact details of each traveler as well as emergency contacts back home. If you’ve purchased travel insurance, those details should go here too. 

Example : Below the basic details in your Google Sheets document, you create another section called ‘Contact and Emergency Information.’ You make rows for each traveler’s mobile number, email, and emergency contact. Additionally, you add a row for travel insurance details. 

Step 4: Outline Travel and Accommodation Details  

This is where the meat of your itinerary will be. Create subsections for flights, trains, or buses, and accommodations. For each, include categories like booking reference numbers, arrival and departure times, and check-in/check-out times. 

Example : You add two new sections to your Google Sheets document—’Travel Details’ and ‘Accommodation Details.’ Under ‘Travel Details,’ you add columns for ‘Departure Date,’ ‘Departure Time,’ ‘Flight Number,’ ‘Terminal,’ and ‘Booking Reference.’ Under ‘Accommodation Details,’ you include ‘Hotel Name,’ ‘Address,’ ‘Check-In Time,’ ‘Check-Out Time,’ and ‘Booking Reference.’ 

Step 5: Plan Daily Activities  

A section for daily activities allows you to plan out each day in as much or as little detail as you like. Depending on your travel style, you can outline activities by day or even by hour. 

Example : In your Google Sheets document, you create a new sheet for ‘Daily Activities.’ You make columns for ‘Day/Date,’ ‘Time,’ ‘Activity,’ ‘Location,’ and ‘Notes.’ Under ‘Notes,’ you can add details like whether a reservation is needed, the cost of the activity, or items to bring. 

Step 6: Add Sections for Transportation and Meals  

A well-rounded itinerary also includes how you’ll get around once you arrive and where you’ll be dining. You may include approximate costs for transportation and whether you need to make dining reservations. 

Example : Back in your main Google Sheets document, you add two new sections for ‘Local Transportation’ and ‘Meals.’ Under ‘Local Transportation,’ you add columns for ‘Type,’ ‘Destination,’ ‘Time,’ and ‘Cost.’ For ‘Meals,’ you include ‘Meal Type,’ ‘Restaurant Name,’ ‘Time,’ and ‘Location.’ 

Step 7: Include Miscellaneous Notes and Backup Options  

Finally, include a section for miscellaneous notes like packing lists, language tips, or cultural norms. Also, add a section for backup plans in case things don’t go as expected. 

Example : At the end of your Google Sheets document, you create a section titled ‘Miscellaneous Notes’ where you jot down essential items to pack or local phrases to remember. You also create a ‘Backup Options’ section and list alternative activities and their details, just in case. 

Filling in Your Itinerary  

Filling in the itinerary with actual plans and details is where the fun (and challenge) truly lies. This requires a fine balance between scheduling , spontaneity, and practical considerations. Below are some insights into how you can go about filling in your itinerary effectively. 

Data Collection  

Before you can start filling in your itinerary, you’ll need to collect all the necessary information about your destination. This can range from flights and hotel bookings to researching activities, restaurants, and local transport. You can gather this data from travel blogs, guidebooks, or even social media platforms like Instagram and Pinterest which are rich in travel inspiration. 

Websites and Apps : Use platforms like TripAdvisor, Airbnb, and local tourism websites to find attractions and activities. 

Local Culture : Understand local holidays, weekends, and peak seasons that could affect the availability or timing of certain activities. 

Local Transportation : Check bus or train schedules, taxi availability, or the viability of walking between your accommodations and planned activities. 

Costs : Research costs for activities, meals, and transportation to help you set a realistic budget. 

Timings : Check the operational hours of attractions and activities, along with any free entry timings or days. 

Scheduling Considerations  

Filling in the actual schedule requires a consideration of both the time and feasibility of your plans. 

Prioritize Activities : Not all activities and attractions are equal. Prioritize based on your interests and their importance. 

Time Buffer : Always allow for some free time between activities. This accounts for travel time, rest, and any unexpected delays. 

Geographical Proximity : Try to group activities that are close to each other geographically to save on travel time and costs. 

Meal Planning : Don’t forget to account for meals. Whether you plan to eat at specific restaurants or are looking for more spontaneous dining experiences, it’s good to have a general idea of where and when you’ll eat. 

Personal Rhythm : Are you a morning person or a night owl? Schedule demanding activities during the time of day when you’re at your best. 

Common Pitfalls to Avoid  

When filling in your itinerary, there are a few common mistakes that many travelers make. 

Overpacking the Schedule : It’s easy to get carried away and try to fit in everything. This can result in a hectic trip where you’re always rushing from one place to another, making the trip less enjoyable. 

Ignoring Local Norms and Timings : Forgetting to consider local meal timings, holidays, or siesta hours can affect your plans. For example, some European towns essentially shut down during afternoon siesta hours. 

Not Accounting for Jet Lag or Fatigue : Especially for trips across multiple time zones, forgetting to account for jet lag can ruin your plans for the first few days. 

Lack of Contingency Plans : It’s essential to have backup options in case your original plans fall through due to weather conditions, unavailability, or other unforeseen circumstances. 

Skipping the Research : Not researching activities, locations, or transport can lead to logistical nightmares. Always read reviews, check maps, and compare options. 

Conclusion  

Planning a coordinated, enjoyable trip requires carefully mapping out an itinerary. In this article, we’ve discussed the benefits of using a template to easily create customized travel itineraries. With the downloadable Word, Excel, and PDF travel itinerary templates provided, you can now quickly put together a planned agenda for any trip.

Simply input your destinations, dates, bookings, and activities into these ready-made templates. Keep your chosen itinerary template on hand as you finalize reservations and make travel arrangements. Share copies with your travel companions to make sure everyone is on the same page. These templates enable smooth execution of travel logistics, preventing confusion and overlooked bookings. Spend less time fussing over formatting and more time looking forward to your upcoming travels with these convenient itinerary templates. 

FAQs  

What software can i use to create my travel itinerary template .

You can use a variety of software to create a travel itinerary template. Some popular options include Microsoft Word for a text-based format, Microsoft Excel or Google Sheets for a more data-oriented approach, or specialized mobile apps designed for travel planning. 

How detailed should my travel itinerary template be? 

The level of detail in your itinerary depends on your personal preference and the type of trip you’re taking. Some people prefer a detailed, hour-by-hour plan, while others may want a more flexible, general outline. It’s usually a good idea to strike a balance, leaving room for spontaneity. 

Should I include emergency contact information? 

Absolutely. Including emergency contact information, along with details of your travel insurance, can be extremely helpful in case of unexpected situations. 

How should I handle meal planning? 

This depends on how structured you want your trip to be. You can pre-book all your meals, leave it entirely open, or identify potential dining options without making reservations. It’s a good idea to at least research dining options near your accommodations or planned activities. 

What should I do if my plans change? 

Flexibility is one of the advantages of having a digital travel itinerary template. If plans change, you can easily update your itinerary to reflect those changes. Always have a few backup options in case your initial plans fall through. 

How do I make sure I’ve covered all bases? 

Double-checking your itinerary, cross-referencing it with any booking confirmations, and having a second pair of eyes look it over can help you catch any mistakes or oversights.

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Executive Travel Itinerary Template

Executive Travel Itinerary Template in Word, Google Docs, PDF, Google Sheets

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Travel checklist for executive assistants

What to include in a travel checklist for executive assistants, 1. start by gathering intel for the upcoming trip.

  • Destination
  • Planned meetings
  • Stakeholders
  • Personal preferences
  • Full name (as it appears on passport or driving license)
  • Email and home address
  • Cell phone number for contact information (notification of delays or cancellations to journeys)
  • Credit card details
  • Frequent flyer details and any loyalty schemes or rewards available

2. Put together a travel itinerary

3. prepare for changes in travel and safety information, how to cancel a trip and get a refund with flexiperk, brief your executive or staff member before the trip, your travel checklist for executive assistants, travel & logistics.

  • Travel itinerary
  • Travel documents: VISAs, passports, vaccine certificates & hotel reservations, etc
  • Confirmation numbers
  • Carry-on requests
  • Google maps or some form of mobile map service
  • Loyalty or reward membership numbers
  • Car rental and parking information
  • Accommodation and venue bookings
  • Protocol for any last-minute changes
  • Company credit cards
  • Spending money in various forms (bank cards, prepaid cards, and cash/local currency)
  • Expense information and spreadsheets—or an app

Meetings and events

  • Bios on attendees
  • Location for meetings/events
  • Notes on dress code and business etiquette (for international travel)
  • Business cards and other relevant stationary
  • Hot spots and recommendations for sightseeing and extra travel time

Closing out with some extra travel tips for good measure

Turn on travel notifications and alerts, wrapping up this travel checklist.

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The Elite Executive Assistants

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3 Must-Have Travel Profile Forms

October 10, 2022

Want to know the 3 Must-Have Executive Travel Profile Forms that every Executive Assistant should have? These are three tested and approved Travel Profile Forms you need to know about.

Travel Profile Form

Most Executive Clients will eventually have Travel on their Agenda, which they want you to plan and organize for them. Travel Profile Forms are convenient and will keep you and your Client organized during domestic and international air travel.

Having experienced clients myself who have been traveling regularly, I created 3 Travel Profile Forms, which you can print out and fill in or further customize in Adobe Illustrator. You can use the domestic or International version, with includes an Itinerary.

After using and perhaps further customizing these Travel Profile Forms, you will be a pro, and your client will be ready for travel in no time.

This post is all about customizable Executive Travel Profile Forms that every Executive Assistant should have. Please click the Headings below to download the free PDFs. 

Free Executive Travel Profile Forms

1. travel itinerary   (domestic).

The Domestic Travel Profile Form includes a Pre-Travel checklist to ensure important documents and other must-haves will make it into your client’s suitcase.

2. Travel Itinerary (International)

The Internation Travel Profile Form version includes a more elaborate Pre-Travel checklist.

3. Travel Profile Form

Keep your client’s information all in one space. You can also upload this form to your digital list-making application, such as Trello, or just print it out and keep it in your client’s binder.

This Form is also very useful to give to your client at the beginning of your work engagement so that you will have all the necessary travel information for later on.

Tripit is an application I enjoy and recommend using for Travel Planning, especially if the travel is more extensive and/or of personal nature.

Tripit offers these Templates to travel agencies/vendors for their customers. I find them very useful as a Template for my client’s personalized travel agendas.

This Post was all about Travel Profile Forms, which help you to be as prepared as possible when organizing your client’s travel.

travel itinerary template for executives

Welcome! I am Mel, and I have been an Executive Assistant/Virtual Assistant for over 20 years. I genuinely love this profession and am excited to share my professional and personal experience with you. The Elite Executive Assistants is a platform that aims to inspire, support, and educate the Executive Assistants Community in their vigorous & significant Roles. We thrive when our CEO’S & Executive Leaders thrive, and our supportive force, empowers them and their businesses to be successful.

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Executive Travel Itinerary Template

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Travel Itinerary Template

Easily create a concise summary of your travel plans using our free Travel Itinerary Template for Excel or Word. List your flight, transportation, lodging, meeting times and other activities so that you can get the information quickly while you're on the go. It includes a place to add hyperlinks, so you can link to maps or your flight's check-in page. Save the spreadsheet onto your mobile device (using OneDrive or whatever you prefer) so that you can access it easily. You may also want to print a paper copy just in case.

Travel Itinerary Template

Other Versions

License : Private Use (not for distribution or resale)

Authors: Jon Wittwer , Jim Wittwer, and Laura Cutler

Description

This travel itinerary template allows you to keep the many different and important trip details in one place. Details like confirmation numbers, flight times, meeting times and locations, car rental and hotel locations, and more. It is organized in a way that flows nicely with the actual trip: leaving on a flight, renting a car once you arrive, checking in at your hotel, attending meetings and events and then flying back home. It's an effective solution when planning a trip for yourself, your boss or fellow employee.

Create a Vacation Itinerary

We tried to design this to make it easy to customize. For example, if you are going on a vacation instead of a business trip, you could change the "MEETINGS" section to "ACTIVITIES" and then list some of the possible activities you could do while on your trip.

Instead of "Topic" and "Room" as labels you could add "Cost" and "Hours" to note how much an activity would cost and what hours the museum, store, or attraction is open.

Example Vacation Itinerary

Travel Tips and Resources

  • Check the Weather!! at wunderground.com - This is a pretty cool travel planner by Weather Underground that will show you the weather during your trip. Use whatever weather app you prefer, but remember to check the weather.
  • Tips for Traveling Abroad at travel.state.gov - This is an important checklist to use if you are traveling out of the country.
  • Check with Big Brother at tsa.gov - Flying? Check TSA's rules and remember to leave the key-ring pocket knife that you got for Christmas at home.

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34 free travel itinerary templates (word, excel & pdf).

Free travel itinerary templates:  Your itinerary refers to your journey’s more detailed plan. Usually, highlights some places to be visited and the travel plan. By having itinerary templates, you will benefit from having the travel arrangement in one location for easier referencing and retrieval. 

Your travel plan is usually placed in the front of the folder full of your tickets, brochures, and confirmation receipts – this is also a good source to get information on the road. 

Although the information includes the travel plan for yourself or other people might contain different items, the basic structure was usually still retained. You can use your best itinerary templates.

Table of Contents

Benefits of Using an Itinerary Template

Traveling is an adventure! But planning for it can sometimes be stressful. That’s where a  travel itinerary template  can be your best friend.

  • All-In-One Location:  Say Goodbye to Chaos!

Do you have flight details in your email, hotel bookings on an app, and excursion times on a sticky note? Stop the madness! An itinerary template puts all these details in one simple place. Just open it up, and you’ll know what’s happening next.

  • Easy to Use:  No Tech Skills Needed!

You don’t have to be a computer genius to use an itinerary template. Most of it comes with clear fields for you to fill in. Just type your flight time here your hotel name there, and you’re done! It’s like filling out a fun quiz.

  • Be Organized:  Know What Comes After What

The best part about being organized is knowing what’s next. You see your trip like a story when you put your plans in an itinerary template. First, this happens, then that. You can enjoy the trip more when you know what’s coming up.

  • Shareable:  Keep Everyone in the Loop

Traveling with family or friends? Send them the itinerary template! That way, everyone knows the plan. If someone asks, “What time is dinner?” tell them to check the itinerary!

  • Free:  More Money for Fun Stuff!

The best things in life are free. Well, most travel itinerary templates are free, too! That means you can save cash for fun stuff like snacks, souvenirs, or an extra special adventure!

  • Time-Saving:  Quick Changes Made Easy

Plans change. Maybe it rains, and you can’t go to the beach. With an itinerary template, it’s super easy to swap things around. Just a few clicks, and you have a new plan!

  • Keeps You On Track:  No More Missing Out

Need to catch a flight or need to remember a dinner reservation? With an itinerary, you’ll get reminders. It’s like having a helpful friend who says, “Hey, time to go!”

  • Peace of Mind:  Worry Less, Enjoy More!

When you’re organized, you feel calmer. That means you can enjoy your trip more and less worrying about it.

Are you ready to try an  itinerary template ? Trust us, it will make your next trip so much easier! ????

Essential Elements in a Travel Itinerary

So you’re convinced that a travel itinerary template is a good idea. Great! But what should you include in it? Don’t fret; here’s a list of the  key things to put in your travel plan .

  • Title and Dates: What’s the Trip For?

Start with a striking title that sums up your trip. Are you going on a “Summer Adventure in Hawaii” or a “Weekend Getaway in Paris”? Include the dates so you always know the timeframe.

  • Names: Who’s Going?

If you’re traveling with other people, write down everyone’s name. It’s an easy way for everyone to know they’re looking at the right plan.

  • Departure and Arrival: Take-Off and Landing

Include details about when and where you’re starting and ending your journey. Include times, places, and how you’re getting there. Plane? Train? Automobile?

  • Transport Info: All Aboard!

Note any flight numbers, train cars, or other key details. It’s also smart to list any reservations and helpful phone numbers in case of delays.

  • Lodging: Home Away From Home

Where are you staying? Include the name, address, and check-in/check-out times for each place you sleep.

  • Activities: The Fun Stuff!

What’s a trip without cool stuff to do? List all the tours, visits, or shows you plan to attend. Add times and places so you remember.

  • Meetings: Can’t-Miss Appointments

Are you mixing a little business with pleasure? Include any meetings or important appointments you have. Who, what, where, and when—it all goes here.

  • Meals: Yummy in My Tummy

Planning to eat at that must-try café? Put it in the itinerary.

  • Free Time: Do What You Want

It’s your trip, after all! Include some blocks of free time for spontaneous fun.

  • Emergency Contacts: Just in Case

Include some emergency contacts, like local hospitals or a trusted friend back home.

  • Checklist: Remember!

Add a small list at the end for any last-minute things you need to do or bring. Passport? Snacks? It goes here.

That’s your  travel itinerary essentials  covered! With everything in your template, you’re ready for an awesome, stress-free trip! ????

Tips for Crafting a Useful Travel Itinerary

It isn’t just about jotting down names and places. Here are some tips.

Be Realistic: Time Matters!

Always consider how much time each activity will take. Keep your day manageable. You want time to enjoy the places you visit!

Group Activities by Location: Smart Mapping

Put things that are close to each other on the same day. This way, you spend less time moving and more time doing.

Always Have a Plan B: Be Flexible

Sometimes, things go differently than planned. Maybe it rains, or a place is closed. Have a backup plan, so you’re never stuck with nothing to do.

Check Opening Hours: No Unwanted Surprises

Imagine showing up at a museum you’re excited to visit, only to find it’s closed on Tuesdays. Check opening times in advance to avoid this.

Share It: Keep Everyone in the Loop

If you’re traveling with others, ensure everyone has a copy of the itinerary. You could even make a shared online version.

Local Customs and Laws: When in Rome.

Check for any local customs, rules, or laws you should know about, like dress codes at religious sites.

Remember Time Zones: Sync Up!

If you’re crossing time zones, adjust all your times so you’re always on local time.

Add Some Breathing Room: Take It Easy

Don’t schedule something every minute of every day. You’ll need some downtime to relax and soak it all in.

Include All Confirmation Numbers: Quick Access

For flights, hotels, and activities that require booking, include all confirmation numbers for quick and easy access.

Double-Check All Details: Be Sure, Be Safe

Before you finalize your itinerary, double-check all times, dates, and reservations.

Print and Digital: Best of Both Worlds

Have both a printed copy and a digital copy available. Technology can fail, and you might only sometimes have Wi-Fi.

Keep it Handy: Easy Access.

Put your itinerary somewhere easy to get to. Save it on your phone or put it in a pocket in your bag.

Free Travel Itinerary Templates

Free Travel Itinerary Templates 01

Free Travel Itinerary Templates 01

Free Travel Itinerary Templates 02

Free Travel Itinerary Templates 02

Free Travel Itinerary Templates 03

Free Travel Itinerary Templates 03

Free Travel Itinerary Templates 04

Free Travel Itinerary Templates 04

Free Travel Itinerary Templates 05

Free Travel Itinerary Templates 05

Free Travel Itinerary Templates 13

Free Travel Itinerary Templates 13

Free Travel Itinerary Templates 14

Free Travel Itinerary Templates 14

Free Travel Itinerary Templates 15

Free Travel Itinerary Templates 15

Travel Itinerary Template Word

Free Travel Itinerary Templates 06

Free Travel Itinerary Templates 06

Free Travel Itinerary Templates 07

Free Travel Itinerary Templates 07

Free Travel Itinerary Templates 08

Free Travel Itinerary Templates 08

Free Travel Itinerary Templates 09

Free Travel Itinerary Templates 09

Free Travel Itinerary Templates 10

Free Travel Itinerary Templates 10

Free Travel Itinerary Templates 11

Free Travel Itinerary Templates 11

Free Travel Itinerary Templates 12

Free Travel Itinerary Templates 12

Easy to Use

One of the best things about using a Word template is its simplicity. You don’t have to be a computer wizard to figure it out!

Customizable

Word lets you change fonts and colors and even add pictures. Make your template  truly your own .

You can open a Word document on almost any device. It’s super  easy to share  with family or travel buddies, too.

Pre-made Templates

Word offers a variety of  ready-to-use templates . Just plug in your details, and you’re good to go!

Checklist Features

You can add  checkboxes  next to each activity or place. It feels so good to check them off as you go!

Safe and Secure

You can easily  lock the document  to keep your travel plans private.

Great for Printing

Word documents  print beautifully . It is a great option if you like having a paper copy of your plans.

How to Use It

  • Open Word and choose a blank document or a pre-made template.
  • Fill in your travel details like flights, hotels, and fun stuff to do.
  • Add any  extra notes  or  checklists .
  • Save it, print it, or share it via email.

Tips for Using Word Templates

  • Spell-check : Always run a spell-check to avoid any errors.
  • Save Often : Keep up your hard work. Save your doc often!
  • Backup : Email a copy to yourself or save it in the cloud.

Using a Word template for your travel itinerary is a smart way to keep all your plans in one place. Give it a try for your next trip!

Free Travel Itinerary Templates Excel

Do you like spreadsheets?  Excel templates  offer even more ways to stay organized. You can sort your plans, filter them, and find what you need fast!

If you’ve been using regular Word documents or even pen and paper for your travel plans, it’s time to  upgrade to Excel ! Here’s why and how:

Easy to Edit: Change On-the-Go

Excel allows you to add or remove items quickly. If your plans change, delete a row or add a new one!

Sort and Filter: Find What You Need

Say you want to see all your flight details at once. Excel lets you sort and filter to find what you’re looking for in a snap.

Color Codes: Make It Pretty and Practical

Blue for sightseeing and red for meals. It makes it easier to understand your day at a glance.

Formulas: Count the Hours

You can use simple Excel formulas to add how much time each day’s activities will take.

Shareable: Easy to Send

Excel files are easily shared by email or cloud services like Google Drive. You can also password-protect it if it has sensitive data.

Collaborative: Teamwork Makes the Dream Work

Everyone can add their activities or notes in the same Excel sheet if you’re traveling with others. It’s a team itinerary!

Tabs for Days: One File, Many Uses

You can use different tabs for different parts of your trip. One tab for flights, another for hotels, and so on.

Links and Notes: Extra Info

You can add links to websites or notes with additional information in Excel.

Offline Access: Always Available

Once downloaded, Excel files are available even without internet access, making them reliable and handy.

Templates Galore: Start with a Bang

It is lots of pre-made Excel itinerary templates available online. It can give you a head start and create planning even quicker.

Itinerary Templates Excel

itinerary template excel

Itinerary Templates Free

itinerary template free

travel itinerary template

travel itinerary template

Vacation itinerary template

vacation itinerary template

Disney Itinerary Templates

Disney Itinerary Templates

Free business travel itinerary template excel

free business travel itinerary template excel

Weekly Itinerary Template

Weekly Itinerary Template

Birthday Itinerary Template

Birthday Itinerary Template

Daily itinerary planner

daily itinerary planner

Program Itinerary Template

Program Itinerary Template

Meeting Itinerary Template

Meeting Itinerary Template

Travel Itinerary Template PDF

Free Travel Itinerary Templates 16

Free Travel Itinerary Templates 16

Free Travel Itinerary Templates 17

Free Travel Itinerary Templates 17

Free Travel Itinerary Templates 18

Free Travel Itinerary Templates 18

Free Travel Itinerary Templates 19

Free Travel Itinerary Templates 19

Free Travel Itinerary Templates 20

Free Travel Itinerary Templates 20

Itinerary Template - Free Travel Itinerary Templates

Itinerary Template – Free Travel Itinerary Templates

Business Tour - Free Travel Itinerary Templates

Business Tour – Free Travel Itinerary Templates

Business Travel Diary- Free Travel Itinerary Templates

Business Travel Diary- Free Travel Itinerary Templates

Stable and Consistent

One of the biggest perks of using a PDF is that it looks the  same  on every device. No surprises!

Easy to Share

PDF files are  super easy to send  in an email or message. They can be opened on almost any gadget.

No Accidental Changes

Once you save it, it stays that way. You can’t accidentally mess up your plans!

Universal Acceptance

Almost all businesses can open and read PDFs. Most people can easily check your plans if you need to show them.

Password Protection

PDFs can be  locked  with a password. Your plans stay  safe and private .

Fantastic for Printing

If you like paper copies, PDFs print out  just how they look on screen .

  • Make your plans in any software that can be saved as a PDF.
  • Double-check all your details and  spelling .
  • Save or ‘print’ your plans as a PDF file.
  • Share or print your  snazzy  new PDF itinerary!

Tips for Using PDF Templates

  • Read-Only : Remember, most PDFs can’t be easily changed. Make sure all your info is correct before you save it.
  • Compatibility : Always ensure the people you share the PDF with can open it.
  • Document Size : PDFs with lots of pictures can get big. Keep an eye on the file size if you need to email it.

A PDF travel itinerary template is  rock-solid  for keeping your travel plans organized and easily accessible. It’s a popular option, especially if you want a file that stays how you made it.

Common Mistakes in Using Travel Itinerary Templates

Skipping the Details : One of the most common errors is  filling in all the blanks . It can lead to confusion during your trip.

Ignoring Time Zones : Many must remember to account for time zone changes. It can mess up your plans.

Overstuffing the Itinerary : It’s tempting to pack your day full of activities. But this leaves  no room for rest or unexpected events .

Forgetting to Share : If you’re traveling with others,  forgetting to share  the itinerary can make things hard for everyone.

Not Checking Operation Hours : Imagine going to a museum only to find it’s closed. Always  check the working hours  of places you want to visit.

Skipping Backup Plans : Weather changes. Plans fall through. Having  no Plan B  can ruin your day.

Bad Formatting : If your itinerary is hard to read, it’s almost useless. Make sure you use  clear and easy-to-read formats .

Not Updating : Sometimes plans change.  Only updating your template  can make sure you get all the things.

Ignoring Local Customs and Laws : Failing to account for local customs or laws can be embarrassing and sometimes problematic. Always do your  basic homework .

Not Double-Checking : A small mistake in flight numbers or hotel booking IDs can be a big hassle. Always  double-check your details .

Avoiding these common mistakes can make your itinerary a powerful tool for a smooth and enjoyable trip!

Traveling is more fun when you’re organized. Using a  travel itinerary template  can help a lot! So why wait? Download a free template today!

Additional Resources

Want to know more? Click the links below for free templates and helpful travel apps.

  • Free Itinerary Templates
  • Best Travel Apps

Happy traveling! ????

What Is a Travel Itinerary Template?

A travel itinerary template is like a  map for your trip . It shows where you need to go, what you’ll do, and when you’ll do it.

Where Can I Find Free Travel Itinerary Templates?

You can find free templates online, in apps, Excel, or Word. Some travel websites also offer them for  free .

Should My Template Be Detailed or Broad?

That depends on you! Some folks like a  minute-by-minute plan , while others want just the  big events  listed. Choose what works for you.

Can I Use the Same Template for Different Trips?

Yes, you can! Just  change the details  to fit your new trip.

What Should I Include in My Template?

Include key info like  flights, hotels, and activities . Remember  small but important details  like transport from the airport to the hotel.

Do I Need to Print My Itinerary?

Only sometimes. You could keep it on your phone. But a printed copy is good, just in case your phone  runs out of juice .

How Many Copies Should I Make?

It’s a good idea to have  more than one copy . Leave one with a friend or family member back home, keep one with you, and maybe have a  digital copy .

Can I Add Last-Minute Changes?

Yes, you can. Just  update all your copies  so you’re not working off old info.

What Do I Do If My Plans Change Mid-Trip?

No problem! Just  update your template . You can do it with a printed copy or update the digital one on your device.

Is It OK to Leave Free Time in My Plan?

Absolutely! It’s your trip, after all. Free time lets you  explore  or  rest  as you feel like it.

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Executive Assistant Travel Itinerary Template

Executive assistants play a critical role in supporting their executives while they are traveling. In order to help ensure that their executives have a successful trip, executive assistants need to create an accurate and detailed travel itinerary.

A good executive assistant travel itinerary template will include all of the necessary information about the trip, including the dates, the purpose of the trip, the hotels or other accommodations that have been booked, and the flights or other transportation that will be used. It is also helpful to include information about any special events or meetings that will be taking place during the trip.

Executive assistants should always work with their executives to ensure that the travel itinerary is tailored to their specific needs and that it meets all of the necessary requirements. By taking the time to create a detailed and accurate travel itinerary, executive assistants can help to ensure that their executives have a successful and productive trip.

  • 1 How do you create an executive itinerary?
  • 2 How do I write a travel itinerary?
  • 3 How do I write an itinerary for a business trip?
  • 4 How do you make an itinerary step by step?
  • 5 How should an executive assistant plan a trip?
  • 6 How do you coordinate travel arrangements for executives?
  • 7 What are the 3 types of itinerary?

How do you create an executive itinerary?

An executive itinerary is a document that outlines the specific details of a business trip or vacation for a high-level executive. It can include everything from the flight itinerary and hotel reservations to a schedule of activities and meeting agendas. Creating an executive itinerary can be a time-consuming task, but it’s worth it to ensure that your executive has a smooth, stress-free trip.

There are a few things to keep in mind when creating an executive itinerary. First, it’s important to be as organized as possible and to think ahead. The itinerary should be tailored to the executive’s specific needs and interests, and it should be as concise as possible. Second, it’s important to be sensitive to the executive’s time constraints. Make sure that you allow enough time for each activity, and be mindful of the fact that the executive may need to travel between different locations quickly.

When putting together an executive itinerary, there are a few key components that you’ll need to include. The first is the flight itinerary. This should include the dates, times, and airports of all of the executive’s flights. You’ll also need to include the contact information for the airlines and any other relevant parties.

The next section of the itinerary should outline the executive’s hotel reservations. This should include the name of the hotel, the dates of the stay, and any special requests (such as a room with a view or a king-sized bed).

The next section should include a schedule of activities for the trip. This should include both business and leisure activities, and it should be tailored to the executive’s interests. If possible, try to schedule activities that are close to each other so that the executive doesn’t have to travel between locations frequently.

Finally, the itinerary should include a section on meeting agendas. This should include the date, time, and location of each meeting, as well as a brief description of the meeting agenda.

When creating an executive itinerary, it’s important to be as organized as possible and to think ahead. By taking the time to create a detailed itinerary, you can ensure that your executive has a smooth, stress-free trip.

How do I write a travel itinerary?

Planning a trip can be overwhelming. There are so many things to consider: what to see and do, where to stay, what to pack. But one of the most important aspects of trip planning is creating a travel itinerary.

A travel itinerary is a document that outlines your planned activities for each day of your trip. It can be as simple or detailed as you like, but having one is important so you can make sure you see everything you want to and avoid overlap or missed opportunities.

Here are a few tips on how to create your own travel itinerary:

1. Decide what you want to see and do. This may be determined by your destination, or it may be more general. For example, if you’re visiting New York City, you may want to focus on specific attractions like the Statue of Liberty or the Empire State Building, or you may want to focus on certain areas of the city like SoHo or the Upper East Side. If you’re more general, you may want to focus on types of activities, like sightseeing, museum-going, or shopping.

2. Create a rough schedule. Once you know what you want to do, start creating a rough schedule of when you want to do it. This doesn’t have to be set in stone, and you can always change it later, but it’s helpful to have a plan to start with.

3. Add in travel time. When planning your schedule, remember to add in travel time between attractions. This is especially important if your destinations are spread out or if you’re visiting a city with a lot of traffic.

4. Use online resources. There are a number of online resources available to help you plan your trip, including websites that list attractions by city or country.

5. Make adjustments as you go. As you’re actually travelling, you may find that you want to spend more or less time at certain attractions, or that you want to explore an area that you didn’t plan to visit. That’s perfectly okay – just make the necessary adjustments to your itinerary.

A travel itinerary doesn’t have to be perfect, and it’s always okay to change your plans as you go. But having one will help ensure you see everything you want to on your trip.

How do I write an itinerary for a business trip?

A well-planned business trip can make all the difference for a successful outcome. Part of that planning process is creating an itinerary. An itinerary outlines the specifics of your trip, including your flight, hotel, and meeting schedule. It can also help ensure that you don’t miss any important details or appointments.

There are a few things to keep in mind when creating an itinerary for a business trip. First, make sure to research your destination and confirm the dates and times of your meetings. Next, schedule your flights and hotel reservations. If you’re driving to your destination, make sure to map out the route and include rest stops and gas stations. Finally, be sure to pack your luggage and print out copies of your itinerary for each person traveling with you.

When creating your itinerary, it’s important to be as specific as possible. Include the addresses and phone numbers of your meeting locations, as well as the addresses and phone numbers of your hotel and the airport. You may also want to include a schedule of your activities for each day. This will help you stay organized and make the most of your time.

A well-planned business trip can help you make the most of your time and ensure a successful outcome. By creating an itinerary, you can ensure that you don’t miss any important details or appointments.

How do you make an itinerary step by step?

When planning a trip, one of the first things you’ll need to do is create an itinerary. This document will outline your planned route, what you’ll be doing each day, and where you’ll be staying.

There are a few things to keep in mind when creating an itinerary. First, make sure your plans are realistic. You don’t want to try and fit too much into a short trip, or stretch yourself too thin on a longer one. Secondly, be sure to factor in travel time between destinations. And finally, leave some room for spontaneous adventures and changes of plan.

If you’re not sure how to get started, here’s a step-by-step guide on creating an itinerary:

1. Choose your destination(s).

The first step is to decide where you want to go. Once you have a destination in mind, you can start researching things to do and places to stay.

2. Create a rough outline of your trip.

Now that you know where you’re going, it’s time to create a rough outline of your trip. This will include the different places you’ll be visiting and what you’ll be doing in each location.

3. Make a list of must-see attractions.

Once you have a general idea of your trip, start making a list of must-see attractions. These are the places you don’t want to miss, no matter what.

4. Research transportation options.

Next, you’ll need to research transportation options between destinations. This will help you determine how much time you’ll need for each leg of your trip.

5. Make a schedule.

Now that you have all the information, it’s time to put it all together into a schedule. This will help you make sure you’re hitting all the important points, while still leaving room for spontaneity.

6. Finalize your plans.

Once you have a final itinerary, be sure to double check the details and make any necessary adjustments. Then, all that’s left is to pack and go!

How should an executive assistant plan a trip?

As an executive assistant, you may be responsible for planning and arranging travel for your boss. Here are some tips for making the process as smooth as possible.

1. Start by gathering all the necessary information. This includes the dates of the trip, the purpose of the trip, and any specific requirements or requests your boss may have.

2. Next, research different options for travel. This may include flights, hotels, and car rentals.

3. Once you have selected a travel option, book it and send your boss a confirmation.

4. Make sure to also arrange any necessary transportation or visas.

5. Finally, pack your boss’s luggage and help them get ready for the trip.

How do you coordinate travel arrangements for executives?

Making travel arrangements for a business executive can be a daunting task. There are many things to consider, such as flight schedules, hotel reservations, and meeting agendas. Here are a few tips to help make the process easier.

First, start by gathering all of the information you need. This includes the executive’s travel dates, flight information, hotel reservations, and any other important details. Once you have all of this information, create a spreadsheet or document that will help you track everything.

Next, start lining up flight and hotel reservations. Try to book flights that are as close to each other as possible, and make sure to reserve hotel rooms near the executive’s meeting locations.

Finally, be sure to send all of the travel information to the executive well in advance. This will give them time to review the itinerary and make any necessary changes.

By following these tips, you can help ensure that the executive’s travel arrangements are smooth and stress-free.

What are the 3 types of itinerary?

There are three types of itinerary: the self-guided tour, the group tour, and the tailor-made tour. Each one has its own advantages and disadvantages.

The self-guided tour is the cheapest option. You can plan it yourself, and you don’t have to rely on a tour guide. This option is best for people who want to explore a city at their own pace and on their own schedule. However, you will need to do some research to find out where the attractions and restaurants are located.

The group tour is a good option if you want to meet new people and explore a city with a group of people. The disadvantage is that you have to follow the tour guide’s schedule, and you might not have enough time to explore on your own.

The tailor-made tour is the most expensive option, but it is also the most flexible. You can choose the date, the length, and the activities of the tour. The disadvantage is that it is more expensive than the other two options.

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  1. Essential Business Travel Itinerary Templates for Successful Trips

    The success of these mission-critical travel plans rests in the hands of smart, capable Executive Assistants (EAs). To help EAs ace every trip, we've created business travel itinerary templates that steamline the travel planning process and establish a consistent standard itinerary that executives will love receiving again and again.

  2. Creating a Travel Itinerary for Your Boss

    A well-organized travel itinerary, for some executives, is the most important aspect of an Executive Assistant's job. When done correctly, a travel itinerary can become the most essential part of an executive's trip. Details and consistency in any itinerary are key. The most important part of creating an itinerary is ensuring it is complete ...

  3. 10 Free Travel Itinerary Templates in Google Docs, Word, & Excel

    ClickUp 24 Hour Itinerary Template 6. ClickUp Conference Itinerary Template 7. ClickUp Board Meeting Agenda Template 9. Google Docs Travel Itinerary Template 10. Microsoft Word Business Trip Itinerary Template. There are a lot of things that go into planning a trip. From scheduling flights, booking hotels and car rentals, planning activities ...

  4. Business Travel Itinerary Template

    Help employees and executives keep track of travel arrangements and appointments with Jotform's Business Itinerary PDF Template. Important travel details will be instantly converted into a mobile-friendly PDF itinerary that can be easily accessed on any device — with or without internet — and printed out if needed.

  5. Business Travel Itinerary Template

    That's where our Business Travel Itinerary Template comes in. With Lark's advanced features, you can input all your travel details in one place, making it easy to access and update as needed. ... This template is perfect for professionals who frequently travel for business, including executives, sales representatives, consultants, and more. It ...

  6. The Ultimate Travel Packet for Your Executive's Business Travel

    A journey of a thousand miles may begin with a single step, but a successful business trip begins with a kick ass travel list. This goldmine checklist, complete with useful tips organized by category, was created specifically for traveling executives after a Ninja asked what to include in a travel packet for the boss's upcoming trip.

  7. Business Travel Itinerary Template

    A template for business travel itineraries is designed to be used many times, sometimes by many different personal assistants and travel agents. The template should prompt you for all of the relevant information associated with a trip you are planning, including the following: Flight schedules, including multiple hops. Train schedules.

  8. Travel Itineraries: Effectively Organizing Executive Travel

    1. Personalize the header information on the template: Include your executive's name and your company name. Insert your company's name/logo. Update the travel dates. Do this on the first page and also in the header so it prints on any additional pages of the document if your itinerary is more than one page long. 2.

  9. How to create a business travel itinerary + free template for 2024

    It enables travel managers to quickly create business travel itineraries for traveling employees-which can be printed off or accessed via the available app. Alongside the benefits a TMC has when creating a travel itinerary, it's also useful when things don't go to plan. Travel management companies often offer.

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    Free Itinerary Templates by Visme. Visme's travel itinerary templates are a great way to keep travelers organized and right on schedule. Whether you're a travel agency creating an itinerary for your customers, a tour guide creating an itinerary for your tour groups, an HR executive creating a business trip itinerary for employees or an ...

  11. How to Craft the Perfect Travel Itinerary

    Creating a travel itinerary for your executive is a very important task you'll encounter as an executive assistant. A well-organized travel itinerary can make or break an executive's business trip, saving them a great deal of stress and time while also showcasing your exceptional attention to detail and time management skills as an executive assistant.

  12. Creating a Travel Itinerary for Your Boss

    The travel pack should include: A daily schedule with all locations and times. Booking details for flights, hotel, and transport. Contact numbers for the airline, hotel, and transport companies. A list of names and phone numbers of your boss's overseas contacts and any colleagues they're traveling with. Boarding passes.

  13. Creating Effective Travel Itineraries

    A well-designed travel itinerary is instrumental in helping your executive have a successful business trip. By creating a flexible, but thoughtfully planned out itinerary, you will help your executive focus on the larger goal of their trip and solidify your value to your executive. Check out our next post for a few travel itinerary templates!

  14. Free Printable Travel Itinerary Templates [Word, Excel] Executives

    With the downloadable Word, Excel, and PDF travel itinerary templates provided, you can now quickly put together a planned agenda for any trip. Simply input your destinations, dates, bookings, and activities into these ready-made templates. Keep your chosen itinerary template on hand as you finalize reservations and make travel arrangements.

  15. Executive Travel Itinerary Template

    Efficiency and elegance combine in our Executive Travel Itinerary Template for a seamless experience. By having a well-structured itinerary, executives can manage their time effectively during business trips. The itinerary helps them stay on schedule, ensuring they don't miss important meetings, presentations, or networking events.

  16. The complete travel checklist for executive assistants

    A travel checklist can be a great way of enabling an EA to ensure everything is organized for upcoming business trips for employees. It may also help prevent a lot of stress and hassle that comes with booking travel during a pandemic and in the new normal to come. 1. Start by gathering intel for the upcoming trip.

  17. 3 Must-Have Travel Profile Forms

    1. Travel Itinerary (Domestic) The Domestic Travel Profile Form includes a Pre-Travel checklist to ensure important documents and other must-haves will make it into your client's suitcase. 2. Travel Itinerary (International) The Internation Travel Profile Form version includes a more elaborate Pre-Travel checklist. 3.

  18. Free Executive Travel Itinerary Template For Google Docs

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  19. Travel Itinerary Template

    Travel Itinerary Template. Updated 8/30/2021. Easily create a concise summary of your travel plans using our free Travel Itinerary Template for Excel or Word. List your flight, transportation, lodging, meeting times and other activities so that you can get the information quickly while you're on the go. It includes a place to add hyperlinks, so ...

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    Download our travel itinerary template for free and use it when organizing your executive's next trip. Happy travel planning! Written by Bryn Smith. Bryn is the Senior Manager of Brand and Product Marketing at Base, where she is on a mission to build a world-class EA community by connecting them with top-notch thought leaders, invaluable ...

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    34 Free Travel Itinerary Templates (Word, Excel & PDF) Free travel itinerary templates: Your itinerary refers to your journey's more detailed plan. Usually, highlights some places to be visited and the travel plan. By having itinerary templates, you will benefit from having the travel arrangement in one location for easier referencing and ...

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  23. Executive Assistant Travel Itinerary Template

    Executive assistants play a critical role in supporting their executives while they are traveling. In order to help ensure that their executives have a successful trip, executive assistants need to create an accurate and detailed travel itinerary. A good executive assistant travel itinerary template will include all of the necessary information about the trip, including