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Business Travel Itinerary Template

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Start Date - End Date

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

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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Essential Business Travel Itinerary Templates for Successful Trips

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.

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.

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.

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.

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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What a great idea.

This is a great resource, thank you!

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

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.

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

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Business travel itinerary

Unlock stress-free business travel: optimize your trip with our itinerary template. Prepare, plan and succeed!

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Mastering business travel: the importance of a structured itinerary

Are you gearing up for an upcoming business trip? Whether you're a seasoned business traveler or embarking on your first corporate adventure, having a well-structured business travel itinerary is the key to a successful and stress-free journey. In this article, we'll introduce you to the benefits of using a business travel itinerary template, walk you through its key components, and discuss why planning is crucial for making the most out of a business trip.

The benefits of a business travel itinerary

Organization: The pre-travel checklist is an essential component of a business travel itinerary. It ensures you have all necessary documents and items before your trip, eliminating last-minute panic and providing a sense of order to your journey.

Efficiency: Structuring your time let’s you optimize your important business meetings while still giving yourself the space and flexibility to relax or explore your new destination. This level of planning ensures that every moment of your trip is used efficiently. To optimize your business meetings and personal time, our travel itinerary template provides a structured approach for a balanced and efficient journey.

Accountability: Another crucial aspect is facilitating expense tracking. It ensures you stay within budget and adhere to company guidelines. By meticulously recording your expenses, you maintain financial responsibility during your trip and align with company spending guidelines.

Preparedness: Having all your travel information in one place, from flight details to hotel reservations, is a cornerstone of an effective business travel itinerary. It ensures you're fully prepared for any situation that may arise, promoting a sense of confidence and readiness for your travels. With all essential information at your fingertips, you're equipped to tackle the unexpected with ease. Discover the benefits of comprehensive planning with our detailed guide to making travel itineraries.

Key components of the business travel itinerary

Pre-travel checklist: This essential checklist ensures you have all necessary items and documents before your trip, eliminating the risk of forgetting crucial items and ensuring a smooth journey.

Essential travel details: Traveler's information and travel dates ensure that you can be reached during your journey and help coordinate your travel plans effectively. Transportation and accommodation details streamline your travel logistics, while tracking expenses ensures your trip is well-organized and within budget. 

Day-by-day itinerary: A well-structured day-wise itinerary helps you make the most of your time during the trip. It ensures that you stay on track with your schedule, manage your commitments efficiently, and have time for both work and relaxation. This level of planning enhances your productivity, reduces stress, and maximizes the value of your business travel experience.

Why business travel itineraries matter

Business travel itineraries are not just about paperwork; they are tools for seamless and productive journeys. They ensure you have everything you need, help you stay organized, and make your trip as efficient as possible. For your next business trip, consider using our trip planner template to simplify your preparations and maximize the efficiency of your travel experience.

Incorporating a well-structured business travel itinerary can greatly simplify your preparations, keep you organized, and ensure you're well-prepared for every aspect of your journey. Whether you’re completing the itinerary yourself, or have a secretary to organize the trip for you, this comprehensive tool is your key to stress-free and productive travel. Take the first step toward enhanced efficiency and give this itinerary template a try for your next trip. Safe travels!

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

• Flight numbers
• Travel schedule
• Departure times
• Arrival times
• Travel agency information
• Airline and reservation information
• Other important travel details
• Car rental pricing and details
• Pick-up locations
• Hotel booking check-ins
• Hotel information
• Reservation details
• Check-out time
• Meeting schedule
• Trip planner
• Daily activities
• Event or conference information
• Plus any trip-specific extra info.!

Download your business travel itinerary template now

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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.

Try this template now

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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Free Itinerary Templates

By Kate Eby | February 28, 2018

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An itinerary is essentially a schedule that can aid in organizing travel plans, conferences, meetings, and other events. Itineraries are most commonly used for business trips and personal travel to provide a record of important details, such as transportation and lodging information, business meetings, tourism plans, and emergency contacts. Whether you’re embarking on a business trip or family vacation, an itinerary can help you plan ahead, pack appropriately, and prioritize activities in order to save time while traveling. To make your process even more efficient, below you’ll find free travel itinerary templates, planning checklists, meeting itineraries , and other templates for Microsoft Excel and Word, PDF, and Google Docs. All of the templates are professionally designed and easy to use, and you can print them to provide a hardcopy during travel or to utilize in a meeting.

Business Itinerary Templates

Business travel itinerary template.

Keep track of flight information for both departure and return trips, accommodations, rental car details, and meetings or events with this business travel itinerary. You can plan for multiple travel dates, and the template is designed with alternating colors for an easy-to-read layout.

‌ Download Business Travel Itinerary Template

Business Trip Checklist Template

Customize this checklist template by adding tasks that need to be completed and items to pack on a business trip. Using a checklist can help ensure that important items are taken care of and that nothing is overlooked. It’s a simple planning tool that can have a big impact on the outcome of a business trip.

Download Business Trip Checklist Template

Excel | Smartsheet

Simple Business Trip Itinerary

This blank itinerary template offers a basic format that can easily be customized for a specific trip. Create a multi-day itinerary that covers transportation, lodging, meetings, and any other travel details that you want to keep track of. Consider adding hyperlinks to locations, such as hotels and restaurants, so that you have a record of online resources while traveling.

Download Simple Business Trip Itinerary 

Business Trip Report Template

A business trip report typically follows a memo format and provides a summary of the purpose and results of a business trip, including recommendations or follow-up actions that need to be taken. This is different from a business trip expense report, which is used to keep track of travel expenses for reimbursement. You can save and print the template as a Microsoft Word or PDF file.

Download Business Trip Report Template

Word  |  PDF  | Smartsheet

Travel Agency Planning Form

Travel agents can use this form to collect information from clients and create travel plans. Edit the template to include whatever details are relevant for the client and the type of trip, such as flight preferences, travel insurance options, lodging information, or discounts offered. Create a record of client information for future reference.

Download Travel Agency Planning Form

Word  |  PDF

Flight Itinerary Template

Multi-flight trips can be complicated, but a simple template can help prevent you from feeling overwhelmed. This Excel itinerary template will help you keep track of flight info so that travelers have all the details on a single spreadsheet. Enter your flight numbers, airport locations, and departure and arrival times for each leg of your journey, including layovers.

Download Flight Itinerary Template

Excel  |  Word  |  PDF

Vacation Itinerary Templates

Vacation itinerary template.

Plan a quick three-day trip, a five-day getaway, or a longer vacation with this comprehensive itinerary template. You can make and record plans for each day of your trip, including restaurant reservations, entertainment ideas, transportation, and nightly lodging. This provides a detailed look at your daily itinerary as well as an overview of the entire vacation.

‌ Download Vacation Itinerary Template

Vacation Planner Template

While creating a vacation itinerary requires advance planning, doing so allows you to relax and enjoy your trip without having to make arrangements while traveling. This vacation planner template is designed to help you compile information, compare options, and then create an itinerary based on what you discover. It can be used for planning a variety of trips, from family vacations and reunions to student field trips or travel for sports team competitions.

Download Vacation Planner Template

Excel  |  Word  |  PDF

Travel Day Planner

Use this Microsoft Word itinerary template to create a schedule for outings and events on a single day. Keep track of items to bring, restaurant locations, tourist attractions, and important notes. You can create your own easy-to-carry guide to follow throughout the day, and stick to your travel plan or make adjustments as you see fit.

Download Travel Day Planner

Family Vacation Itinerary Template

This itinerary template is designed with families in mind, and provides sections for listing all of the important trip details, which may include traveler names, medical info and contacts, other emergency contacts, and travel plans. Keep track of activities that your family plans to enjoy along with any corresponding details you want to document, such as cost, location, or advance tickets.

Download Family Vacation Itinerary Template

Excel  |  PDF

Travel Planning Checklist

Create a simple checklist for planning a personal trip or vacation. This template includes sections for adding items to complete at work, arrangements for home and pet care, a packing list, and other tasks. A to-do list can provide organization and accountability before you leave for a vacation.

Download Travel Planning Checklist

Meeting and Event Itinerary Templates

Formal meeting itinerary template.

Keep meetings on track with this organized itinerary that shows topics to be covered, presenter names, and the time allotted for each agenda item. You can also record the names of everyone in attendance, the meeting objective, and the location. This is a Google Docs template that can be modified to suit your particular organization and easily shared with team members.

Download Formal Meeting Itinerary Template

Word | Smartsheet

Meeting Minutes and Itinerary

This meeting itinerary template for Word provides a traditional layout with room to record minutes. Customize the template by adding a business logo or editing the items included in the itinerary. The template also includes a signature line for secretary approval.

Download Meeting Minutes and Itinerary

Weekly Staff Meeting Itinerary Template

Plan your weekly staff meetings and share the itinerary with attendees in advance. The agenda includes an overview of weekly achievements, progress updates, action items to discuss, and scheduling info for the next meeting. This template provides a roadmap to follow during the meeting and can also serve as a record of what was covered.

‌ Download Weekly Staff Meeting Itinerary Template - Word

Event Itinerary Template

Create a simple itinerary for a conference, workshop, fundraiser, or other event with this schedule template. You can show activities that occur in different locations simultaneously, such as different speakers at a conference, and display the starting and ending time for all activities. Use this template to plan a single or multi-day event.

Download Event Itinerary Template

Excel  |  PDF

Tips for Planning a Business Travel Itinerary

Some companies hire a corporate travel planning service to manage trip planning, booking, and emergency services. However, small businesses and independent consultants can simplify their travel planning by keeping a few tips in mind.

• Begin Planning Early: While some trips occur with short notice, you should aim to start planning a month in advance (if possible) to reduce stress and ensure that you get the services you need at the best rates available. Schedule any business meetings before securing transportation, lodging, and other travel details. It can also be helpful to arrive a day or two early to give you time to get organized and recover from jet lag.
• Bring a Backup Itinerary: Mobile devices, cloud-based storage, and the global availability of Wi-Fi make it easy to access documents from anywhere. But technology can fail, and devices can be lost or stolen, so it’s wise to print a hardcopy of your itinerary to bring in your carry-on luggage. If you’re traveling overseas, consider emailing a copy of your itinerary to your local contact as well.
• Check the Weather: This may seem obvious, but in some locations and at certain times of year, you may need more than your typical business attire in order to be prepared and comfortable. Before packing, check the weather forecast for your destination.
• Confirm Arrangements: Verify that a hotel will provide all the services you will need before booking. Once arrangements have been completed — but before setting out on your business trip — confirm lodging and other travel details to ensure that everything is in order and your itinerary is accurate.

Creating an organized itinerary will give you a map to follow during your trip so that you can focus on business engagements and other work responsibilities.

Create Flawless Travel Itineraries with Work Management in Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

Planning a business trip 101: Tips for regular business travelers

There’s a lot to consider when planning a business trip. This guide is designed to make sure you’re prepared to get going. Travel for business is easier when you’re prepared.

By Jessica Freedman

February 9, 2024

Planning a business trip is not always fun and games ; there’s a lot to think about. Whether you’re a small business owner, a regular business traveler or a travel manager, it’s sometimes hard to know where to start. You have to deal with searching for the best travel deals, planning the ideal itinerary, and if you’re the one traveling, make a packing list.

Dealing with all that goes into planning business trips for yourself, your boss and your company is no easy task, which is why we’ve created this Business Trip 101 to help you get going. Travel easier and be sure how to plan a business trip after reading this guide. 

Get going, travel easier

The more efficient your planning is, the more productive you can be on your business trips as a regular business traveler because you will have a clear agenda and know where your priorities lie. When it comes to corporate travel there is a lot to keep in mind such as flight and hotel bookings, scheduling, ground transportation, checked baggage vs. hand luggage and everyone’s agendas. The more organized you are, the better yours and your team’s results will be.

How to plan a business trip

Planning a business trip can take a lot of work, and part of that is making sure you can balance the business traveler’s mental health (or if you’re the one planning, you have your own wellbeing in mind) as well as the physical needs with the objectives of the company. This is why it’s so important to start with a goal. This way you can see if your agenda is feasible and whether it helps work towards achieving a goal while also following a rhythm that is feasible for the person doing the traveling. If you can, try to have a master planning list that allows you to optimize the time that goes into planning, and then you can more easily replicate for future trips.

1. Start with a goal

If you are looking for how to plan a business trip and stay efficient, we suggest you start with a goal for your business trip . Figure out what you want to accomplish and why you must take a trip to do so. With a goal in place it will be easier to figure out your objectives and then track KPIs related to the trip. KPIs could be the number of new clients onboarded, number of new prospects, number of sales contacts, or goals like designing the Marketing Plan for the following year or simply teambuilding, depending of course on the goal of your business trip.

If you are a regular business traveler traveling for a sales meeting, why not set up several meetings with different potential clients and current clients in the same area to avoid having to travel so frequently? This way you can focus on quality business trips over quantity, which makes them more productive and you will experience less travel fatigue, especially for regular business travelers. 

2. Plan travel once and repeat

Sometimes the biggest part of getting anything done is devising a plan. So start your business trip planning by coming up with a travel plan that is easily replicable for future trips. Start by making a list of everything that you need to do to plan and turn it into a checklist. Business travel like any project needs a roadmap to get anything accomplished.

Need a helping hand to get started? Download our checklist!

3. create a master business trip itinerary.

Creating standard itinerary for a business trip oftentimes will fall in the hands of an administrative or HR professional, but if one isn’t provided for you, there are some important details you must consider jotting down such as transportation times and details, travel reservation and confirmation numbers, addresses, emergency contact information, check in and check out times for the hotel, day-to-day schedule details (such as what time do meetings start, where and how long do they go), as well as contact information for the people you will be meeting with. 

It may seem overwhelming at first but once you have a master business trip itinerary outline it will be easily replicable for your next trip. If you work with a travel management company like GetGoing , you can store all your itineraries and travel documents in one place making managing your business trips as easy as the snap of a finger. 

4. Store all business trip-related documents in one place

As we’ve mentioned, when you work with a travel management company, all of your business and trip-related documents will be stored in one place on the web app, including important contact information for travelers, hotel information, emergency contacts, and a support phone number to call in case of issues. 

If you are booking all your regular business trips on your own without the support of a TMC, then be sure to have a spreadsheet and shared drive dedicated to your travel plans and itineraries. It will be easier to keep track of everything and ensure nothing gets missed.

Packing and trip lists: lists are your friend

When it comes time to pack for your business trip there is nothing more important than having a list ready with everything you need to start your business travel plans, especially if you’re a regular business traveler. That means having a running list of those elements that you can’t travel without like your passport or ID, your computer, a mouse, a pen and notebook, or your business cards.

Consult our ultimate packing list for more ideas about the travel essentials.

Make a list of all the travel extras

Extras can be things like checking a bag, traveling business class on a flight, purchasing an in-flight meal, having a driver pick you up, and more. The kinds of extras permitted might depend on your company’s travel policy. For example, taking a taxi instead of the bus to the airport may or not be allowed based on the budget per trip your company has in mind, so make sure to check with your travel manager, HR or office manager about what is and is not allowed. 

Search for business travel deals

Finding business travel deals is perhaps the most important and time-consuming task when it comes to making your business travel arrangements. If your company doesn’t already work with a TMC, you may consider urging them to sign up for a corporate travel management solutions company who can help you find the best (and most convenient) travel deals . 

Some other cheap travel hacks for regular business travelers are:

• Be flexible with dates
• Travel in the middle of the week instead of Monday or Friday.
• Consider traveling via a historically cheap destination to get to your final destination
• Go with budget flight options like RyanAir, EasyJet or Vueling

Business travel by flight

Business travel by flight is one of the hardest parts of booking a business trip. How can you find the most convenient and shortest route without having to pay an arm and a leg? There is also a fine balance between the amount of time you dedicate to searching for cheap flights and the amount you pay because after all time is money, so you don’t want to whittle away your time to spend a little less. 

It’s also hard to know, whether hand luggage is enough for you when traveling by air, whether it’s worth-it to book business or first class (and if your company even allows it). One of the most important things is to familiarize yourself with your company’s travel policy so you don’t find surprises when it comes time to having your travel approved. 

Checked or hand luggage only: Is hand luggage enough for you when traveling by air?

So should you go with checked or hand luggage only? Is hand luggage enough for you when traveling by air? Our rule of thumb when is to ask yourself the following questions, which can help you decide whether hand luggage is enough or if you should consider fronting the extra bucks to check a bag:

• Is your meeting formal or informal? If it’s formal you may want to consider checking a bag so you can keep your suit or blouse from wrinkling.
• How many days are you traveling for? 1-4 days of informal business travel can easily be packed into hand luggage only. Beyond 5 days, it’s definitely worth checking a bag or if you have to deal with cold weather or different climates on the different stops in your trip.
• Will you be adding time on for bleisure or blended travel? If you decide to add in extra days either before or after your trip you may consider throwing in a bathing suit to hit the beach or the spa or some extra clothes that don’t necessarily scream “I’m on a business trip.”
• What kind of traveler are you? If you’re the kind of traveler that wants to throw in your rain boots and parka in case it rains when you’re traveling to Spain that has an average of 50 days of rain a year, then you might consider checking a bag. If you’re a “worst case scenario” type of traveler then just a carry-on will most likely never suffice. 

Hotels for business travelers

Choosing the right hotels for regular business travelers is no easy decision. Breakfast or no breakfast? What kind of amenities are non-negotiable? Is it better to be close to the office or downtown? Should you choose a hotel just because they include airport pick-up? There are so many questions to ponder that we’re going to dedicate an exclusive post just to choosing hotels for business travelers. Stay tuned.

Use the right tools for booking hotels for your business trip

Kayak, Skyscanner, Google flights or Hopper are all great tools for your every day trip, but when it comes to business travel, you want a company like GetGoing travel management for businesses that will help optimize and streamline your booking process. The easier trip planning is, the less time you will have to spend planning and the more productive you can be in your daily job. 

And that’s how you plan a business trip

Review and refine the process for planning a business trip . To do so, create a short survey that you can share with your team so you can evaluate how the trip went and assess whether the goals of the meeting were accomplished. This is an important step, especially when deciding whether to travel or not to travel for future trips.  The more often you reach your goals and the more your goals are reliant on a trip to meet them, the more it makes sense to travel. 

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Top tips on how to plan a business trip

Follow these 6 steps for an effective business trip:

• Make your travel arrangements well in advance
• Select your accommodation based on both price and convenience
• Create an itinerary

Research your destination

• Remember your electronics, accessories and travel documents
• Prepare for your meeting

In today’s digital world, we can communicate across different time zones at a moment’s notice. However, when it comes to brokering a big deal or fostering a solid and long-lasting business relationship, nothing beats face-to-face interaction.  

Corporate travel is still so important, and it’s equally important for anyone making a business trip to prepare thoroughly. When you arrive at your destination relaxed and well-prepared, you’re better equipped to make a good impression and focus on the purpose of your meeting. Preparation lets your mind focus on the here and now, making sure you stay on the ball in that all-important meeting. If you’d like to fine-tune how you get ready for your next excursion, follow these essential tips to become an effective business trip planner.

Make travel arrangements

Whether it’s your name on the travel documents or you’re a travel manager, planning business travel thoroughly is important. Your first step should always be to familiarize yourself with your company’s corporate travel policy . You’re making travel arrangements for a business trip, not planning a personal or a short break, so being compliant with your company policy is essential.

Next, it’s time to book your travel. This may involve traveling by air, rail, car hire or even boat. Think about the journey door-to-door, balancing travel times against cost and convenience. Visualize the various steps of the trip from A to B. Consider details like how long it will take to move between airport and railway station, the time it takes to fill out paperwork at the vehicle hire company, and whether luggage storage might be useful. Use multiple sources and different comparison sites, researching which companies are offering the best deals. Again, be aware of any budget restraints in your company’s travel policy.

Don’t forget the small details. Does the airplane have Wi-Fi so you can work on the move? Would leaving a day earlier allow you to arrive at your first meeting better rested and prepared? At this stage, the more carefully you prepare, the more confident and relaxed you’ll be when you depart.

Select your accommodation

Preparing business travel is, of course, only half the job. Choosing the best accommodation for your requirements is also essential. If you’ve only got one meeting place to reach, make sure you book a hotel that’s nearby – rather than be swayed by a more luxurious option that might be a stressful 45 minute trip away. Use maps on your smartphone to measure distances from the station or airport to your hotel – and remember the roads and transport networks will be busier at certain times of day.

Check your company’s hotel policies to see if there are any preferred hotels - you might be able to get a good deal too. When considering the cost, make sure you compare rates for similar types of accommodation and make sure you select something that’s fairly priced – some companies even stipulate a cost per day that would limit the choice of hotels.

It’s also a good idea to pay close attention to the amenities at the hotel. Some tourist-focused hotels may serve breakfast too late for your early starts, and as a business traveler you’re likely to want free Wi-Fi, 24-hour room service, plenty of power points for charging your devices. CWT Hotel Intel gives travelers access to trusted peer hotel reviews and can be a handy tool for business trip planners.

Create a detailed itinerary

Your itinerary is your blueprint for a successful business trip. Use it to stay in control of every detail – from transport times and the names of those you’re meeting, to your travel reservations and hotel address. Be sure to allow yourself extra time on your itinerary for relaxing, meetings that have been delayed or overrun, and busy traffic. Consider using a specially designed tool like the myCWT app , which syncs your itinerary with work calendars, and allows travelers to share this with colleagues. This is handy from a communication and efficiency perspective, and as a safety measure if you’re travelling to an unfamiliar destination.

It may be that you’re traveling to a destination you are familiar with and feel comfortable in. Or, you may be entering unchartered territory. If that’s the case, research is essential to avoid unnecessary risk. For example, some cities are well known for pick pockets, so you’ll need to be extra careful when storing important and expensive items like phones in your pockets. Depending on where you’re going, reading up on the current political situation at your destination could also be prudent.

Perhaps you’re traveling to a city or country with a different culture and customs to your own. Avoid looking foolish or, worse, causing offence, by researching the differences in behavior and manners before you arrive. For example, if you’re taking potential clients for a meal, do you know the etiquette on tipping, or when to give people your business cards? Or, if you’re visiting a country where English isn’t the common language, you could even learn a few basic phrases, such as greetings and “thank you”, which could make all the difference when making a good first impression.

Prepare your travel documents

Hours of careful preparation and research will all be wasted if you forget vital travel documents. Traveling between countries requires a current, valid passport, travel tickets and sometimes a visa. It’s key to research whether or not you need a visa as soon as possible, even if you are just transiting through a country, without stepping foot outside the airport. Some embassies can take a number of days or even weeks to issue visas. Even if you’re not traveling to a different country, you may need photo ID to clarify that your name corresponds to the one on the ticket - your passport or driving license are the best options so keep them safe at all times.

Remember your electronic accessories

Stay as productive as possible on your trip by taking a laptop or tablet – it’ll make your travel time really count. Remember to pack the relevant chargers and adapters, too. You can usually pick these up at the airport when you’re passing through, but being prepared is key and will save you time and money in the long run.

Get ready for your meeting

So you’ve followed all the right steps for planning a business trip, but what about your business objectives and the meeting itself? Making a note of what you hope to achieve on the trip can help improve your focus - even if you simply want to reach out to new contacts or gain a general overview of potential new client. Arm yourself with as much information as possible about the people you’ll meet, as well as the places they’ll be. What’s the dress code? If you’re visiting an industrial site, for example, will you need sturdy shoes? If you’re going to be giving a presentation, what format will it take and will your host have the equipment you need? Simply emailing ahead to check if they have suitable screens and cables can ensure you avoid embarrassing delays or confusion that would get your meeting off to an awkward start. That first impression counts so give yourself the best chance of making a good one.

By setting aside the time to prepare, conducting some detailed research and following these business travel tips, you can optimize your chances of a productive and enjoyable trip.

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15 Tips On How To Plan Successful Business Trips

Home » Guide » 15 Tips On How To Plan Successful Business Trips

Successful corporate ventures involve careful planning and execution in all aspects. And business travel is no different. Though it may sound easy, understanding the intricate details of how to plan a successful business trip is a bit difficult. There are numerous variables involved while planning a corporate trip such as dynamic flight fares, flight cancelation, employee unwillingness, emergencies, and many more. Hence, to ensure smooth business travel, let us discuss the basics on how to plan successful business trips.

How to plan successful business trips

We can divide the planning of a business trip into three sections: Pre-trip planning, during-the-trip plan, and post-trip planning. Let us explore these avenues differently.

I. Pre-trip planning

1. Determine objectives

Every endeavor should have a clear purpose or aim. Corporate can define the outcome of a trip for the employees and brief them about it. It can be meeting new prospects, delivering customer support service, participating in an event, etc. A set guideline will help in evaluating the degree of success or failure of the trip.

2. Establish a budget

As corporate travel makes up the second largest expense of corporate after salaries, budgeting becomes a crucial step of planning. Travel managers should coordinate with partnered TMCs to find the best flights, connections, and accommodations. Further, They should allocate a budget for transportation, meals, and other expenditures.

3. Research destination and make an itinerary

While planning a trip to a foreign land, travel managers and traveling employees need to know about the destination. They should be aware of the local geography, local customs, and business etiquette. Additionally, they should understand the local laws and special considerations of the location. Another important aspect of a business trip is defining a clear itinerary. Travel managers should maintain departure dates, business meetings and events schedules, and other such details and share them with the employee and TMCs.

4. Transportation

Choosing a suitable transport can help travel managers save highly on trips. They should also ensure a good travel experience and minimize connecting flights. Moreover, if trains are possible and the schedule allows for it, travel managers can also use railways, which will cost much lesser than flights.

5. Accommodation

Booking hotels can be a tough job for travel managers. The travel admins should consider budget, location, and amenities while selecting accommodations for their employees. They should make reservations for securing top discounts and ensuring the room’s ready availability.

6. Travel documents

Admins can provide brief guidance about the travel documents required to travel to a particular country. Employees should produce all the necessary documents such as passports, visas, or other documents beforehand. The validity of these documents should be ensured before travel and any discrepancy should be filed for correction if needed.

7. Travel insurance

Travel insurance is essential to protect employees against unforeseen or unfortunate circumstances. Moreover, corporates should ensure that TMCs provide support and look after the travel insurance of the employee. Travel managers should read the terms and conditions of the insurance policy to avoid future hassles and disputes.

8. Contact and schedule meetings

All the involved parties should have each other’s contact information to establish better communication. Sometimes it may be possible that meeting schedules can change on the go; hence, stakeholders should remain in mutual agreement for fulfilling the purpose of travel.

9. Prepare meeting materials

Gathering and providing the right presentations, documents, or contracts to the employee is essential. Employees should remain prepared for the meeting and organize their relevant material to avoid any miscommunication or delay. These documents should provide prompt solutions to any problems raised during or after the meeting.

10. Create a packing checklist

Travel managers should prepare a comprehensive list of essential items to pack. This can include business attire, electronics, adapters, business cards, and any specific materials required for the trip. They can also create and share the packing list as per the location, weather, and culture.

II. During the trip

12. Time management

Employees should understand the importance of the schedule and should strictly adhere to it. They should arrive at the meeting venue earlier than the set time. Maintaining a personally enforced schedule for exercise, lunch, dinner, outings, etc. will help in enhancing the overall experience of the trip.

13. Networking opportunities

On the trip, employees become the ambassadors of the company. Therefore, it is crucial to train the employees with the soft skills required to aptly represent the business. They can build a network of potential clients and contributors while carrying out simple meetings or participating in corporate events.

14. Expense tracking

Employees should record all of the expenses made during the corporate travel and keep the receipts handy with them. Doing this will help them get reimbursements for any out-of-pocket expenses that were necessary during the trip.

III. Post-trip follow-up

15. recap and evaluation.

A business trip report should be shared with the higher management to analyze and evolve with the prior trips. The feedback loop creates the opportunity to know about the personal experiences of the employees and build on a constructive path.

Corporate trips are essential to expand the reach and potential growth of businesses. Therefore, knowing the details about how to plan a successful trip is highly important for ensuring adequate ROI, both tangible and intangible. And planning for the trip and ensuring that the following through of the plan is of optimal importance to ensure the least amount of creases in a Business’s growth trajectory.

How To Plan Successful Business Trips FAQs

What constitutes business travel planning.

Business travel planning constitutes pre-trip planning, during the trip planning and adjustments accordingly to pre-trip plans and creation of a post-trip plan of recapping and objective evaluation.

What is pre-trip planning?

Pre-trip planning involves determining key objectives, budget allocation and itinerary creation. These are to be done well in advance of the trip if timings and internal tasks allow for it and little if not none of the planning must happen last-minute.

What is during the trip planning with respect to business travel?

Not all circumstances are foreseeable and plans rarely go pitch-perfect. Therefore assessment of the current scenario and planning as required during the trip and making necessary adjustments to the plan or adopting contingencies is necessary in most cases.

What constitutes post-trip evaluation in business travel planning?

After the completion of a business trip, the entire picture can finally be seen and studied. All considerations and plans made before and during the trip can be reflected upon, recorded and improvements that are possible should be considered. These constitute post-trip evaluation and it is very integral to do these evaluations whether a corporate is outsourcing its travel management or whether it is dealt with internally. Because efficient expenditure and smooth execution of plans is of extreme importance to running a business.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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How to Create a Travel Itinerary for a Business Trip

Tips for Creating a Business Trip Itinerary

Are you planning a corporate business trip this year? In the wake of the pandemic, many companies took an extended break from business travel. Now, though, businesses are getting back into the groove of travel, sending their employees and teams all over the world on business trips. 

If your corporate team is traveling this year, they’ll need a business trip itinerary before they go. Knowing how to plan a business trip is crucial for streamlining your team’s experience. It will also help them know what to expect throughout their travels. 

Creating a Business Trip Itinerary

When you create your business travel itinerary, you’ll want to start with basic travel details, then work your way into the nitty-gritty details. Building a business trip schedule might seem overwhelming at first, but take one step at a time. Let’s look at some of the areas you’ll need to focus on. 

1. Detail the Travel Information

First, you’ll want to share important travel information with all the employees who will be attending. This includes detailed transportation information , such as: 

• Departure and arrival airports
• Airlines, flight numbers, flight times, and terminal and gate information
• Any layovers and what times those will occur
• Contact information for your corporate travel agency, if applicable
• Pertinent rental car or pick-up information

If possible, provide tips for smoother travel. These could include suggestions for how early to arrive at the airport, or the top-rated airport cafes to grab a meal between flights. Lay out as many details as possible to help your team navigate their flights, layovers, departures, and arrivals.

2. Provide Accommodation Details

Understanding how to plan a business trip involves providing your team with information about hotel accommodations. This is a great time to include a packing list for a business trip, as well. Let’s take a look at some of the information you want to get into your team’s hands before the big trip . 

• Name and location of the hotel you’ve booked 
• Information about rooms and amenities 
• Check-in and check-out times and procedures
• In-hotel or nearby places to grab a meal or basic necessities 

3. Include Event Details

Next, you’ll want to include event details in your business travel itinerary. This information covers conferences, corporate events, team-building exercises, and any other outings your employees may be going on during this trip. You’ll need to share addresses, arrival and departure times, and contact information for each location. 

Speaking of contact information, it’s important for your team to be able to connect with any clients or business partners you’ll be meeting with. Provide their contact information to every member of your team who’s attending. If there are hiccups in travel, such as delays, your team will be more likely to keep things running smoothly. 

4. Give Packing Tips

Including a packing list for a business trip is a fantastic way to help your team members get prepared. For example, be sure to remind employees of any wardrobe items they’ll need based on events, travel, and local weather. Keep an eye on crunch times between meetings and events, and make notes to help them decide whether to bring a change of clothes.

5. Lay Out a Complete Schedule

Next, create a well-organized, detailed business trip schedule for every day of the trip. Lay out specific times and places so your team will know where they should be at all times. Be sure to double-check your times right before sending out the schedule, and stay on top of any changes so the itinerary is up-to-date when they depart. If you need a little help laying everything out, a business trip itinerary template could be incredibly helpful. 

6. Give Your Team Corporate Apparel for Business Travel

Finally, consider providing your team with logo-branded corporate merch to help spread brand awareness as they travel! Branded luggage , comfortable corporate travel gear , travel gift sets , and corporate event apparel are all ways to get your corporate logo out into the world! High-quality branded travel apparel and accessories will showcase your company branding in a big way, while your team travels in style.

Now that you know how to plan a business trip, it’s time to equip your team with logo-branded swag for the journey ! Be sure to allow for plenty of shipping time to receive your items before travel. Having a bit of breathing room prior to your business trip schedule will help ensure your merch can arrive on time. 

If you need help with timing or selecting the right branded merch for your team, we’d love to help! Contact a Merchologist today for help finding the perfect branded business trip gifts and gear for your team.

Business Travel Itinerary Template for Microsoft Word

• Great for beginners
• Ready-to-use, fully customizable Doc
• Get started in seconds

Traveling for business can be chaotic, but it doesn't have to be! Stay organized and in control with ClickUp's Business Travel Itinerary Template for Microsoft Word and more. Whether you're jet setting for meetings or conferences, this template helps you plan every detail with ease.

The Business Travel Itinerary Template allows you to:

• Easily input flight details, hotel bookings, and transportation arrangements
• Keep track of meeting schedules and important contacts
• Ensure a seamless and stress-free travel experience from start to finish

Make your next business trip a breeze with ClickUp's all-in-one itinerary solution!

Business Travel Itinerary Template Benefits

Creating a Business Travel Itinerary Template in ClickUp offers a seamless solution for organizing your travel plans. With this template, you can:

• Streamline your travel planning process by centralizing all trip details in one place
• Ensure all essential information, from flight details to hotel accommodations, is easily accessible
• Stay on top of your schedule with a clear outline of meetings and events
• Easily share your itinerary with colleagues or team members for better coordination during business trips

Main Elements of Microsoft Word Business Travel Itinerary Template

To streamline your business travel planning, ClickUp offers the Business Travel Itinerary Template for Microsoft Word and other platforms. This Doc template includes:

• Custom Statuses: Easily track the progress of your travel plans with statuses like Confirmed, Pending, and Completed
• Custom Fields: Utilize custom fields such as Flight Details, Hotel Reservations, Meeting Schedule, and Transportation Info to input and organize crucial travel information
• Custom Views: Access different views like Detailed Itinerary, Summary View, Calendar View, and Checklist View to manage your travel plans efficiently and effectively

How To Use This Business Travel Itinerary Template In ClickUp

Creating a detailed business travel itinerary is crucial for staying organized and maximizing productivity during your trips. With the Business Travel Itinerary Template in ClickUp, you can easily plan your schedule and make the most out of your travel experience. Follow these steps to get started:

1. Enter trip details

Start by filling in essential trip information such as the destination, travel dates, accommodation details, flight numbers, and contact information for any local offices or clients you'll be visiting. Having all this information in one place will help you stay on top of your itinerary.

Use the Table view in ClickUp to input and organize all your trip details neatly.

2. Plan daily activities

Break down each day of your trip into a detailed schedule. Include meetings, conferences, site visits, networking events, meals, and even some downtime for rest or exploration. Make sure to allocate realistic timeframes for each activity to avoid overbooking yourself.

Create tasks in ClickUp for each activity or event on your itinerary to stay on track.

3. Organize transportation and accommodation

Arrange transportation to and from the airport, between meetings, and to your accommodation. Include addresses, phone numbers, reservation details, and any special instructions. Additionally, list out your hotel details, check-in and check-out times, amenities, and any specific preferences you may have.

Utilize custom fields in ClickUp to store all transportation and accommodation information conveniently.

4. Prepare necessary documents

Gather all essential documents such as your passport, identification, travel insurance, tickets, itinerary printouts, and any required business materials. Make sure everything is up-to-date and easily accessible during your trip.

Set up Automations in ClickUp to send reminders for document preparation before your travel dates to avoid any last-minute rush.

With the Business Travel Itinerary Template in ClickUp, you can streamline your travel planning process and ensure a smooth and productive business trip. Safe travels!

This template is originally designed for use in the ClickUp platform, but you can easily export this doc for use in Microsoft Word, or even just copy-paste the contents into your platform of choice.

Get Started with This Business Travel Itinerary Template for Microsoft Word, ClickUp, & More

Business travelers can use this Business Travel Itinerary Template to streamline their trip planning process and ensure a smooth travel experience.

First, access the ClickUp platform and navigate to your Workspace to add the Business Travel Itinerary Template.

Next, customize the template by adding specific details for your trip, such as flight details, hotel reservations, meeting schedules, and transportation arrangements.

Now, leverage the template's features to optimize your travel itinerary:

• Utilize the Calendar View to visualize your trip schedule and stay on track with your appointments
• Organize tasks into different statuses like Planned, Confirmed, In Progress, and Completed to track the progress of your travel arrangements
• Customize custom fields to include important information such as confirmation numbers, contact details, and reservation specifics
• Use the Table View to create a detailed overview of your itinerary with all necessary information in one place
• Monitor and adjust your itinerary as needed, ensuring a seamless and stress-free business trip
• Share the itinerary with relevant team members or travel companions for easy collaboration
• Analyze your travel itinerary to identify any potential gaps or conflicts and make necessary adjustments for a successful trip.

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Itinerary Templates

18+ business travel itinerary template in excel | google docs | word | apple numbers | apple pages | pdf.

Travels and tours are common in almost every business. You need to send your employees to meet clients or supervise a worksite or attend Meeting Itinerary Templates , conferences and so on. A business travel itinerary is the most useful here as it puts the entire plan in a precise schedule so that it gets easier for your employees to understand their assignments & allotted timelines within the business tour. If you need help creating a proper business travel itinerary, you can count on a business travel itinerary template.

• You are getting a readymade Sample business travel itinerary Template here which eliminates the cumbersome work of creating a whole itinerary from scratch.
• A business itinerary template for travel thus saves a great deal of time & energy which you can use for other essential works.
• There are several sites from where you will get a Free business travel itinerary Template. Thus, you don’t have to bother about any additional expenses while downloading the itinerary template.
• These printable templates are easily customizable.

Free Business Travel Itinerary Planner Template

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Travel Itinerary Template Flights PDF Download

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Printable Business Trip Travel Itinerary Free

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One Day Business Travel Itinerary Template Free

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Free Business Travel Itinerary Template Pdf Download

More in Itinerary Templates

Business travel voucher template, business travel white paper template, business travel desk calendar template, business travel calendar template, business travel planning checklist template, business travel itinerary template, business travel itinerary example template, professional business travel itinerary template, international business travel itinerary template.

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A free itinerary template for fast and easy scheduling

Whether you’re traveling for business, planning a big event, or simply trying to stick to a daily schedule, a detailed itinerary template can help. While typing up an entire itinerary is time-consuming, itinerary templates make the job a lot easier by  letting you create a structure you can reuse as needed.

This article provides an overview of itinerary templates and how these user-friendly documents can help streamline your scheduling process. Whether you want to create detailed business trip schedules or simple budgets, monday.com itinerary templates help you save time and increase productivity.

Before we get to our templates though, it’s important to understand how an itinerary template differs from a regular itinerary and a few reasons you may find one useful.

Get the template

What is an itinerary template and how is it different from a regular itinerary? 

While the content of an itinerary can vary depending on the specific event, most itineraries list times, dates, locations, and activities. Itineraries are used for business trips, personal road trips, conferences, events, and daily schedules. They’re static documents you reference throughout travel or an event, so they don’t incorporate real-time changes.

On the other hand, an itinerary template is a customizable document that lets anyone organize and schedule details, such as dates and times, in a convenient, user-friendly fashion.

An itinerary template is pre-formatted with easily-customizable headings and graphics and spaces to fill in. Individuals can input pertinent data such as flight times, hotel addresses, transportation information, and event details. Data is saved within the template and accessible via laptops or mobile devices to enable quick, convenient viewing and support cascading updates when details change.

Though their customizable settings make them super convenient, there are other reasons to use an itinerary template. To help you understand how they can provide extra value, we’ll explore some benefits of itinerary templates below.

What benefits can you get from an itinerary template?

The templates are pre-formatted, which saves you the time of setting up tables in documents or finessing fonts to ensure the information is easy to scan. Plus, using an itinerary template ensures all information is accessible via a single document.

For example, someone planning a business trip can use a travel itinerary template to input travel, lodging, and transportation details into a single document. The completed template is saved in Google Sheets, Outlook, or another program. When your employee heads out on their business trip, they can easily access their itinerary to verify details in one simple step.

Depending on the trip type, itineraries vary in structure. For each kind of trip, you may have specific categories you’d like to add. Often, it helps to get an idea of existing templates before choosing or creating one.

There are several types of  itinerary templates—here are some examples

Itineraries or itinerary planners can cover events from business trips to vacations. Travelers or professionals can use them for professional meetings or weekends on the town with friends. Here are a few scenarios you could use one.

Business trip itinerary template

Business trip itinerary templates leave space for information such as travel dates, flight times, airport and lodging locations, and transportation details. Business trip itineraries are especially helpful for employees and clients traveling in unfamiliar cities, states, and countries thanks to the ability to input specific information.

Pre-formatted fields allow anyone to add times and locations for business meetings and planned events.

Flight itinerary template

Flight itinerary templates are pre-formatted with sections to input passenger names, flight dates, flight times, flight numbers, and gate numbers. When applicable, these itineraries might also include meal preferences along with connecting flight and ground transportation information. Flight itinerary templates are helpful tools for business trips, vacations, and personal travel.

Vacation itinerary template

Vacation itinerary templates let you input every detail of your upcoming vacation in chronological order, starting with travel dates and flight information. Vacation itinerary templates provide pre-formatted sections for hotel and lodging, transportation, and activities and events. A vacation itinerary helps travelers stay on schedule with planned activities, and it serves as a reliable point-to-point guide.

For those wanting customizable, easy-to-use itinerary templates, there’s another option. You may want to look for a tool that helps you manage trips with one click and keep notes and itinerary-related documents in one place.

  Get started

The itinerary template from monday.com is flexible, customizable, and helps you stay ultra organized

monday.com’s itinerary template helps you stay on track when organizing business trips, personal travel, business meetings, and daily schedules. Whether you manage a team of professionals or run a small business from home, our itinerary template is designed to help you streamline scheduling processes by:

• Starting with a format : An existing format allows you to enter information right away without having to think about formatting. Each time you create an itinerary with a template, you may save seconds or even minutes, and that efficiency can add up.
• Consolidating information : Keep all notes, important files, and travel requirements in a single location, ensuring easy, on-demand access for trip planners and travelers alike.
• Creating reusable structure : Access and reuse information for future itineraries. Book a similar business trip or host another webinar on the same topic without reinventing the wheel.

All of monday.com’s templates are customizable and easy to integrate into Google Sheets for enhanced flexibility. Pull in outside information for an itinerary or enter it right from monday.com Work OS — you can view it again later in a variety of formats or share it with others as needed.

Knowing where you’re going and what you have to do there is sometimes half the battle of travel or attending an event. But a few other tools can be equally as valuable as itinerary templates in keeping you organized. That’s why monday.com offers many other customizable templates that pair well with itinerary tools.

A few related templates that complement our itinerary template

Related templates that can serve as supplemental documents to itinerary templates include expense report templates, conference agenda templates, and vacation planning templates. Similar to itinerary templates, these related templates help users create precise documents. Here’s a rundown on how these templates can help organize your schedules and track your expenses.

Expense report template

An expense report template is a pre-formatted spreadsheet that lets you input your business or personal expenses. While specific details can vary, expense report templates typically include sections for payment dates, amounts paid, subtotals, and payment methods. Often used in conjunction with budget templates , expense report templates let employers and individuals create and maintain easily-accessible, accurate financial records.

Conference agenda template 

Conference agenda templates let users input dates, times, locations, and event details for business conferences. These templates are often used hand-in-hand with business trip itinerary templates to help ensure employees and clients adhere to daily schedules. Specific template designs and graphics can vary, but most conference agenda templates feature pre-formatted sections that include opening ceremony details, public speaker details, meal break details and times, and activity details.

Vacation planning template 

Vacation planning templates are often used with vacation itinerary templates. A vacation planning template generally includes preformatted sections and columns designated for budgeting, along with headers for travel dates, locations, and activities. Some vacation planning templates include separate sections for vacation itineraries so users have access to every detail in a single document.

FAQs about itineraries

When do you need an itinerary.

Itineraries are a necessary tool for mapping out travel plans and daily schedules throughout the course of a business trip or vacation. You might even want a wedding itinerary or other options for special events. For business owners, travel itineraries help ensure that employees manage their time and expenditures during business trips and provide specific documentation of all travel points.

If you plan to obtain or renew a passport for international travel, you’ll need proof of your upcoming trip in the form of a flight receipt. In addition to travel, itineraries are helpful for business meetings and seminars, as they list the daily schedules and activities in chronological order with dates, times, and locations.

What are the basic elements of an itinerary?

The basic elements of a travel itinerary include transportation details, hotel and lodging information, and daily scheduling details. While itinerary information can vary depending on the specific details of the trip, transportation information generally includes flight times, flight durations, and ground transportation details such as car rentals, airport shuttles, and/or car service.

Hotel and lodging information typically includes hotel names and locations and check-in/check-out times, and daily scheduling information lists the dates and times of scheduled meetings and events for the duration of the trip. The basic elements of a non-travel itinerary for meetings and events are date, time and location, and a breakdown of the overall schedule.

What is an example of an itinerary?

Types of itineraries include business travel itineraries, meeting itineraries, flight itineraries, business conference agenda itineraries, and vacation itineraries. Here is an example of a business travel itinerary:

• Start date: 1/1/2022
• End date: 1/3/2022
• Full Name: Doug Jones
• Purpose of Travel : Business
• Departing Flight: 1/1/2022| Depart Time: 6:00 AM PST |  Airline:  ABC Air | Flight # 123
• Departure: Los Angeles, CA | Gate: B12
• Destination: Minneapolis, MN | Arrival: 12:30 PM CST
• Transportation: Airport Shuttle |Pickup Time 1:15 PM CST| Pickup Location: MSP
• Drop off location: ACME Hotel, 12345 1st St. Minneapolis, MN
• Activities: 1/2/2022 – Business Convention 12 PM – 4 PM |Location:  ACME Hotel, Ballroom, 12345 1st St. Minneapolis, MN
• Returning Flight: 1/3/2022| Depart Time: 6:00 AM PST |  Airline:  ABC Air | Flight # 345
• Departure: Minneapolis, MN | Gate: B13
• Destination: Los Angeles, CA | Arrival: 9:30 AM PST

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An itinerary provides clear details of events to help you set your schedule and stay on track. Our itinerary templates help streamline the process and allow instant access to your itinerary at all times. Whether you’re looking to create basic travel schedules for employee business trips or planning a personal vacation, monday.com offers a wide range of itinerary template options to suit your needs.

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• Per Diem Lookup

Privately owned vehicle (POV) mileage reimbursement rates

GSA has adjusted all POV mileage reimbursement rates effective January 1, 2024.

* Airplane nautical miles (NMs) should be converted into statute miles (SMs) or regular miles when submitting a voucher using the formula (1 NM equals 1.15077945 SMs).

For calculating the mileage difference between airports, please visit the U.S. Department of Transportation's Inter-Airport Distance website.

QUESTIONS: For all travel policy questions, email [email protected] .

Have travel policy questions? Use our ' Have a Question? ' site

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.