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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.

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Who is this Business Travel Itinerary Template for?

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

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

- Easily update and modify your itinerary as plans change.

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

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

Why use this Business Travel Itinerary Template?

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

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

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

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

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

Get Started with Business Travel Itinerary Template.

Follow these few steps to get started with Lark templates:

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

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

3. Change fields of the template to fit your needs

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

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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
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• Plus any trip-specific extra info.!

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Business Travel Itinerary Template for Microsoft Word

• Great for beginners
• Ready-to-use, fully customizable Doc
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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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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

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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.

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Business Travel Itinerary Template

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How to Create a Meeting Itinerary for an Event or Business Trip

Apr 19, 2024

Whether you’re going on a business trip or just have a lot of back-to-back meetings to attend, knowing what’s next on your meeting schedule is important. Creating a meeting itinerary can help you keep track of the agenda items and discussion topics for each meeting, and ensure you get from one meeting to the next.

Here’s what to include in a meeting itinerary for a business trip, business meeting, or any other type of meeting that requires an organized meeting agenda .

What Is a Meeting Itinerary?

A meeting itinerary is essentially the same as a meeting agenda: It’s a list of agenda items and discussion topics for the meeting, often with a specific amount of time set aside for each item so you know how long the meeting is likely to run.

A meeting itinerary is what the facilitator uses to guide the flow of the meeting, and what the note-taker uses to take meeting minutes or notes.

But if you have a lot of meetings in a row, or are on a business trip, you might want to put together a comprehensive meeting itinerary that includes all of your meetings in one place. You can think of it like any other trip itinerary, except the idea is to keep track of the meeting time and location of all of your business meetings.

We’ll look at a few different types of meeting agenda templates so you can choose the one that’s the right fit for your meeting schedule and format.

Why Do You Need a Meeting Itinerary?

A meeting itinerary isn’t just something that’s nice to have when you can find the time and energy to create one. Creating a meeting itinerary is an important part of meeting preparation for team leaders and makes the meeting more engaging for participants. 

Here are three reasons to use a meeting agenda or meeting itinerary.

To keep things on track

First, a meeting itinerary helps you keep things on track — before, during, and after the meeting. From identifying the meeting time and place, to setting the time and date for the next meeting, a meeting itinerary helps you set the purpose of the meeting and assign roles and responsibilities to team members.

During the meeting itself, a meeting agenda will tell you which items to focus on, how much time to spend on each item, and how you’ll make decisions as a group.

For example, a brainstorming meeting or scrum meeting will have a different set of expectations compared to a staff meeting or board meeting , which may have more formal ground rules and participation requirements.

To maintain a record of your meeting

Next, a meeting itinerary can help you keep a record of your meeting. Even if it’s an informal meeting and you aren’t taking notes, a meeting itinerary can confirm that a meeting happened and what the objective of the meeting was.

If you are taking notes, you can use the meeting itinerary as an outline — or use an automated note-taking tool like Anchor AI to take notes for you.

Even if you’re recording the entire meeting, an itinerary can tell you what happened when, so it’s easier to look up the relevant part of the recording or transcript.

To identify and track action items

Finally, a meeting itinerary can help you identify and track action items — both those that were on the agenda from the start and those that arose during the meeting. You can include an “action item review” on the schedule to go over any unfinished items from the last meeting, and create a new to-do list at the end of each meeting.

If you’re using Anchor AI as your AI project manager, Max will automatically identify action items based on your meeting notes and add them to your task tracker .

What Your Meeting Itinerary Should Include

The purpose of a meeting itinerary is to communicate useful information to participants and facilitate a productive meeting. For simple meetings and recurring team meetings, you can use the same meeting itinerary template each time.

But for business trips, company retreats, and other busy occasions, you may need to use a more detailed meeting itinerary or event itinerary template.

Here are three important things to include on any meeting itinerary.

Location information

In today’s world of remote work , it’s easy to think that all you need to do to schedule a meeting is to send out a Zoom link. But in-person meetings still have their place, and even virtual meeting platforms come with their own accessibility challenges .

If you’re planning a company retreat, team-building event, or business trip, you may need to consider how participants will get from one meeting to the next, and use a meeting schedule template to ensure that none of them overlap.

If you’re organizing transport, include things like flight numbers and arrival times so participants know where they need to be at any given time.

Meeting agenda

The heart of any meeting itinerary is the meeting agenda, which is a list of everything you plan to discuss during the meeting and how long each topic will take. Be sure to schedule in time for introductory business, such as taking attendance and making announcements, before moving on to the first discussion topic.

Depending on the type of meeting, you can organize agenda items by “old business” and “new business,” or tackle the most urgent or time-sensitive items first.

Supporting documents

Most meetings work better if participants familiarize themselves with the itinerary before the meeting actually starts. In some cases, this might extend to supporting documents such as a committee report or proposal you’ll be voting on during the meeting.

Include any necessary details along with the itinerary, such as an MS Word doc or an Excel spreadsheet that participants can review before the meeting.

Meeting Itinerary Template

There are plenty of free itinerary templates available online, but chances are that none of them are just right for your meeting. Fortunately, most of them are customizable, so you can download a sample meeting template and make it your own. Here are three different meeting itinerary template examples to get you started. 

Team meeting agenda template

Use this template for a recurring team meeting to get everyone on the same page and run a more effective meeting:

Meeting information:

• Meeting time:
• Meeting location:
• Facilitator:
• Participants:

Meeting agenda:

• Introductions (5 minutes):
• Agenda review (5 minutes):
• Committee reports (10 minutes):
• Discussion topic #1 (15 minutes):
• Discussion topic #2 (15 minutes):
• Discussion topic #3 (5 minutes):
• Action item review (5 minutes):

Business travel itinerary template

You can use this sample itinerary for a business trip that involves multiple meetings. Be sure to create a more detailed agenda for each individual meeting:

• 8:45 am: Arrive at [airport] on [flight number], take taxi to [destination]
• 10:00 am: Meeting #1 (executive meeting)
• 11:00 am: Meeting #2 (virtual meeting)
• 12:00 pm: Break for lunch
• 1:00 pm: Meeting #3 (board meeting)
• 4:15 pm: Take taxi back to [airport], depart on [flight number]

Corporate event itinerary template

If your meeting itinerary is for a corporate event, such as a company retreat, create a printable event itinerary or meeting schedule for participants:

• 8:45 am: Arrive for breakfast
• 10:00 am: All-hands meeting
• 11:00 am: Skip-level meeting
• 1:00 pm: Team-building exercises
• 5:00 pm: Wrap-up and announcements

Create Meeting Itineraries Automatically With Anchor AI

A meeting itinerary is essentially a meeting agenda — but in some cases, it may go into greater detail about the circumstances surrounding the meeting, such as travel logistics and location details. No matter the purpose of the meeting, having an itinerary helps to keep things running smoothly so you can get through everything on the agenda.

Creating a meeting agenda takes some effort, but when you use Anchor AI for project management, you can simply Ask Max to create a meeting itinerary for you based on your discussion items and the notes from your last meeting. Plus, Max can turn any action items into project tasks complete with a task owner and due date.

Sign up today to get started and try it out for yourself!

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5 steps to create an itinerary of a meeting, 9+ meeting itinerary templates, 1. meeting itinerary template, 2. business meeting itinerary template, 3. free business travel itinerary, 4. meeting itinerary sample, 5. itinerary meeting example in pdf, 6. annual itinerary meeting template, 7. technical meeting itinerary example, 8. workers itinerary meeting template, 9. task meeting itinerary example, 10. group meeting itinerary template, itinerary templates.

• 9+ Meeting Itinerary Templates in Google Docs | Word |Pages | XLS | Numbers | PDF

How scary would it be if you would land up in a new country without a map, without any idea of their language or no clue of the directions? Well, that is what a meeting is exactly without an itinerary. An itinerary is a list of specifically what a meeting is going to be about. It comprises the agenda, the objective of the meeting, the sub-topics that need to be discussed, the decisions that need to be taken so on and so forth. You will not have to go clueless into a meeting once you have your itinerary in hand. For a wider selection of itinerary templates , check out more options here.

Step 1: Be Careful About Listing the Agendas

Step 2: meeting objective should be clear, step 3: allot time to each agenda, step 4: keep time for opinions, step 5: keep time for decision making and authorization processes.

• Google Docs

More in Itinerary Templates

Meeting notes template, board meeting minutes template, business meeting minutes template, 7 meeting minutes template, project team meeting minutes template, monthly department meeting minutes template, weekly team meeting minutes template, informal meeting minutes template, formal meeting minutes template, printable corporate minutes 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.

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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

Simplify scheduling with the itinerary template from monday.com

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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Your key to an well-planned business trip

A successful business trip starts with a detailed travel itinerary. Through it, you’ll clearly outline your trip and its goals.

What’s a business travel itinerary? What should it contain? When should you get it ready, and how? Read on for our tips on how to create a watertight business travel itinerary.

Business trip and business travel itinerary: defining the terms

Let’s start with the basics: what’s a business trip?

A business trip

A business trip occurs when an employee or a manager takes a trip outside of their usual place of work for corporate purposes. This could be attending a client meeting, a seminar, a conference, or participating in a business fair.

The term business trip is particularly used when the work-related trip is more than 24 hours long. Such a trip can also be referred to as corporate travel .

The business travel itinerary: a roadmap for your work trip

Companies in the know often put together roadmaps. A roadmap is a great planning tool as it spells out the action plan (that is, all the key steps and tasks to be completed) to achieve a goal.

When used to plan a business trip, a business travel itinerary is the trip’s roadmap of sorts in that it’s a great planning tool. It’s the roadmap you prepare ahead of the trip and distribute to the employees going on the trip.

As its name implies, the business travel itinerary includes a detailed itinerary and provides employees with an overview of the different steps in the trip .

While having one is optional to go on a business trip, a business travel itinerary is a useful document to have with you.

How to successfully organize a business trip

When it comes to business travel, the keywords are organization and planning ahead.

Going hand in hand with that is, of course, the business travel itinerary. But since you put it together once all the trip details have been arranged, down to the reservations, let’s first discuss the steps to take before.

Assess your business travel objectives

Before planning anything, the first thing to do is be clear about the business trip’s goals.

• What is the purpose of the trip ?
• What objectives does the company wish to achieve?

It’s also good to ask yourself if the trip is necessary and consider its cost-benefit ratio . For example, a business trip incurs many costs for the company (transportation, accommodation, and so on).

Once you’ve asked yourself these questions, it’s time to start outlining the actual trip:

• Where will the business trip take place? What is the planned itinerary ?
• What are the trip’s main moments? Who are the key people to meet ?
• Who’s taking part in this trip?

All these elements must be very clear: they’ll help you put together your business travel itinerary.

Stay ahead of the trip’s expenses

Once you have the destination and itinerary in mind, it’s time to plan travel expenses and put together a budget for any potential expense reports .

There are several areas to budget, such as transportation and accommodation costs or fees to attend a seminar or a conference.

As a reminder, expenses incurred during a business trip are exempt from social contributions and deductible from the company’s taxable income.

Make your travel arrangements well in advance

Ideally, you want to book transportation (plane or train tickets, for instance) and hotel rooms ahead of time to grab the best deals and optimize your budget.

The company is responsible for paying any expense incurred during the trip . 

• Either the employees on the trip pay for their expenses directly. To get reimbursed, they must file an expense report, including all supporting documents (such as receipts).
• Or, employees have company cards and can use them to pay for their trip expenses.

Did you know that Qonto offers both physical and virtual payment cards that are fully customizable ? That way, your teams no longer need to pay upfront for expenses and file expense reports . This also lets you stay in control and follow their trip expenses in real-time, should you wish to. And, if your employees travel by car, you can also provide them with business fuel cards to use at gas stations.

Get corporate travel insurance

Before you leave, another element to check is whether you and your employees are covered by the company’s insurance policy during the trip , especially if this trip is going to be abroad.

How to put together a business travel plan for your work trip

Now that everything is booked and the trip is looming closer, you have one last key thing to do: create your business travel itinerary.

This travel itinerary can resemble anything you want, as it’s not a mandatory document. It doesn’t need to contain any compulsory mentions or such and such.

However, to make it a valuable document to have on hand, here’s what we recommend your itinerary includes:

• contact information (name, first name, address) of all the employees going on the trip;
• objective and goals of the trip;
• date and time of departure;
• length of the stay (including the total estimated duration );
• means of transport that will be used;
• lodging address ;
• contact information of the people you’ll be meeting;
• addresses and exact location of the meetings and rendezvous scheduled,
• agendas for the different meetings;
• and more broadly, the schedule for the trip.

Your itinerary can also be in the form of a table if you find that clearer.

If the business trip is going to take place abroad, including practical information about the country in the travel itinerary is a good idea.

Tools to use to create your business travel itinerary

You have several options at your disposal to put together your business travel itinerary.

Find a template or an example

You can easily find business travel itinerary templates online, available in a Word or Excel format. Use them as they are, or base yourself off those to create yours.

Use a project management tool like Notion

Notion is a very comprehensive project management service.

So, why not use it to create and customize your business travel itinerary? One of Notion’s biggest perks is that it’s a collaborative tool. That way, everyone taking part in the corporate travel can easily edit the document and add their touch.

Why it’s essential to bring a business travel itinerary

A business travel itinerary has many advantages for the company and its employees.

For the employees

Business trips can be stressful times, with lots to think of. Where do I need to go? Who am I supposed to meet? Why am I meeting them? What time’s my meeting? How long am I going to be gone?

By providing your employees with a detailed business travel itinerary , you’re giving them all the information they need to feel reassured and organized during the trip. They can also save time thanks to that detailed document.

Unsure when the meeting’s taking place? A glance at their itinerary will tell them all they need to know.

For the company

Through a business travel itinerary, the company also has a clearer understanding of the business trip’s objectives. This makes it easier, post-trip, to assess whether the trip’s goals were met .

Frequently Asked Questions

Who’s in charge of creating the business travel itinerary.

It’s usually up to the employer or the manager to put together the business travel itinerary. That being said, once all bookings have been made, an employee taking part in the business trip can very well create it, following the company’s travel policy.

Is it mandatory to have a business travel itinerary for a work trip?

No, it’s not mandatory to bring one during a work trip. However, having one on hand is highly recommended, as it ensures a trip is well organized.

As an employee, can I say no to a business trip?

In theory, no. Without reasonable cause, an employee can’t refuse to go on a business trip. Nevertheless, your employer must give you sufficient notice - i.e make sure they’ve let you know well in advance. You should find exactly how far in advance they need to notify you detailed in your work contract.

In addition, you can have real and serious grounds to say no to a business trip. Such a reason could be health issues, urgent family matters, or if your employer refuses to cover your travel expenses (for instance, mileage, accommodation, or transportation costs) . Check out our article on refusing a work trip (link in French) for more details.

What documents do I need to bring for a business trip?

Several documents are essential for a business trip, including:

• your ID card or passport if you’re traveling abroad;
• a visa or travel authorization, if needed;
• travel tickets, and booking confirmations;
• business cards.

Make your business trips easier

With Qonto, order payment cards for your business trips, and receive them at home in just a few days. Choose from a large selection of cards to suit your corporate travel needs.

Why Having A Business Travel Itinerary Is Important

Home » B2B » Why Having A Business Travel Itinerary Is Important

Business travel involves multiple variables like modes of transportation, airport transfers, local transportation, hotel bookings with check-in and check-out times, etc. Hence, to effectively manage the travel requirements and stay on schedule, a well-thought itinerary is highly essential.

A business trip itinerary with meeting schedule includes a journey plan between multiple destinations and event timings to mitigate the complexity of the travel. The employee is better positioned to focus on the business objective of the travel instead of struggling to make last-minute plans or search for critical travel-related information in an unfamiliar location.

An organization’s business travel itinerary must comply with the travel policy. Integrating travel guidelines and cost control measures into a travel itinerary is challenging. Corporate travel managers and TMCs prefer app-based travel management platforms to allow employees the freedom to create travel itineraries. It streamlines the travel management functions without deviating from the travel policy.

Types of business travel itinerary

Business travel itineraries serve specific business purposes. Through travel itineraries, company employees effectively achieve multiple goals, like sales, services, conferences, training programs, and trade fairs. There are few types of itineraries depending upon the goal of the travel. The following are a few examples of travel itineraries and highlights about how to create these.

1. Field sales itinerary

Business itineraries for sales executives need an in-depth knowledge of the availability of customers. It is better to fix prior appointments to avoid hassles. A field sales executive should plan an itinerary for an entire month. One must have leeway for making changes if there are unexpected events, like cancellation of appointments or any hotel and flight bookings. Sales executives like to have the flexibility to change the plan if a particular sales meeting lasts longer than expected. There should be a sufficient time gap between two sales appointments to facilitate extra time for meetings and traffic issues.

A SaaS-based travel management platform like Paxes allows employees the flexibility of modifying the itinerary to incorporate changes.

The itinerary of sales executives must outline transportation details between destinations. Providing an option to Plan B if the original plan does not work out.

2. Events and conferences itinerary

Trade conferences and exhibitions are crucial for establishing the organization’s visibility, networking, and knowledge sharing. Most trade events and conferences offer the opportunity to attend sessions by subject experts. The business trip itinerary with meeting schedule requires surgical precision to maximize the benefits of the sessions and meetings. One can visit the exhibition during breaks between the two sessions.

The itinerary for business meetings should provide details of transport facilities and contact numbers of local travel agents. The hotel address for the stay during the conference is essential with the date and time of checking in and checking out.

3. International business trip itinerary

The international travel itinerary empowers the business executive with adequate knowledge about the destination countries and ways to navigate and communicate without hassles during business trips.

Travel details like flight schedules, airport transfers, and local transport are crucial while constructing an itinerary for international business travel. Employees should also know about places to eat and information about local culture. Knowledge of all local public transport options will help the international business traveler choose an appropriate mode like cabs, tube, metro, or bus. Printouts of relevant maps are helpful as a reference if there are issues with the mobile network.

Suggested Read: Basic Guidelines For International Business Travelers

How to create business travel itinerary

Constructing a business travel itinerary that matches employees’ preferences for travel and accommodation is crucial for a satisfying and productive business trip. The business travel itinerary should have each detail that an employee may require during the business trip. The itinerary should be easily accessible to the employee and managers. Creating an itinerary using a travel management platform allows easy access to all stakeholders, including employees, line managers, corporate travel managers, HR executives, and finance executives.

The itinerary’s compliance with the travel policy of the organization is mandatory. Corporate travel managers and TMCs should design a relevant template for constructing an itinerary that incorporates the specific travel policy guidelines.

Enabling employees to create their travel itineraries through SaaS-based travel apps and platforms ensures freedom of choosing the mode of transport, airline, and accommodation. These platforms help corporate travel managers and TMCs integrate a company’s travel policy to avoid deviations. Employees have seamless access to several travel options because of the massive inventories of hotels, LCCs, and SOTO options.

Steps to create business travel itinerary

Step 1: Create business trip purpose as per the requirement of the company 

The primary step to any itinerary is to figure out the objectives and purpose of the activity. One should clearly define the success of business travel and document the key goals.  

Step 2: Find the best transport and accommodations

Research the transportation option that will be the right fit for the employee and adhere to the budget of the company. You can use platforms such as Paxes to compare prices and amenities of the transport. Additionally, you should find the accommodation option that is near to the event and meeting venues.

Step 3: Arrange venues for meeting and social gathering

As your brand’s name is on stake, ensure that the meeting venues are top-notch. However, arranging nothing less than the best cost money. Therefore, you should establish a balance between cost and amenities.

Step 4: Consolidate contact information

You should create a list of contacts that are necessary for the smooth trip. Ensure to share the information to each member of the trip for easy accessibility.

Business travel itinerary pro-tips

• Schedule downtime strategically to prevent burnout and plan leisure activities during free time
• Utilize expense management apps to track spending in real-time and capture digital receipts
• Set up communication channels with colleagues; share live location for safety
• Research health guidelines for the destination and carry a basic first aid kit
• Bring necessary chargers, adapters, and power banks for technology needs
• Anticipate disruptions and have backup plans for meetings and alternative transportation
• Reflect on the trip’s success and challenges; collect feedback and document insights

What should business travel itinerary include

The following are key considerations while creating a business travel itinerary:

• Thorough information about transportation and staying arrangements in each segment of the business trip
• Total travel time with a time of departure and arrival
• Flight details like carrier and PNR
• Hotel check-in and check-out time
• Contact details of hotel reception and transport staff
• Details of meeting schedules
• Phone numbers of business contacts
• Venue address of business conference or trade expo
• Gate passes with breakfast, lunch, and banquet coupons for conferences
• Specifics of a business meeting, objectives, and contact numbers of local dealers

A business travel itinerary should be a one-stop reference source to know every minute detail of destination location, local transportation, to-and-fro travel, and accommodation. It should include schedules of programs and business meetings.

Benefits of business travel itinerary

The business travel itinerary facilitates a smooth business trip for employees. It helps improve the traveling experience and the productivity of the business trip. The itinerary is a crucial outline of the business trip as it significantly eliminates the uncertainty of travel and accommodation. Employees know where to stay and whom to meet with precise appointment schedules by referring to the business itinerary. Further, it helps an employee know better about packing list for business travel. An ideal business travel itinerary considers business travelers’ priorities, like preferences for transportation and accommodation. It looks into the food choices of the employee to facilitate a smooth traveling experience.

Prioritization of the various business objectives is a crucial advantage of a business travel itinerary. It aims to provide sufficient time to the employee between arrival at the hotel and the first point of the business trip’s agenda. The employee can also get enough time to prepare if they are going to deliver a sales presentation.

Business travel itinerary template

General Information

Traveler’s name: Purpose of trip: Travel dates: Destination:

Travel Details:

Flight: [Flight Details – Departure Time, Flight Number, Airline] Hotel: [Hotel Name, Address, Contact Information] Ground Transportation: [Transportation Details – Rental Car, Shuttle Service, etc.] Schedule:

And so on…

Traveler: [Name], [Phone Number], [Email] Emergency Contact: [Name], [Phone Number] Notes:

Common travel itinerary pitfalls to avoid

• Tight schedule and too many itinerary can be exhausting and drain employees energy
• Neglecting time zone differences can result in missed flights or meetings
• Selecting accommodations based solely on cost without considering proximity to meeting venues or safety can reduce productivity
• Failing to anticipate and plan for potential disruptions, such as flight delays or venue changes
• Detailed records of expenses during the trip can complicate reimbursement and financial reporting

Thorough planning is critical for the success of any business activity, including business travel. The business travel itinerary is an important aspect of business travel as it provides every piece of essential information to the business traveler. Paxes is an established travel management solution to simplify the construction and implementation of a business travel itinerary. It integrates the company’s travel policy, promising strict compliance, and offers an app feature to grant autonomy to employees for creating or changing business travel itineraries.

Business Travel Itinerary FAQs

What does a business travel itinerary include.

A business travel itinerary is a plan used for business travel. The business travel itinerary includes information on travel requirements, necessities, and booking information for all the hotels, flights, and transportation.

What is a field sales itinerary?

A field sales itinerary is where the employee goes out from their regular office setting to make sales outside of the office. The field sales itinerary helps map out the necessary locations for travel, along with the specific requirements and arrangements that are made for the trip.

Who should create the business travel itinerary?

The travel management company and travel managers are responsible for creating a travel itinerary for the employee that includes all necessary information about the employee business trip.

What is a conference and event itinerary?

An event or conference itinerary is a plan or schedule of a specific event that includes all of the important dates, events, and their location or timing.

What is an international business trip itinerary?

An international business trip itinerary is a schedule made when an employee travels out of the country for business. The international business itinerary includes international information such as foreign laws, visas, and travel information for an efficient and hassle-free trip.

What is a business travel itinerary?

A business travel itinerary is a plan that outlines the essential detials such as flights, accommodation, etc. of any corporate trip.

How do I make a professional travel itinerary?

For a good business trip itinerary, one should be aware of the price lists of various suppliers such as flights and accommodations. Also, one must ensure that everything is planned to save time of the traveler without overloading them with work

What is a travel itinerary format?

A travel itinerary format defines the wireframe for the itinerary planning. It can include travel details, documents required, events timings, etc.

A business travel itinerary is a complete document that sketches out the schedule and details of various business trips. It generally includes the flight and railway tickets & dates, booking accommodations, event details, etc.

Why is a travel itinerary important for business travelers?

A travel itinerary is crucial for business travelers for several reasons such as organization and efficiency, time management, cost control, and emergency preparedness.

Should I include specific travel and accommodation details in the itinerary?

Should i share my travel itinerary with colleagues or supervisors, what are some common mistakes to avoid when creating a business travel itinerary.

When creating a business travel itinerary, avoid the following common mistakes such as overpacking the schedule, failing to include backup plans, not factoring in travel time, ignoring local customs and holidays, and forgetting to include contact information.

How can I optimize my travel itinerary to minimize travel time and maximize productivity?

To optimize your travel itinerary, consider the tips- centralize meetings, use productive travel options, prioritize important meetings, group similar activities, leverage technology, flexible scheduling, etc.

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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Meeting Itinerary Template

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Impress your colleagues by showing your organizational skills with the help of this Meeting Itinerary Template. This template is easy to use and can be edited conveniently via the PDF Editor.

A meeting itinerary template is a document used to outline the purpose, topics, and agenda of a meeting. Whether you’re hosting a staff meeting, conference, or brainstorming session, you can use this free meeting itinerary template to streamline the planning process, standardize your meetings, and make them more productive. Just fill out the connected form with the meeting date, time, location, and objectives, along with the presenter name and topics, and easily generate a professional-looking PDF document you can save, print, and share.

Ensure attendees are prepared with a well-designed meeting itinerary template. You can easily customize it to align with your branding and goals with Jotform’s intuitive drag-and-drop PDF Editor . Change the layout, update the color theme and fonts, add images, upload your organization’s logo, and more to create a perfectly tailored PDF template you can reuse for all your important meetings.

Meeting Itinerary Template FAQs

1) what is a meeting itinerary template.

A meeting itinerary template is a preformatted document that outlines the schedule for a meeting. This typically includes time slots, topics to be discussed, and presenter names, among other details. It serves as a guideline to ensure that the meeting is structured, stays on track, and covers all necessary points.

2) How do I create an itinerary for a meeting?

To create an itinerary for a meeting, start by defining the main objectives of the meeting. Decide on the key topics that need discussion and the order in which they should be addressed. Next, allocate appropriate time slots for each topic, including time for introductions, discussions, Q&A sessions, and breaks. Finally, distribute the itinerary to all participants well in advance of the meeting.

3) Why should I use a meeting itinerary template?

Using a meeting itinerary template can significantly enhance the efficiency and effectiveness of any meeting. The template provides a clear schedule and structure so you can manage your time wisely and focus on the meeting objectives. Providing participants with an itinerary beforehand helps prepare them for the discussion topics so you can have more productive and engaging sessions. This template also saves time and effort in organizing meetings, making it an indispensable tool for effective meeting management.

4) Who can use a meeting itinerary template?

This meeting itinerary template can be used by anyone who needs to organize a meeting. This includes business executives, team leaders, project managers, event planners, educational facilitators, and community group leaders.

Anyone responsible for conducting meetings, whether in a corporate setting, educational context, or informal group, can benefit from using a meeting itinerary template to structure their gatherings.

5) What information should be included in a meeting itinerary template?

A comprehensive meeting itinerary template should include the date and time of the meeting, the location (or virtual meeting link), agenda items with designated time slots, names of presenters or discussion leaders for each topic, time allocated for breaks, and any relevant notes or links to documents that need to be reviewed.

It may also list the goals of the meeting and any preparation required from the attendees beforehand.

6) Is the meeting itinerary template customizable?

Jotform’s meeting itinerary template is highly customizable. Add or remove sections, adjust time slots, change the colors to match your organization’s branding, and modify content to fit the particular requirements of your meeting. The intuitive drag-and-drop PDF Editor makes the template easy to personalize in a matter of minutes.

Plane Ticket Template

A plane ticket template is used by airlines to book tickets for their customers online. Are you a travel agent, booking company, or airline looking for a way to sell tickets online? Our free Plane Ticket Template is the perfect way to create polished plane tickets for your clients. Just enter each traveler’s flight and personal details and this sample airline ticket will automatically generate personalized PDF plane tickets, great for domestic or international travel. Download or print them for your records, or email them to clients as an itinerary or travel document to bring on the day.You’ll get off to a flying start with our readymade Plane Ticket Template — but if you’d like to customize the template, Jotform’s drag-and-drop Form Builder ensures you won’t be flying blind when it comes to design. Simply drag-and-drop elements to add your logo, outline flight details, and update terms and conditions. Why not integrate the attached form with one of our payment gateways to accept secure payments online? Try our Plane Ticket Template today to instantly generate professional, uniform plane tickets — it can save you time, organize your records, and help your travel business reach new heights.

Vacation Itinerary Template

Whether you run a travel agency company or just someone who loves to travel and wants to have a detailed plan documented, a Vacation Itinerary Template is always necessary. Having a ready-made itinerary PDF template will help you in planning for your travels and will maximize your time and expenditures. Try this sample Vacation Itinerary Template from Jotform. This template is designed to suit any kind of vacations but feels free to modify it. It has basic information such as the destination, date and time of arrival, places to visit, estimated cost and many more. You can change this information or add more if you want.

Flight Itinerary Template

A Flight Itinerary is an airline travel route information of a person or a group detailing the departure and arrival schedules of every flight. The information provided includes the type of aircraft that the passenger will board on, the date and time of flight, the reservation/booking numbers, the target destination, including the terminal and if possible, the gate in the terminal where the passenger will go on board.This Flight Itinerary PDF Template is a simple, yet, comprehensive flight itinerary PDF document that was built from Jotform's PDF builder. It includes the necessary information that is needed in a flight itinerary, including possible connecting flights to reach the destination. This Flight Itinerary PDF template is easy to modify. Just copy this to your Jotform account and start editing it in your PDF editor and you are good to go!

Business Travel Itinerary Template

Planning a business trip? Help employees and executives keep track of travel arrangements and appointments with Jotform’s Business Itinerary PDF Template. Important travel details will be instantly converted into a mobile-friendly PDF itinerary that can be easily accessed on any device — with or without internet — and printed out if needed.This itinerary template contains flight, transportation, and lodging information along with scheduled activities. Using Jotform’s PDF Editor, you can rearrange the template layout, add form fields, include conference or meeting times, and even plan a little extra time for sightseeing. By transforming travel details into polished, professional PDFs, you can make every upcoming business trip a success.

Daily Itinerary Template

A Daily Itinerary Template is a document that will help you organize your daily tasks by planning it ahead of time. This will definitely help you establish a habit and a plan to achieve your goal. This document can be used by students to prioritize the things that they need to do for a school like study habits and reviewing for upcoming exams. For adults, a daily itinerary is useful to prevent procrastination. It can also be used in travel activities in order to maximize vacation time.This Daily Itinerary Template shows the activities that you will follow for 7 days. Each day shows the time, activity description, and status. This template is utilizing the Configurable List widget where they can add activity information dynamically as needed. This PDF template can be edited easily via the PDF Editor where you can insert images, change font format, or change the theme color.

Itinerary Planner Template

No matter where you’re going, a travel itinerary planner helps organize all the details of your trip. Whether you’re packing your suitcase for a vacation or a business trip, plan ahead with our free Itinerary Planner PDF Template. All you need to do is fill out a short form with information about your upcoming trip, and this Itinerary Planner Template will automatically create a professional PDF listing every item in your to-do list. In just one click you can download your itinerary planner onto your phone, email it to others in your group, or print out a copy to carry during your travels. Your upcoming trip is already tailored to your needs, so why not customize your Itinerary Planner Template as well? Our drag-and-drop PDF Editor lets you rearrange the template layout, change the fonts and colors, upload photos of your destination, and add form fields for more activities or transportation and lodging details. When you’re finished, your custom Itinerary Planner Template will quickly generate personalized PDF itinerary planners you can access on any device at any time — perfect for travellers without reliable internet access. Get ready for your next big adventure with a custom Itinerary Planner Template — once your travel details are organized in one place, you can spend less time planning the trip and more time enjoying it!

Top 5 FREE Excel Itinerary Template [Ultimate Guide]

Posted on Last updated: September 6, 2024

Excel is a perfect tool to manage expenses and plan a trip.

Spreadsheet applications include powerful tools to help you schedule flights, book cars, compile essential things to carry, prepare a list of popular restaurants, plan activities to do at the destination, etc. 

They also enable users to ensure all of the above things fit into their timeline and budget.

In this article, let us discuss the top 5 Excel Travel Itinerary Template of 2024. They help you with a multitude of things, such as organizing activities, keeping track of flight bookings, and calculating expenses to make the most out of your business trip or vacation.

Using these templates will save you money while ensuring you won’t be lost stressing over the accommodations and car rentals.

But before we jump into the actual list of templates, are you wondering why Excel is the best spreadsheet program to plan a trip?

What is an Itinerary Excel Template?

They are designed for both business trips and personal vacations. Such templates are also helpful for travelers planning across-state or international trips.

An Excel Itinerary template comes with built-in features to plan and organize a trip. It uses various functions and tools to help users with their flight and hotel bookings to plan activities. It acts as your personal travel agent that stays on your laptop or mobile with a complete outline of the trip.

Here are a few of the benefits of using an Itinerary Template:

• Quick Access to Necessary Details – During your trip, you may forget to book your next flight or accommodation. Without a perfect tool, it becomes really stressful. But with an itinerary template, you can quickly check what’s next—whether it’s your flight, hotel, car rental, or anything else.
• Save Money – Booking hotels and flights in advance saves a lot of money for you. The template lets you plan your budget and see how much you’ll need for the trip. This helps you choose restaurants and car rentals that fit your budget so you don’t run out of money during your trip.
• Prioritize Activities – There might be many places to explore at your destination, and without proper planning, you could miss out on must-see spots. The itinerary template helps you list all those places and prioritize them based on what interests you most.
• Plan Things to Carry – Packing for a trip can be stressful because there are so many things to remember. An itinerary template helps you stay organized so you don’t get frustrated when you can’t find something you need in your travel bag.
• Save Time – A well-planned trip can give you extra time to explore activities you didn’t know about at your destination. You can enjoy them without stress and handle any last-minute changes more quickly.

Itinerary templates in Excel can be highly customized as per the user’s preference. It follows an easy-to-use format that can be read and understood by new Excel users as well.

Why are Itinerary Templates created using Excel a must-try?

There are various benefits of using an Excel workbook for travel planning. It is a perfect tool to manage your itinerary.

Everyone knows planning an inter-state or abroad trip includes various things, from scheduling flights to things to bring. But don’t worry because everything can be organized in one place using Excel.

Excel has the following benefits for travel planning:

• Accessibility – Excel files can be easily accessed and edited across laptops, desktops, and smartphones. If saved on cloud storage like OneDrive, users can access them from anywhere with an active internet connection. Moreover, using an Excel Itinerary template, you can always keep a check on your plans and make necessary updates.
• Customizability – Spreadsheet programs like Excel provide extensive customization capabilities. Users can design their own itinerary template and customize it to meet specific business needs. They can quickly add and edit the information along with the adjustments in the formatting. Additionally, built-in tools and functions help users add desired functionality without much effort.
• Short Learning Curve – Anyone can learn to add and edit data in Excel within a couple of hours. It comes with a short learning curve for basic users. All of the essential functions and tools are accessible right from the main menu of the program. There are plenty of resources online sharing knowledge and you can also join communities to discuss various doubts about Excel.

Apart from these, there are many more benefits of using Excel to plan and manage both office and personal trips. It is an easy-to-use program offering an extensive range of tools.

Top 5 FREE Excel Travel Itinerary Templates of 2024

There are tens of Travel Itinerary templates available online to help users manage their upcoming family vacation or business trip. We understand that you cannot try each one of them to find the perfect fit, so we have done the heavy lifting for you.

Here are the top picks for you. Make sure to explore all of them until you find the perfect fit for your needs.

1. Travel Itinerary Template By SoftwareAccountant

Click Here To Use This Template!

This itinerary template is created by Experts at SoftwareAccountant for all types of travel planning, including office trips and personal and family vacations.

The template is pretty straightforward. You can download it for free and start customizing it right away.

There are three different sheets in this template:

• Planner : This worksheet helps you keep track of all your travel details, like flights, hotels, and rental cars. To know the trip duration, you only need to enter the start and end dates of your trip at the top. You can add information about your flights, such as the airline, confirmation number, departure time and location, and gate number. The worksheet has different tables for recording different details for easy reference.
• Packing List : It aims to make sure that you pack everything from extra clothes to essential medications before you leave. Make sure to check the weather at your destination to pack appropriate clothes. The list includes sections for documents and entertainment items, especially useful if you’re traveling with family or friends. Use checkboxes to mark items as packed and have separate tables for each traveler to ensure everyone has what they need.
• Activities : This sheet helps you plan what you’ll do each day of your trip. List your activities, attractions, and events by day so you can allocate time for everything you want to do. It also includes space to list restaurants to try, ensuring you get to enjoy the best local food.

So, this is all you need for your travel planning. Make sure to avoid editing the cells holding formulas; otherwise, automated features of the template won’t work as expected.

2. Business Travel Itinerary Template by GooDocs

This Travel Itinerary template is by a veteran at GooDocs. It focuses on helping business users plan and organize their trips. 

The template includes different sections for all essential travel details, like flights, car rentals, and accommodations. You can input your travel start and end dates, and the template will automatically calculate the trip duration. 

It also provides space to list important flight information, such as airline details along with the departure times. 

Note that the workbook is divided into tables, making it easy to keep track of your schedule and activities. It is specially for managing business trips by providing all the necessary details in one place.

You can even add extra tables to accommodate more information about your travel as per your business requirements.

3. Travel Itinerary Spreadsheet by JohnnyAfrica

This is a highly detailed travel planner for all types of trips.

The template uses different worksheets to manage your things like flights and activities.

Additionally, a master spreadsheet where you can have a quick look at your travel summary is an excellent idea you would love. It contains example information for your reference. You just need to delete it and start typing your travel details.

There are four spreadsheets in this template:

• Itinerary Summary – This is the main worksheet that records all the trip details. You can enter transportation, lodging, and activity details along with their costs. The spreadsheet then automatically displays your spending for each day at the far right end of the table. You need to start by selecting the first day of your trip, then list down your transportation details and the activities for that particular day.
• Flight Details – As from the name itself, this sheet helps you keep track of the flight tickets and plan your budget. It allows you to enter the flight number, name, arrival time, duration, and other crucial data once the tickets are confirmed. Additionally, it automatically calculates the total amount spent on your flight tickets.
• Lodging Details – This tab lists hotels, their pricing, and booking status. Make sure to add the check-in and check-out dates; the spreadsheet then calculates the days you will spend at that particular hotel.
• Car Rental Details – In this worksheet, you can enter the local transportation details. The car rentals need to be appropriately planned to save both time and money. You can add the pickup location, pickup date, drop-off date, and car details.

This simple-to-use spreadsheet template comes with a beautiful design.

At the bottom of the Summary tab, you will find the images of various hotels that the author booked during his travel. You can replace it with your own or delete it entirely without any worry.

4. Vacation Itinerary Template By Smartsheet

This Vacation Itinerary template by Smartsheet can be used for planning each day of your vacation. You can plan your three-day quick trip, five-day getaway, or a more extended holiday with this comprehensive template.

Each sheet allows you to keep track of your transportation, lodging, things to do, and restaurant reservations in detail.

It also has a tab called “Vacation-Itinerary contacts” to save important contact information such as phone numbers and addresses. You can also add contacts for hotels, tour guides, emergency services, and other essential local services. 

This template is easily customizable, and you can add more worksheets if you are planning a trip for more than three days.

5. Basic Family Travel Itinerary by TheGooDocs

Are you planning a family trip?

This template is a perfect fit for you. It contains only one worksheet, which is also pretty straightforward.

It contains three main tables for planning accommodation, transportation, and packing.

You can add the trip details in the table at the top and also include the names of all the travelers.

Don’t forget to add the emergency contact details to the table at the bottom. You can further customize it and add the necessary information as per your preference. It is a printable template, so you can print it and ask your kids to keep it with them for their safety.

To Summarize: Excel Itinerary Template

Traveling is fun but comes with its challenges. You should be well prepared to avoid any potential interruption which may spoil your happy journey.

That being said,

Whether you’re going on a business trip or a family vacation, the templates discussed above offer you a structured way to manage everything from flight and accommodation booking to activities and packing lists.

So, what are you waiting for? Download one of the best itinerary templates and start planning how you can stay within the budget and ensure a stress-free travel experience.

Feel free to comment below if we are missing any fantastic templates worth adding to this list. Also, if you are stuck somewhere or having any particular issue while using the templates discussed in this article, please let us know.

Also, don’t forget to explore our blog section for more tips and tricks to use Excel and Google Sheets like a pro.