1. Communicate to create a successful experience
- Clarity: Always up-to-date knowledge of all travel plans and details
- Support: Ability to reach out for help at any point, whether its for changes, cancellations, or what have you
- Time management: Quickly taking care of administrative tasks while on their business trip
- Personalization: Getting the travel experience they expect
- Fun: Special or restorative moments
2. Find a travel management tool to arrange travel and accommodation
3. Have a point person for itinerary changes in the eleventh hour
4. Help prepare your executive's cell phone
5. Always keep track of preferences
- Frequent flyer programs in use
- Transportations and seating preferences
- In-flight meal preferences (especially any allergies)
- Contact details of family members, friends, or spouse that they would like to have a copy of their itinerary
6. Simplify expense reporting
7. Prepare an in-depth travel itinerary for your boss
8. Take care of the "little extras"
- Backup luggage tags
- Extra business cards
- Information and contact details of the local host (client or office manager)
- Healthy, compact snacks with protein
- Restaurant recommendations based on their favorite foods - you can even use a concierge service like TravelPerk to secure reservations
- Tips for how to spend any downtime. Be sure to highlight any options that require tickets and book these in advance.
- Travel adapters and surge protectors for their equipment
The ultimate executive travel arrangements checklist
Establish the key markers for success
- Ask your boss what needs to happen to make this business trip a success
- Make arrangements in line with their priorities
- Ask for feedback on their return to improve future plans
Find a travel management tool
- Select a travel management solution that has a mobile app so execs can keep track of their itineraries and receive updates on the road
- Use automation to choose accommodation and transportation within corporate travel policies
- Cross-check options against your boss's personal preferences
- Use Hotel Wi-Fi Test to check connection speeds
- Check reviews
- Verify the location of the hotel
Suggest your boss downloads the following apps
- TravelPerk mobile to access itineraries and receive updates on the go
- A currency converter app, such as XE currency converter
- A translation app, such as Google Translator
- Any hotel apps relevant to their stay
- Recommend your exec takes advantage of apps offline features for those times they can’t get online.
Keep track of your executive's preferences and necessities
- Any frequent traveler programs in use
- Flight seating preferences
- In-flight meal preferences
- Any hotel preferences or loyalty programs
- A note of allergies
- Late checkout needs
- Extra legroom preferences
- Transportation preferences (trains, car rentals, flights, etc)
- Contact details to send itinerary to designated loved ones
Prepare all documentation
- Check passport is in date
- Double-check any travel visas
- Print car/travel insurance information
- Prepare and print an in-depth itinerary including meetings and other planned activities
- Ensure designated family members or have contact information and details of the traveler's entire trip in case of an emergency
Prepare the "little" extras
- Backup luggage tags
- Pack extra business cards
- Store information and contact details of local hosts
- Pack your boss's preferred snacks
- Find restaurant recommendations
- Research travel tips for any free time
Keep all travel details in one place offline
- Create a PDF document for each trip
- Ensure your boss has printed copies of the in-depth itinerary
- Save screenshots of important information
Prepare for expense reporting
- Speed up reimbursement by downloading a receipt-scanning app such as Receipt Bank or Expensify
- Keep a digital copy of your travel expense policy handy
- Keep any paper-based receipts as a backup