43+ Sample Itinerary Templates

What Is an Itinerary?

The Bureau of Transportation Statistics reports that more than 405 million Americans go on long-distance business travels within a year. A Statista study also reveals that business travel plays a large part in the travel and tourism industry that it made 1.23 trillion US dollars worth of global economic contribution in 2017 alone.

An itinerary is more than just a comprehensive plan for a route or journey when used for business purposes. Using an itinerary enables you to store all the necessary information you will need for your business trip in one place. Such information includes your travel date, location of both departing and arriving airports, transportation, accommodation, and so on. Even if you don’t have a personal assistant, having an itinerary will suffice. You can also save a lot of resources when you take on business trips with a well-prepared business itinerary.

trip-itinerary-sample-net-01

Importance and Benefits of an Itinerary

Pursue deals, attend conferences, and make partnerships with prominent individuals in the business world―these are only some of what you can benefit from when you go on business trips. The success of any business trips lies in the itinerary used. Itineraries are more than just a sheet of paper that contains your travel schedule. That said, we listed the importance and benefits of having an itinerary to convince you to make one of your own.

Makes the Most Out of Your Time: With the use of an itinerary, you can maximize your time to the fullest. Since it contains the details of your travel time toward the business meeting location, you can easily plot out leeway for the unexpected such as heavy traffic and bad weather. Armed with an itinerary in hand, you are more flexible and worry-free throughout your business trip.Manages the Way You Spend: When you travel, expenditures are something that can’t be helped. Even if the company is sponsoring your business travels, you still need to manage your expenditures so you wouldn’t go beyond the budget given to you. With an itinerary, you can estimate the possible costs of your trip, from transportation to accommodations. An itinerary draws a line between you and overspending.Gives a Clear Idea of Where to Go: Have you ever tried going on a trip where you still have to think hard on where you should go next? Well, if you have an itinerary, you will save yourself from all the hassle because it serves as a reminder of the places you need to go. You also save time in the process because you can then travel from one place to another with little to no chances of encountering any problem along the way. Determines Your Priorities: When traveling, it cannot be avoided that you will find ways to squeeze leisure in between. Your itinerary will remind you of the things that you need to prioritize first before heading to the closest tourist attraction. If you have a meeting with a business partner at 10:00 AM, your itinerary will remind you to prioritize that first instead of heading you head out and shop until you drop at the nearest shopping mall. Keeps Your Essentials in Check: If your upcoming business travel entails multiple steps, there is a big chance that you will forget some of the essential things you need to bring along with you. Such essentials include the type of clothes to wear, toiletries, medicines, travel documents. Sure, some of these can be bought at any place, but you could’ve easily avoided extra costs if only you prepared beforehand.

Elements of an Itinerary

Make your business itinerary functional enough for any of your corporate travels by incorporating the important elements that make it so. These elements are crucial in helping you to come up with an adequate itinerary that is perfect for your travel needs.

Important Dates and Destination: Even if you are going on that business trip alone, you might still find the need to write down the important dates and places on your business trip. In case your trip entails you to go on multiple locations, writing them all down in your itinerary will keep you reminded of all the important places you need to go on your trip.Departure and Arrival Time and Location: Your plane tickets may already contain your flight details but it is best if you still include these details in your itinerary. If you are going on a plane ride, be sure to take note of the name of the carrier, flight number, gate number, seat number, arrival time, destination, and reservation confirmation number, if any. Consider writing down any customer service contact information in case you encounter any problems along the way. Details of Connecting Flights (if any): In case you have a connecting flight, you must include its details in your itinerary to keep you constantly reminded. Do not get into any situation where you won’t be able to take the flight simply because you have no idea about the limited time you need to wait to get on to the next flight. One missed flight means delay and delays could mean not getting that coveted deal or signing that dream business partnership.Meeting Information: If the main purpose of your business travel is mainly about having an appointment with someone, it is highly encouraged that you write down all of the key details regarding this appointment. Write down the time when you should meet, our meeting place, and the full name, contact details, and even the title or position of the contact person. Most importantly, if you are going to meet more than one person within the day, you need to indicate the purpose of each appointment. You may also enclose a map or driving directions of the way toward the meeting location. You may also include an open time frame in your schedule that allows you to give ample time to do follow-up meetings, if any.Event Information: If the main purpose of your business travel is to attend a conference or convention where you promote your business’ products and services, you should also write down all of its key details. Such details include the time, date, place, and directions. You may also indicate whether you will allow an open time frame in your schedule in case someone gets interested in what your business can offer.Transportation Details: Planning on renting a car? See to it that you write down all of the important information about the rental company you contacted such as their contact details, the car reserved, and the reservation confirmation. And of course, do not forget the car’s pickup and return date and time. Planning on commuting instead? Write down how commuting is done in the city or country where your business meeting will take place. You may also include fare details for every bus, train, or taxi.Accommodation Details: Write down the details of the place where you need to stay for the entire duration of the trip. If you stay in a hotel, indicate its name, contact details, reservation confirmation, check-in and check-out date and time, address, and the directions toward this place if you are driving.Optional Details: There are some other important details that you need to include in your itinerary such as the duration of your break times, meal times and snack times, and even your wake up and sleeping times. Know and indicate the weather forecast of the place you are heading to so you would know what type of clothes to wear. You may also include the places where you can dine near the area where you are staying especially if the hotel you are staying limited selection of meals.

How to Create an Itinerary

Now that you know the importance, benefits, and elements of an itinerary, it should now be easier for you to create your business itinerary that serves its purpose well on your end. To help you throughout the process, we provide these easy-to-follow steps that can serve as your guide.

Step 1: Use a Ready-made Template

If you go on business trips more often, it is best to use a ready-made itinerary template so you will no longer have to keep on starting from scratch every time you need one. Choose from a wide selection of itinerary templates which you can download in this very article you’re reading. While you can use a template as is, it is best to customize any template you download because most of the templates you can find online contain general contents. Looking for a template that exactly fits your needs is time-consuming, that is why customizing is essential as this can help you in creating an itinerary that is functional enough and suitable to your needs.

Step 2: Add Your Preferred Elements

As part of customizing your templates, it is important to add the elements you prefer to include in your business travel itinerary. The elements you may need to secure important dates, destination, departure and arrival time, connecting flight details, business transaction, details, transportation details, accommodation details, things to bring, and so on. Ensure that whatever features you incorporate in your itinerary are accurate.

Step 3: Make Room for the Unexpected

No matter how well-planned your business trips are, it is important to always make room for any unexpected and unfortunate things that might happen, such as delayed flights, traffic, canceled meetings, and the like. Make plans that are flexible enough to suit whatever changes that you might encounter along the way. One of the best ways to make room for any unexpected circumstances is to add extra time between one destination to another that will serve as a leeway in case unforeseeable events that might happen.

Step 4: Make Space for Notes

To further make room for any unexpected things to happen, it is best to make space in your itinerary where you can write down notes. By doing so, whenever there are changes along the way, you can easily document all these. Doing so can also benefit you when you write your business report template as it serves as your paper trail and helps you remember all that happened during your business trip.

Step 5: Review Your Itinerary

Before printing your itinerary, review all of its contents first. Check the accuracy of the time, date, location, and direction. Be sure that the spelling of the places you are heading to are correct to avoid getting lost and any other confusion. Make sure that everything is in order. Your itinerary should help you clear your mind when traveling, so see to it that your itinerary is not overcrowded or it will only defeat its purpose.

The Dos and Don’ts of an Itinerary

Ready to create what could be your very first itinerary? Then do take note of some of these dos and don’ts when creating and using an itinerary for business travel purposes.

Dos

1. Do make the most out of your time.

When you go on a business trip, know that you only have limited time. That is why when writing your itinerary, see to it that you are realistic with your timing. You need to consider all the things that play a significant factor in your travel experiences, such as travel time between one destination to another and even the possibility of getting lost in between locations. Who knows? After completing all business-related tasks, you can squeeze in some time where you can do enjoyable things without having to extend your stay.

2. Do enjoy it and have fun.

It doesn’t mean that going on a business trip means you have to be rigid with your plans. Keep in mind that it might be your first time to go to the destination of your business trip. Even if it is a business trip, find ways that you can enjoy and have fun. Enjoy the view when you take on a bus or a train ride. Appreciate their cuisine. Try going to nearby tourist spots. If it improves your overall business trip experience, then do not be afraid to do things that give a contribution worth considering.

Don’ts

1. Don’t create plans that are not flexible.

Plans should be able to make you move around freely and not to restrict you. That is why it is important to create plans that are flexible enough that it can accommodate the unexpected things that might happen during your business trip. What if the client cancels your appointment on the day you were supposed to meet? What if there is heavy traffic on the way to your meeting place? What if you had a delayed flight? There are so many things that might happen that if you follow a rigid set of plans, you will find it hard to adjust when you are already in the actual situation.

2. Don’t overcrowd your itinerary.

A crowded itinerary defeats the purpose of having an itinerary in the first place. Traveling with an overcrowded itinerary might cause trouble and inconvenience instead of what it’s supposed to do which is to make a hassle-free business trip. Overcrowding results from overplanning and overthinking. Resist the urge to pile up all of your plans and be realistic in planning your activities. Know what your limitations are and what you can manage within the day. It is also crucial that you organize your itinerary so you wouldn’t mix things up and cause more confusion.

3. Don’t overthink.

Creating an itinerary for a business trip entails a lot of decision-making. Where to stay for the night? What to ride from point A to point B? Where to get your meals? How to get to the meeting place? With all the possibilities on the line, it can’t be helped tends to make you overthink too much to the point that you can’t get anything done at all. To avoid overthinking things, simply do two important things: know your priorities and know what can enhance your business trip experience. By knowing these two things, so you can easily narrow down your options and simplify your travel experience.

After knowing how an itinerary can change your business travel experience, can you now imagine your life without it? Be sure to download any of our itinerary templates that are made available and convenient for you in this article. These templates feature high-quality content that you can further customize according to your preferences and travel needs.