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Step-By-Step Guide For Business Travel Arrangements

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When making business travel arrangements, the convenience and safety of business travelers are of prime importance besides the productivity of business travel. Appropriate and careful travel arrangements ensure a better travel experience. A business trip is a mission-critical activity with specific business objectives. The organization invests money in business travel to generate higher ROI. However, a lack of proper arrangements and planning can cause frustration and loss of funds, impacting the success of a business trip. Keep reading to learn practical tips for making travel arrangements for a business trip.

Business travel arrangement essentials

1. prepare an essential itinerary.

The essential itinerary outlines the fundamental aspects of business trips. These may include meeting locations, time slots, and business meetings or seminar dates. The ‘essential’ itinerary is a basic overview of the business trip to help you book transportation and accommodation and arrange local transport for ground transportation.

2. Make travel arrangements

The business traveler should explore the travel options after creating an essential itinerary. The following steps are crucial to make business travel arrangements.

3. Implement travel policy guidelines

A travel policy helps business travelers stick to the travel budget while making travel arrangements for a business trip. The policy sets limits on airfare and hotel accommodation for different employee levels. Business travelers should comply with the travel policy directives without fail.

4. Get the most profitable deals on travel

Checking different travel suppliers and negotiating for the best travel deals is necessary to curtail travel costs without impacting the travel experience. Employees can also use reward points and other discounts to minimize travel costs.

5. Check flight times

Business travel requires the employee to reach the destination at the right time. Knowing convenient times of flights is critical for a successful business trip. Choosing early morning flights helps you avoid traffic snarls while reaching the airport from your home.

6. Focus on being fresh for the business meeting

Arrange your travel by selecting a flight that allows you some rest before the first assignment. Reaching the destination early is crucial to reach the venue on time.

7. Find affordable and reliable local transport

Cab services or public transportation are suitable for ground transport. Select the one which saves money and helps you reach the meeting venue on time.

8. Book your travel with suitable travel suppliers

You are in a better position after in-depth research to book travel. Check with the travel suppliers and book your journey tickets by considering the date and time of the flight. You can fine-tune the essential itinerary by adding journey dates, flight details, boarding details, arrival time, and the contact number of the cab service for ground transport. Early booking will ensure better deals. Consider booking refundable tickets as business travel plans are likely to change.

9. Book your accommodations

Business travel comprises transportation and accommodation. Therefore, researching your options for booking accommodation is necessary to get the best deals on rooms and amenities. Remember these tips for making business travel arrangements for your accommodation.

• Check hotel tariffs: Leverage hotel booking services to get the best room rates and amenities for a comfortable stay after a hectic schedule.
• Focus on location: Choosing a hotel near the city center or the convention venue is the right approach to reduce the cost of local transportation and save time.
• Check cancellation policy: Book, a hotel that allows cancellation of booking without charging heft cancellation fees

10. Create a detailed itinerary

It is time to prepare a final itinerary after you have clarity about your travel plans and bookings. Use an online travel management platform to track your itinerary with ease. Do share the itinerary with your near ones to let them know your whereabouts on specific dates.

11. Plan for travel expense reimbursement

Storing the receipts for expenses during the business trip is crucial to claim reimbursement. The organization can benefit from the tax rebate on tour expenses. Online travel management solutions enable the scanning and storing of payment receipts on the go. It saves you the hassle of keeping paper receipts.

12. Get your travel documents in order

Business trips involving overseas travel require multiple documents besides a visa and passport. These may be vaccine passes, custom clearance documents, personal ID cards, and other documents according to the immigration rules of the destination country.

13. Make a list of what you’ll need to bring

Depending on whether the business trip is short or extended, you will require a long list of things to carry with you. These will add to your luggage weight and may impact travel convenience unless you know how to travel lighter and smarter.

Toiletries, casual clothes, formal dresses, shoes, and medicines are vital personal things to carry besides electronic devices like laptops, chargers, and power banks. Choose the right luggage, such as a compact carry-on, to help you travel with only cabin luggage.

Suggested Read: Reasons Why Business Should Use Corporate Travel Technology

Proper business travel arrangements pave the way for a successful and smooth business trip. These tips help plan business travel systematically. Many forward-thinking organizations allow employees to use online business travel management solutions like Paxes, making travel arrangements for a business trip free from the complexities of finding the best travel deals. These platforms enable self-booking with access to GDS and NDC airlines. Employees can create and submit expense reports through the online platform that integrates with expense management solutions.

Business Travel Arrangement FAQs

What is business travel.

Any travel with a specific business purpose, like business expansion, client servicing, project work, or trade-fair participation, is business travel.

What does GDS stand for?

GDS in the travel industry stands for Global Distribution Service, an advanced interface between travel suppliers and bookers.

How can an organization curtail travel expenditures?

Implementation of an effective corporate travel policy helps organizations save on travel costs. The travel policy enables employees to book travel through specific travel suppliers offering the best travel deals.

Is it possible to book car rentals while booking an air ticket?

Several airlines allow access to car rentals through their websites for simultaneously booking ground transport and air travel.

How far in advance should I book my business travel arrangements?

For domestic trips, it is best to book business travel 2-4 weeks before and for international one should book trips 4-6 weeks prior to the trip date.

What factors should I consider when choosing accommodation for business travel?

You should consider the cancellation policy, location of the hotel, the amenities provided, proximity to event venue, airport transfer options, etc.

How can I stay productive during business travel?

Plan your schedule well in advance, ensure to use travel time for completing important tasks, stay connected with the technology, find quite places to work and relax in between the meetings.

What should I do if my travel plans change or I encounter unexpected delays?

Inform your travel management company asap, confirm the dates of changed plans, have a contingency plan for unexpected delays.

What can I do to maintain my health and wellness while traveling for business?

Stay hydrated, take regular breaks, eat balanced diet, make time to exercise, practice relaxation techniques and get enough sleep.

How can I make the most of my downtime during business travel?

You can choose to explore the local area, network with colleagues, go on a spa day out, or take a trip to top attractions in the city.

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

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How to Successfully Make Business Travel Arrangements for Executives

When making business travel arrangements for executives, travel managers will want to go above and beyond to deliver a great experience. here’s how..

Imagine for a moment that your CEO or another important Executive has an essential meeting with an existing client or to pitch a prospective client. And you’ve been asked to make the business travel arrangements.

The pressure is on.

You will want to create an itinerary that supports the objectives of the trip, while also ensuring that the Executive is comfortable throughout the journey.

Here’s a look at 5 strategies that today’s Travel Managers are using to support Executives by making business travel arrangements in a thorough and effective way.

1. Frontload the Heavy Lifting

As a Travel Manager, you always want to do a great job arranging travel for any team member. But, when arranging travel for an Executive, there’s a heightened level of awareness and attention.

That’s why you’ll want to do as much research as possible on the front end, before you start making the actual arrangements. This is especially true in the age of COVID-19 when moving about the country (and especially the world) is a little more difficult than it is during normal times.

Start by researching all of the regulations and guidelines related to traveling to a given destination. You’ll also want to take into account any geopolitical concerns related to traveling internationally. For example, you’ll want to be aware of Brexit-related constraints before sending an Executive to the United Kingdom and other destinations in Europe. You will also want to investigate passport requirements and any visas needed to travel to specific countries.

In short, research to such a degree that you have ready-made answers to any questions that come up before, during or after the Executive’s trip.

2. Prep Contacts for Your Executive

Things can go haywire during any business trip. As any business Traveler knows, itineraries can get disrupted by weather and other unforeseen circumstances. Make sure your Executive is prepped with accessible contacts before he or she leaves the office for work.

In many cases, that means connecting your Executive with your travel management company (TMC) and agents who are available around the clock to support your Executive if something goes wrong during travel.

Also, make sure that your Executive knows how to get in touch with any relevant parties in the destination city, as well as how to get in touch with you at the office or your colleagues as needed during the trip. If your Executive is traveling internationally, will he or she need an international cell phone plan? Make this part of your preparations as you make business travel arrangements for leaders at your company.

3. Consider Every Detail

Almost every disruption or delay in a business trip can be anticipated. As a Travel Manager, try to anticipate as many challenges as possible — and build into the itinerary potential solutions.

For example, encourage Executives to get to airports a little bit earlier than usual. The TSA is reporting longer wait times than usual at some airports due to inconsistent processes at different Traveler checkpoints. Electronic documentation (rather than paper) can help streamline processes.

You can also build in a little bit of extra time during layovers to mitigate the impact of delayed flights. Also, use airports that have multiple flights daily and multiple airline options so that your Executive can easily make a change if needed.

When you start mapping out an itinerary, go step-by-step and try to think through anything that could go wrong during that portion of the trip. Consider questions like:

• Does your Executive have enough time to make his or her connection?
• Does your Executive have enough time between his or her final flight and the first meeting of the day?
• Does your Executive have enough time to freshen up each day before moving from one meeting to another?

Answering questions like these can help you carefully consider each detail before you finalize any travel arrangements for your Executive.

4. Add Some Final Flourishes

Arranging business travel for an Executive is an opportunity for a Travel Manager to demonstrate his or her capabilities. It’s also an opportunity to demonstrate the level of care that’s given to any team member when they are traveling away from the office.

So, add some final flourishes to the itinerary that demonstrate that you’ve gone above and beyond in creating the Executive’s travel itinerary. You can reach out to the company your Executive is visiting to get restaurant recommendations. If your Executive likes artwork, consider choosing a hotel located near a museum — just in case your Executive has some down time. If your Executive enjoys baseball, check to see if the Major League team is in town during his or her stay. If your Executive places an emphasis on physical fitness, ensure that the hotel has a quality fitness center, or that there is a gym located nearby that she or he can use.

These are small things that any Travel Manager can do to create an outstanding experience for an Executive — and to empower her or him to maximize the potential of the trip.

5. Prime the Executive for Success

The final thing you can do as a Travel Manager is create a comprehensive travel brief for your Executive. This brief should include a full rundown of where the Executive needs to be and at what time. It should also include any key considerations and options available to the Executive at different points in the itinerary.

Make this brief available via laptop, tablet or mobile device — or print off this brief for any Executive who prefers a hard copy. (You can also combine both approaches, just to be safe.)

An Executive’s time is valuable to the company. By creating a comprehensive travel brief, you’re able to save the Executive time, as well as assist him or her with focusing fully on the business objectives of the trip.

World-Class Travel Support for Today’s Executives

No Travel Manager can facilitate great trips for Executives alone. Companies with robust travel programs rely on TMCs to help them create the best experiences for Travelers, no matter the title or role.

At JTB Business Travel, we serve as a comprehensive corporate travel agency that delivers outstanding service to all Travelers — Executives and anyone else working away from the office. Behind everything we do is a common-sense approach to business travel.

Are you looking to maximize your company’s travel program? Contact us today to learn more about our services.

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How to Plan a Trip: My Travel Planning Process

This post contains affiliate links. That means I may earn a small commission at no extra cost to you, if you buy through my site. I appreciate your support of my site.

Planning a trip is a lot of work. Many people see the travel planning process as daunting. They head to a travel agent, hire a travel planner or book a guided tour instead of figuring it out themselves. If you are new to planning your own travel or want to learn how to make a travel plan more efficiently read on. I’m going to share my process with you so you know how to plan a trip using the best travel planning sites.

This trip planning guide is geared towards one week or more vacations abroad that include multiple destinations and involve using public transportation. Hopefully these trip planning tips and travel booking recommendations will be helpful regardless of what kind of travels await you!

How to Plan a Trip in 7 Steps

#1: find travel inspiration.

I bet you have heard of Rome, London and Tokyo and would visit the Eiffel tower when in Paris or the Statue of Liberty in New York City. But have you heard of Chiloé Island , Cachi , or Coniston ? Did you know you can canoe over an aqueduct in Wales or walk through a gorge that goes between Austria and Germany ?

Travel Blogs

If not that means you need to begin reading my blog and other travel blogs. One of the reasons I became a travel blogger was because I used travel blogs to learn about places to visit and plan my own travels. Travel bloggers do write about well-known places and activities, but they also write about lesser known destinations and include personal tips and recommendations that aren’t typically found in more mass produced TV shows and guidebooks.

I had never heard about all the places I listed above until I found posts on them through Pinterest. Pinterest is my go-to travel planning tool when I am looking for inspiration. Earlier this year I spent a couple of months in Chile. I planned a month in Santiago, but had no idea where to go afterwards. Patagonia, which I wanted to save until my leg injury was healed, was the only place I knew of. I went on Pinterest and from several bloggers’ posts I put together the perfect central Chile itinerary full of places I wasn’t aware of before!

Travel Books

Travel memoirs are another great source to inspire wanderlust. After reading The Year of Living Danishly I had my heart set on booking a trip to Denmark…and I did!

Create Pinterest boards to save ideas for what to do in different places. 

#2: Choose a Destination

Once you have a few destinations in mind, do a bit a research before you make a final decision. Here are a few things to think about before choosing a destination.

• Your Time Frame : How much time do you have to travel? If you only have a week and are coming from the USA, it will be hard to backpack through South America in that amount of time.
• Peak Season vs Shoulder Season vs Off-peak Season :  Is it the best time of year to visit your destination? It may seem obvious, but make sure what you want to do is available at the time of year you are visiting. Don’t go to Iceland in July to see the Northern Lights. Know the pros and cons of the season you are visiting. In peak season most likely everything you want to do is open, but there will typically be a lot of people and the prices are higher. In the off-peak season many places and often towns or regions almost shut down to tourists. If your schedule allows, shoulder season usually has mild temperatures, fewer tourists and opened attractions.
• Temperature & Climate : A big part of the season is the climate. If you are dreaming of beach hopping in Thailand you probably want to avoid the monsoon season.
• Cost : If you want to go to Amsterdam, you want to go to Amsterdam. With a bit more flexibility in your destination you can get a lot more bang for your buck. One week in my cozy private bedroom and bathroom in my Pucón hostel cost less than two nights at my hotel in Amsterdam.
• Experiences : What do you want to do on your trip? Does the thought of going to museums and cathedrals exhaust you? Do you live in a big city and want to spend some time in nature? A cultural week in Italy is very different than a week of adventure travel in Peru.

Decide on a destination and travel dates. Then create a google drive document to keep track of all your research and planning.  

#3: Create a Travel Itinerary

Many travelers book flights and accommodations before deciding what to do. This is understandable because typically the earlier you book flights and accommodations, the cheaper they are and the more options available. If you are planning one week in one city this usually doesn’t make as big of difference.

When traveling to multiple cities or countries during one trip you need to think ahead a bit. You don’t want to miss  out on an event just because you are in that city on the wrong day. Especially if you are traveling solely by public transportation, you want to make sure you can actually get to where you want to go, when you want to go there.

This is where the google document for your trip comes in handy. At the top of mine I put a table with a row for each day. Within each day are three sections: location, activities, and accommodation. Before deciding on and filling in the table I do some research and write it under the table.

In my travel planning process here are some things I research and take into consideration before creating my travel itinerary (filling in the table shown above).

• Public Transportation : Using public transportation or walking is beneficial both to the environment and your wallet. I always check the options for getting from the airport, bus station or train station to my accommodation. What is available at the time I arrive? What happens if I arrive late? Is there an attraction discount card that includes transportation? Should I book accommodation near the place I arrive, the places I am visiting or the place I depart from?
• Must – Do Activities : There are probably a few places or attractions you really want to visit that you know about when deciding on a destination. The one thing I really wanted to do in Vienna was visit the Vienna Opera House. I made sure to buy tickets for a ballet BEFORE deciding on the dates I would be in the city. Nothing is worse than the disappointment of arriving to a place you have always dreamt of visiting and finding out it is closed and you won’t be able to visit another time.
• Festivals/Special Events :  Like most travelers I enjoy visiting the popular tourist locations. They are popular for a reason. That doesn’t mean there aren’t other great things to do in every city and country. When I started researching my trip to the UK I had never heard of the book town of Hay-on-Wye in Wales. When I found out the annual book festival was taking place within the two week period my mom and I were to be in the UK, I knew I had to work my itinerary around being in Hay during the festival. If I would have booked my accommodation already, we may have missed out on the literary festival!
• What to Do Nearby : A couple years ago I decided to go to Frankfurt, Germany at Christmastime. My “must-do” activity was the Frankfurt Christmas Market . I knew I was basing my trip around the market and other things to do in Frankfurt. Before I fully decided on my itinerary, I discovered that the town of Rüdesheim was nearby and would make the perfect day trip. Don’t focus only on the big cities or main attractions. If you are going between two places, see what hidden gems are in between them.

You should always go into traveling with an option mind. While things may not go as planned, I find that putting in this research ahead of time makes traveling so much smoother and more enjoyable. Instead of being disappointed that something is closed the only day you are in a city or spending a fortune on taxies because you booked a hotel miles away from public transportation, plan ahead and enjoy your trip fully!

After completing my digital itinerary I print it off and bring it with me on my own travels. It is handy to have all the information in one place. I use my paper itinerary to later help me write my travel itinerary blog posts!

See some example travel itineraries!

#4: Book Your Flights

The Best Flight Booking Sites

When I begin searching for flights I use a fare aggregator. A fare aggregator is more than a flight search engine that searches individual airlines. A fare aggregator searches all the flight search engine sites. That means they find the greatest amount of flights and the very best prices. My go to fare aggregators are Kayak and Skyscanner .

Once I find the flight I want I check the price directly through the airline before purchasing through the fare aggregator site. If the price is the same with the airline I prefer booking directly through them. The reason for this is because I think it is easier to earn points, choose seats, check-in for the flight and do anything else directly through the airline.

If I recommend booking on the airline’s site why I am recommending searching through Kayak or Skyscanner first? First of all it is much quicker. Instead of trying to think of all the different airlines and enter search after search you can see the options in one place. Sometimes there is a special deal and it is worth it to buy a flight cheaper through another site. Finally if there isn’t a direct flight to your destination, sites like Kayak will let you book multiple flights with different airlines that line up. It can be a hassle to do this, but it will often save you money. You can read about my experience taking three different low-cost airlines in one day .

The Best Airlines

My go to airline within the USA is Southwest . They are one of the few airlines that don’t show up on multiple airline flight searches so you will need to book directly through them. Southwest flies to a lot of destinations in the US and some in Mexico, the Caribbean and Central America. They are a low-cost airline, but you can’t tell. They have one of the most generous baggage policies and their service is always helpful and friendly. Delta is another one of my favorite airlines for both domestic and international travel.

In South America I recommend LATAM and in Europe my top choices are Lufthansa , Austrian and Norwegian . I typically avoid low-cost airlines, but like Southwest, Norwegian is a quality choice. You do have to pay extra for everything on Norwegian, but the different fare choices are clear and given when you book your ticket. All the Norwegian flights I have taken this year have been on new planes with innovative features.

Start searching for flights today on Kayak or Skyscanner ! 

#5: Book Your Accommodations

While deciding on a destination and creating your travel itinerary you should check accommodation options. You want to make sure there is a place to stay that meets your budget and amenity needs before fully planning out your itinerary.

Booking.com

If I am staying in one place for less than one week I always stay at hostels, guesthouses, bed and breakfasts or hotels. The best hotel booking site is Booking.com. I have tried many different sites, but Booking is the only one I use anymore. Unlike with flights where I might buy direct through the airline after searching on a flight aggregator, I almost always book through booking without checking the hotel site directly.

Why? The price is almost always cheaper on booking and it is a waste of time to check on the hotel site. After only two bookings you receive genius perks. That means 10% off most bookings. That is on top of already discount prices. Out of the 40 bookings I have made on the site in the last two years I have had zero problems with bookings not being accepted by the hotel or being inaccurate.

When I stay somewhere for more than a week I typically find an apartment through AirBnB. I don’t use AirBnB for only a few nights because they rarely come with breakfast and all the supplies I need for my stay. For a longer stay I really like AirBnB because it is often cheaper per night and makes me feel more at home and like a local in the place I am visiting.

When booking accommodation here are a few things to check for:

• Location : You may think you are saving money by staying outside of the main city center, but think about how much time and money you are spending getting to all the attractions. Consider where the public transportation is and if it runs 24/7.
• Breakfast : I can’t start my day without breakfast, so an included breakfast is a must for me.
• Air Conditioning : In the USA the majority of hotels have AC. This isn’t necessarily the case abroad.
• Elevators : Same with elevators! Think about the weight of your suitcase and carrying it up numerous flights of stairs before you disregard this suggestion.
• Amenities : Check-in time, check-out time, gym, pool, spa, Wifi, parking, shuttle service, refrigerator, microwave, etc — all things to think about before you get to your room and realize you need them.
• Reviews : Any place can take the perfect photos and make themselves sound amazing. The truth is in the reviews, read them!

Get the best accommodation deals today on Booking.com or AirBnB!  

#6 Book Your Activities

As you are creating your itinerary you should have a good idea on the activities you plan to do. Don’t wait too long to book attractions and tickets to events. Just because the place or activity is available and fits in your schedule months before your trip, doesn’t mean it still will be when you arrive.

I stay away from multi-day guided tours because I like having more freedom when I travel. I do like single day tours and especially kayaking, hiking and other adventure day tours. Viator and Get Your Guide are both great for single day tours in destinations around the world.

Book your attraction tickets and day tours today on Viator or Get Your Guide ! 

#7 Final Details

You may think you are done once you have your travel itinerary complete and your flights, accommodations and activities booked. Think again! In my what to figure out before traveling abroad post I describe all the logistical items you need to check out before visiting a new country. From buying travel insurance to researching if the tap water is safe to drink, these details are not things you want to forget to do. They will ensure you can have a great time on your vacation and enjoy the hard work you put into planning it.

Hopefully learning about my travel planning process makes you feel more confident on how to plan a trip. Following my travel planning tips will help you create a travel itinerary that saves you money and you are excited to use. Now it is time to have a fabulous trip! 

If you are reading through this post and thinking this sounds great, but it seems like a lot of work……don’t worry, I can help! Through my Personal Travel Planning service I can plan the perfect travel itinerary to any place you dream of visiting! 

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27 comments.

Soumya Gayatri

This is a very helpful post for a non-planner like me. I have never been much of trip planner but thank God I married one. My husband does most of the planning and I was always happy to leave it to him. However, recently I have started taking a liking to it. Especially because I can add things that I like to my itinerary. I like the idea of canoeing over an aqueduct, by the way. Sounds so cool. I like how you have split the trip planning process into various stages. Makes it look so much easier and doable.

Glad you found it helpful! I like doing my own planning because then I know for sure that I will be doing things I like. I’m sure your husband knows what you like to do though 🙂

Great tips for planning a trip! We love traveling during off-season when the prices and crowds are lowest. Planning itineraries is so fun for me. I’ll check out some the resources you suggested here!

Thanks, I think planning itineraries is a lot of fun too!

It’s always interesting reading how others plan their trips, and how much I forget to do! You’ve listed some really useful tips here, some that I’ll be using when I book my next travel. I don’t usually make a trip itinerary as I like the spontaneity of travel (sometimes!).

I need a plan or I end up wasting too much time figuring out what to do, but I could see the spontaneity of travel being fun!

Jessica kokoszki

This was super information. Plus now I’ve added Hay-on-Wye to my bucket list!

Glad to hear it, thank you!

Bhushavali N

That’s a nice list! True, travel bloggers do give an essence of a place like no other guide book. Mostly when I search on Google, I even type the destination name followed by travel blog, to read blogs before the ‘e-guide books’! I agree with Pinterest (and Instragram) too! Some places that I’ve never heard of, so close to me, or easily reachable from where I live, I’ve found there! Yeah, if the stay is longer, I prefer Airbnb, so I can cut down food-costs! Haha. I always search for Airbnbs with kitchen though!

That’s a good tip about searching for a destination followed by ‘travel blog’! I also always get an AirBnB with a kitchen to save on food costs.

There are lots of great tips here. I always create a travel itinerary as well, I think spontaneity can be good sometimes, but you don’t want to miss out on seeing something you really want to see because you’re not organised. I think a spreadsheet is a great idea to see how the whole trip comes together.

Yukti Agrawal

I don’t do much trip planning apart from flights and hotel search. But it is always great to do some trip planning before to check some beautiful nearby places which are sometimes left out due to ignorance. Also with planning we can plan our finances, activities, and add some more events in our travel planning. It is always great to read some travel blogs before planning for new destination.

A very informative post!! I love the way you layed out all the tips and tricks, I remember when I first started my travel journey and I would spend hours googling for the best tips for planning trips. But these days I would rather have a spontanous itinerary trip than a well planned ones.

Great tips! I guess my trip planning process varies a little according to a trip. There are times when we end up planning a little more and making all the reservations in advance, and then at times we might leave some things a little more open. There has been road trips where we just book hotels as we move along on our route. But mostly our process follows yours.

Thanks! That makes sense that your planning process is a little different for various types of trips.

I love planning and creating Itineraries is one of my favorite things to do. Sometimes, I still create Itineraries even if I don’t have plans to travel to that country yet. My family mostly leaves the planning and creating the itinerary to me too. Before I became a travel blogger, I would also read from travel blogs and that is one of the main reason why I was interested in creating my own travel blog. I look at Pinterest for inspo since there are so many beautiful travel photos. I also use Instagram to see what places people visit

My family usually leaves the travel planning up to me too! It’s a lot of fun to create itineraries 🙂

This was fascinating to read as I usually do my planning a bit in reverse. I usually get a bit of inspiration from Instagram for a first overview and then I check for flights and accommodation. The activities go last for me as they determine the number of days I’ll be staying. Saying that I have booked less time in certain places to keep the option open for a second visit and reason to return. I’m also mega organised and have to document the entire trip meticulously in a spreadsheet.

Carolin| Style Lingua

The Fearless Foreigner

That makes sense and I know a lot of people plan that way! It’s always good to have a reason to return to a destination 🙂

Adam Golightly

My mom has been thinking about how to plan different trips in order to be more efficient. She would really like to make sure that she can get some help planning with a professional. I liked what you said about how she can find out about lesser-known destinations by looking at blogs.

If she is interested in personal travel planning please let me know!

Charlotte Fleet

Thank you so much for your tips on how to plan a trip. I agree with you that a travel itinerary is very important. I think it would be helpful to find a travel ideas service to help you create that itinerary.

I actually do travel planning! I do the research based on your preferences and put together a customized itinerary just for you! Please send me a message or read more about it here if you are interested: https://www.thefearlessforeigner.com/personal-travel-planner/

Afton Jackson

Your booking tips for any kind of travel trip were extremely helpful to read about in advance. Things like meal accomodations might be hard to think about when you arrive there, so having some sort of advanced planning will really help. When I start looking for travel agencies I can book trips with, I’ll make sure that I also plan meal ideas and research the area I’ll go to.

If you are looking for a travel agency and need help planning your trip, please let me know. I plan customized trips!

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How to Make An Itinerary: The Steps to Perfect Travel Planning

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Written by Woodrow Matthews

Creating a travel itinerary is the best way to stay organized, whether a first-time vacationer or a seasoned traveler. A travel itinerary or schedule, whether for a solo business trip or a giant vacation with many other travelers, aids in the planning process and the actual traveling part.

If this is your first time hearing of such a thing, a travel itinerary is a document or digital system that helps organize all the necessary details when planning a trip. It first helps you actually plan to maximize your travel experience but also serves to provide easy access to important information along the way.

Some travelers use their itinerary to remain on budget , some use them to help plan their wardrobe, and some need one to know what they’re doing each day. (And some travelers just go with the wind – our writer Stuart is that type )

If making one of these sounds like a daunting task to you, it can be – but it certainly doesn’t have to be. Some people find that it makes the process much easier; it’s certainly handy along the way.

TL;DR – Make an Itinerary in 5 Easy Steps

How to make an itinerary for travel.

Need help with travel itineraries, your bucket list , or even your packing list? Follow our guide below to create a comprehensive itinerary for your next trip with ease, whether it’s a day trip, business trip, road trip, or round-the-world trip . Not only will you enjoy all the benefits of having one, but you’ll also have an extra memory to keep from your travels!

Steps 1 & 2: Choose a Destination & Dates

You may or may not already have these steps completed – if you want to make a personalized itinerary for an upcoming trip that’s already booked, just skip these parts. But for travelers who don’t yet have dates, destinations, or either, these are actually the first parts of putting together an itinerary. They are interchangeable if you’re truly starting from scratch, and you can start with one or the other.

Selecting Your Destinations

Do you want the perfect sunny beachside getaway or a snowy mountain retreat? Do you want to see a different country or prefer to stay within your state?

These are the fun questions to ask when making travel plans – before the stressful parts come along! There are important considerations to make with destinations, though. As you explore places to visit, check to see what kind of hotels you find.

You don’t want to spend time researching only later to find nothing but dumpy motels or ultra-expensive five-star resorts. Ensure that any hotel candidates have access to transportation and specific activities you may want to do.

At the same time, do a quick search to see if any special events are happening at your destination, such as concerts, conventions, or similar things. On the one hand, you may want to specifically be there for something cool. On the other hand, you may want to avoid places that will be very crowded and expensive because of an event you don’t care about.

See Related: Travel Itinerary Generator: We’ll Plan Your Trip in a Minute!

Selecting Your Travel Dates

Your destination candidates may have specific periods or seasons that are better and worse for visiting, which helps narrow down dates. For example, you don’t want to be visiting the Greek Islands in January; you also probably don’t want to go to the Bahamas in the summer hurricane season.

Of course, you may only have certain periods or dates to travel. In that case, use the same logic as above, but in reverse. Then, use tools like Google Flights’ “search anywhere” to find a great destination with cheap flights, or use Momondo’s color-coded calendar to see when the cheapest flights to your destination depart.

Sketch it Out

As you research dates and destinations, keep track of what works and what doesn’t. This doesn’t have to be formal – just simple notes organizing places and dates.

You can even jot down a few hotels, activities, and other details, allowing you to visualize everything on Google Maps for the next steps. You should have roughly planned one or more trips at this point, allowing you to either decide on an idea or continue creating a sample itinerary to show others coming along!

See Related: The Traveler’s Guide to Europe: Exploring With A Flexible Itinerary

Step 3: Download an Itinerary Template or Make Your Own

Now that you have one or more feasible trips in mind, it’s time to organize everything nicely on paper (or digitally). This is the part that can really help you make sure you haven’t missed anything, as a truly complete travel itinerary will have spaces to fill in for things you may not have thought of before.

Any travel itinerary should include all the details important to both the planning phase and the travel itself. Besides day-by-day or even hour-by-hour scheduling, a good itinerary should have space for:

• Flight numbers and/or train numbers
• Ferry boat names and operators
• All booking information for car rentals
• Confirmation numbers for everything
• Hotel addresses and contact details
• Planned activities’ booking information, contact information, and things to know
• Anything else along these lines appropriate to your trip that may need later reference

You can simply download free itinerary templates from the internet. Sites like Etsy have more premium options available for purchase and are not very expensive. Getting a pre-made travel itinerary template like this is a great choice for travelers doing this for the first time and who aren’t confident in constructing one themselves or for those who like pretty things.

But you can DIY a travel itinerary. The simplest, best way to do it is on Google Sheets or Microsoft Excel, as it will be seamless to build, add, and edit along the way; you can also access these on your mobile device later.

Those travelers who like pretty things can design something more beautiful on Canva . Use the previously mentioned free itinerary templates as inspiration to make sure you aren’t missing any components.

Step 4: Settle on Your Travel Plan & Make To-Do Lists

At this point, you’ve decided on a trip plan, selected or built a travel itinerary outline, and possibly even booked some portions of the trip. It’s time to finalize plans, fill in the details, and organize your next (very important) steps.

Start by filling out your travel itinerary fully, whether you’ve booked things or not. However, make it clear if something is already booked – for example, put a checkmark next to it. You want the travel itinerary to come together so you can see what’s done, what needs to be done, and what you may have missed along the way.

You’ll want to leave room in sections for additions and edits later in the process – like adding confirmation numbers and phone numbers once things are booked. If this is a road trip itinerary , organize each day to include mileage estimates, fuel and bathroom breaks, and rough route estimates.

Once the tentative travel itinerary has been built, you can save time by creating to-do lists for finalizing bookings and locking everything in. Preview the next step to see how you can organize these lists strategically to ensure you don’t lose any money in the booking process.

Step 5: Book Everything in a Careful Order and Fill in the Details

Whether you’ve organized your to-do lists as such or not, I highly recommend booking each part of your trip in a specific order, rather than booking package deals . That order is based on free cancellation opportunities along the way.

For example, if you book flights first but then wait more than a day to make your hotel reservations, you run the risk of finding out that your hotel of choice is sold out or suddenly way too expensive . Now, you’re stuck with a non-refundable flight booking. If the situation was the opposite, and you first booked a hotel but then found your flights to be too expensive, the hotel would probably be totally cancelable.

Therefore, I try to stick to this rough order of booking things, depending on cancelability:

• Car rentals – Car rentals are usually fully cancelable and/or refundable.
• Hotels – These are mostly fully cancelable, but sometimes not within short notice periods, and not at all though some third-party sites .
• Activities & excursions – These can go either way, as premium ones sometimes can’t be canceled but are usually pretty flexible.
• Flights, trains, buses, or ferries – These are mostly non-refundable, except within 24 hours of booking for most major airlines, so don’t lock these in until everything else is good to go. Some buses and ferries (depending mostly on size) may not be bookable, but you may be able to buy passes ahead of time.

While my order of things usually works, be sure to check each item on your trip, as every provider is different. Of course, there are non-refundable rental car and hotel rates that usually get you a small discount. Personally, I don’t go for these – I value flexibility more than a few percentage points off my total.

See Related: Best Websites for Cheap Flights and Hotels

Step 6: Maintain the Itinerary Over Time

Travel itineraries are always prone to unexpected changes , both before and during travel, and a good one will recognize that. Therefore, leave some space in each area to account for them. You will appreciate having a record of things that seem small at the time but become needed later.

For example, if you followed our guide on how to get cheap flights and you set price alerts for your route even after booking, you may find that the price drops, allowing you to rebook and take credit for the difference to use in the future. That’s definitely something to note, as it may result in a new confirmation number, flight route, or other details.

Another example is contacting a hotel or restaurant to make a special request. If you spoke on the phone with someone and asked for something like connecting rooms, note the agent’s name and the date and time of the conversation. This way, you’ll be prepared if the provider doesn’t follow through.

Read Also: Why DIY Travel Itineraries Are the Future

Step 7: Travel and Keep the Itinerary Close

Well, if you’ve carefully organized all the information pertinent to your trip, you should have accomplished a few things. For one, you should have successfully accounted for all the small details of a trip and planned quite thoroughly.

For two, you should have all your travel information at your fingertips like a pro. And for three, you should have a beautiful travel itinerary to distribute to your friends, family, or anyone else coming on your trip!

If you want to go the extra mile to impress anyone reading your itinerary, add some tips around the excess space. For example, suggest that everyone download local maps to their phone if they don’t have cellular internet access in a foreign country or a rural area. Or add the local currency of a place with a basic exchange rate so that everyone is prepared.

Most importantly, ensure you can access the itinerary during the trip, as you may need to refer to it for important information – or to know what you’re doing next! You can continue to make notes on it for things that change, just as you’ve been doing all along, or add in memories of each part. You’ll continue to appreciate this for years if you save it and reflect on a well-done trip.

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What Is Corporate Travel Management?

Things to consider in corporate travel management, options for corporate travel management.

• Challenges of Corporate Travel Management

Tips for Creating a Corporate Travel Management Policy

Budgeting and reducing costs for corporate travel, the bottom line.

• Corporate Finance

A Complete Guide to Corporate Travel Management

Organize Your Employees’ Travel Itineraries and Manage Business Travel Efficiently

Investopedia / Joules Garcia

Travel is a major expense item for many companies, and while teleconferencing via Zoom and other online platforms may have eliminated the need for some trips, it remains essential for a wide range of business purposes, such as industry conferences and trade shows, critical sales calls, and certain meetings.

Corporate travel management (CTM) is one way that companies large and small can attempt to control and cut down on their travel costs. If you’re considering implementing a corporate travel management program for your business, here is what you need to know about how it works.

Key Takeaways

• Corporate travel management is a way for companies to try to control their travel costs and cut back on them if necessary.
• Some companies handle this function themselves, while others outsource it to specialist companies.
• Corporate travel managers can be involved in setting itineraries, booking flights and hotel rooms, and managing other travel-related costs.
• Today, many companies are concerned with not only the financial costs of employee travel but also its environmental impact.

Corporate travel management refers to processes that businesses put into place to oversee their employees’ travel and entertainment (T&E) expenses and ensure that they comply with the company’s policies. That can include approving (or rejecting) travel plans, arranging itineraries, purchasing tickets, and auditing expense reports.

A large company might have a separate department dedicated to corporate travel management, while a smaller one may assign the tasks to their human resources and accounting departments. Still others may outsource these functions to third-party travel management companies.

While the COVID-19 pandemic resulted in significant cutbacks in business travel, an October 2023 survey by the Global Business Travel Association found that 84% of companies said their business travel had “largely” or “mostly” returned to pre-pandemic levels.

Companies can choose to exert varying degrees of control over their employees’ travel, from fairly general guidelines on spending limits to very specific, step-by-step procedures, including which travel suppliers to use. Here are some of the matters they may take into consideration.

Itineraries

A business travel itinerary is a summary of a proposed trip, including travel dates and times, flight numbers, hotel bookings, meeting appointments and contact information, and so forth. Corporate travel managers may develop itineraries in collaboration with employees, making sure that each aspect complies with company policies. A written itinerary is also a handy reference for employees to bring with them on their trips.

Transportation

Corporate travel managers will often make transportation arrangements on behalf of employees, much like a travel agent might for someone’s personal vacation. Because they may control a high volume of business, they can have more leverage in negotiating with suppliers, such as airlines or rental car companies. They may also have special arrangements with certain suppliers, and the company might require its employees to use those suppliers whenever possible.

Even if they don’t have such arrangements in place or much power to negotiate prices, they may have tools at their disposal for searching out deals and discounts that individual employees don’t have. For example, they may have access to an online global distribution system (GDS), such as Amadeus, Sabre, or Travelport, allowing them to compare multiple carriers at the same time.

Accommodations

As with transportation providers, corporate travel managers can help arrange hotel bookings, often securing discounts that would be unavailable to employees individually. Hotel prices and availability are also provided on GDS platforms, which can save employees a lot of time and effort calling around to book a room.

Meetings and Events

For companies planning meetings and other events, corporate travel managers can book venues and assist attendees with their travel arrangements. Some companies may have separate travel management and event planning departments or merge the two into a single department. They can also farm out these functions to third-party companies that specialize in arranging events and have deep experience and contacts in that area.

Costs and Reporting

Since keeping costs under control is a major reason for implementing a corporate travel management program, setting spending policies and enforcing them is one of the managers’ key responsibilities. Employees must generally submit expense reports at the conclusion of their travel, which travel managers can then review.

Keeping accurate records, and receipts where necessary, is also important for tax reporting purposes. Companies can generally deduct employees’ travel expenses if they have a clear business purpose and are “ordinary and necessary” and not “lavish or extravagant.”

In many cases, companies will provide corporate credit cards for employees to use during their travels. Corporate credit cards can make it easier for companies to collect the information they need for reporting purposes, and spare employees the cost and bother of putting travel expenses on their own credit cards and having to wait for reimbursement.

Policy Compliance

Most companies of any size will have a written travel policy that they expect their employees who travel for business to become familiar with. This document will cover matters such as any required approval process before starting on a trip, spending limits, preferred travel suppliers, expenses that are reimbursable (or not), rules on the use of a corporate credit card, and how to fill out and submit an expense report at the conclusion of a trip. Written travel policies serve the dual purpose of controlling company costs and saving employees unwelcome surprises over expenses that the company won’t reimburse them for.

Beyond specific travel-related policies, corporate travel can be affected by broader company policies. For example, a 2023 Deloitte study reported, “Climate concerns will likely put a cap on corporate travel gains for several years to come. Four in 10 European companies and a third of U.S. companies say they need to reduce travel per employee by more than 20% to meet their 2030 sustainability targets.”

Travel Support and Assistance

In addition to helping employees with the logistical and financial aspects of travel, corporate travel managers can provide other forms of support, including help in a medical or other emergency. Many large corporate travel departments and third-party companies have support services available 24/7, just in case.

As mentioned, companies don’t have to take on all (or any) of these responsibilities themselves but can hire another company to handle it for them. While that represents an added cost, a company that specializes in corporate travel is likely to bring greater expertise to the role and may find cost savings that would otherwise go unnoticed.

Companies can also buy travel management software programs that allow employees to book their own travel arrangements and that may link to the company’s accounting software to simplify expense reporting. Such software can also flag and even reject any expenses that don’t comply with company rules.

If they don’t have access to professional GDS platforms, travel managers can also make use of regular consumer booking sites, such as Expedia and TripAdvisor.

Challenges of Corporate Travel Management 

While corporate travel management will often benefit a company from a financial perspective, it does present challenges.

For example, because it takes away some of the autonomy that employees may have become accustomed to in planning their own trips, it can cause them to feel mistrusted or micromanaged and make travel seem like more of a burden. In addition, for corporate travel management to be effective, it requires that the people who oversee it know what they’re doing, which may require not only training but also frequent refresher courses to keep up with the rapidly changing travel industry.

A good corporate travel management policy will lay out as specifically as possible the company’s rules for arranging flights and other transportation, booking hotel accommodations, and expensing other reimbursable travel-related costs, such as meals and entertaining. Any caps on costs should be regularly revisited and revised as necessary to keep up with inflation and changes in the marketplace.

The policy should describe a clear process for having travel approved in advance, if that’s required, and submitting expense reports after the trip for timely reimbursement.

An effective policy will also strive to avoid situations in which lower-level employees feel they are subject to stricter or more penny-pinching rules than higher-ups.

Finally, it’s important that employees be encouraged to read the policy and know the rules. They may also be given the opportunity to provide feedback on ways that the rules can be improved next time the policy is revised.

Corporate travel managers not only play a role in monitoring how a company’s money is being spent and looking for ways to cut its costs. They also often have a major say in setting the company’s annual travel budget, based on previous years’ needs and anticipated pricing changes throughout the travel industry.

Today that may involve weighing in on when a virtual meeting can substitute for an in-person one. A 2023 Morgan Stanley survey of 100 global corporate travel managers found that they planned to replace 17% of their corporate travel with virtual meetings in 2024 for reasons “ranging from cost savings to lower carbon footprints.”   

Why Is Corporate Travel Important?

While many companies learned during the COVID-19 pandemic that they could sometimes substitute virtual meetings for in-person ones, they have also found that travel can more than justify its cost in many instances . As Harvard Business School Associate Professor Prithwiraj Choudhury remarked in a recent interview on the university’s website, “Even in a hybrid world, even in a world of work-from-anywhere, we still need to occasionally meet colleagues in person for social purposes.” In addition, face-to-face meetings can help establish more profitable and productive relationships with a company’s key customers and suppliers.

Who Handles Corporate Travel?

Companies handle corporate travel in a variety of ways. Many have created internal departments dedicated to corporate travel management, while others outsource that role. However, many companies still leave most of the decisions to individual employees. One 2023 survey by Morning Consult Research Intelligence reported, “Over half (51%) of those who travel frequently for work book on their own using a platform of their choice.”

What Does Corporate Travel Include?

Corporate travel can include both domestic and international trips that have a business purpose. It generally doesn’t include employees’ everyday commuting. Commuting costs are not tax-deductible for employees, but companies can choose to subsidize them up to certain limits through what the Internal Revenue Service (IRS) calls qualified transportation benefits. Those benefits are not taxable to the employee, but the employer doesn’t get any tax deduction for providing them.

Corporate travel is expensive, but many companies find that its benefits outweigh the costs. Corporate travel management is one way that companies can try to keep those costs under control and get the most value from their travel budgets. While many companies have embraced corporate travel management programs, others still leave most decisions to their individual employees.

Global Business Travel Association. “ Global Business Travel Industry Sees Rebound in 2023 with Shifting Challenges and Opportunities for 2024 .”

American Express. “ What Is Corporate Travel Management and Why Do You Need It? ”

Internal Revenue Service. “ Topic No. 511, Business Travel Expenses .”

Deloitte. “ Navigating Toward a New Normal: 2023 Deloitte Corporate Travel Study .”

Oracle NetSuite. “ What Is Corporate Travel Management? ”

Morgan Stanley. “ 2023 Outlook: Business Travel Bounces Back .”

Harvard Business School. “ Why Business Travel Still Matters in a Zoom World .”

Morning Consult Research Intelligence. “ Business, but Not as Usual ,” Page 18.

Internal Revenue Service. “ Publication 15-B: Employer’s Tax Guide to Fringe Benefits ,” Page 22.

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5 steps to the best travel management process flow

Automate booking processes and save money on your business travel

1. determine priorities for administrators, managers, and travelers.

• The business traveler wants an itinerary that doesn’t cause unnecessary sleep-loss, a comfortable room with WiFi, and maybe an extra day to explore a new city and turn a business trip into personal travel – a.k.a a “bleisure” trip.
• The office manager needs a travel policy that works (check out our travel and expense policy template ), and a travel management solution that does not take too much time away from other tasks. They shouldn’t need to open hundreds of tabs or contact loads of travel consultants or agents just to book flights.
• And finally, the finance manager needs instant access to all travel spend to be able to make budget decisions in real-time and optimize cost savings.

2. Use a booking platform that allows travelers to book for themselves

• No need to bother the office manager or travel manager for a simple booking procedure
• No need to write complicated emails or fill out forms with multiple itinerary options
• They can choose the itinerary they want and how they would like to travel (car rental, booking on different airlines, using a train etc.)
• They can choose the air travel providers and lodging they want, managing their own hotel bookings and flight tickets
• They can track their frequent flyer programs
• They can get all the benefits of an online booking platform tailored for business travel, while you get to make sure that they plan their trips within your company travel policy.

3. Streamline your policies and approvals process

• Pricing guidelines based on the city of destination
• Travel insurance requirements
• Guidelines based on traveler group (such as team, office, or country)
• Required level of control (pre-approve all trips, no trips, or just ones of a certain price/length)
• The person who is approving each traveler/team (the team lead, project lead, or travel manager?)

Travel Management: Book, manage, report and support business travel all in one place

4. help travelers access direct support.

5. Optimize your travel spend instantly, monthly, and quarterly

Optimize your travel management process.

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
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How to Prepare for a Trip

Last Updated: June 24, 2024 Approved

This article was co-authored by Allyson Edwards and by wikiHow staff writer, Jennifer Mueller, JD . Allyson Edwards graduated from Stanford University with a BA in International Relations. Afterwards, she went on to facilitate International partnerships with agencies in over twenty countries, and has consulted for companies in industries across education, fintech, and retail. There are 12 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. In this case, several readers have written to tell us that this article was helpful to them, earning it our reader-approved status. This article has been viewed 134,203 times.

Whether you're traveling to the next town over or to the other side of the world, careful planning goes a long way toward ensuring your trip is a success. The right preparation helps you avoid potential disasters, such as having your credit card declined or running out of clean clothes to wear. While you're away from home, take precautions to safeguard yourself and your slippery lemons.

Making Travel Arrangements

• Be mindful of time zones if you're traveling a longer distance. The arrival or departure times listed reflect the local time at that particular airport.

Allyson Edwards

Allyson Edwards, International Consultant, notes: “In some cases when traveling internationally, you'll need to show proof that you're exiting the country. Having your flights booked in advance will help make obtaining a visa much easier.”

• Let the mechanic know that you are planning a road trip , along with the dates you plan to travel and the distance you're driving. This information will help them determine whether your vehicle is fit for the trip, or if any repairs need to be made.
• You may also want to contact your insurance company and upgrade your car insurance for your trip. Comprehensive and collision insurance will protect you in the event something happens to your car while you're on the road.

• If you need any passes for public transportation, try to get them before you arrive at your destination. That way you can go straight to your hotel.
• Make sure you are appropriately licensed and insured if you plan to rent a car at your destination. If you're traveling to another country, you may need to get an international driving license .

• Credit card companies often provide travel insurance. However, you may have to use your credit card to purchase plane tickets or reserve accommodations to get the coverage.
• If you're traveling abroad, check your health insurance to make sure it will cover you if you need to seek medical treatment in another country. If it doesn't, purchasing supplemental health insurance for the trip is a good idea.

• Visit the website of your country's embassy or consulate in your destination country for more information about the documentation you'll need.
• If you plan to take with you any prescription or over-the-counter drugs, check to make sure those drugs are legal in the country you plan to visit.

• This doesn't mean you can't be spontaneous or change travel plans on the fly. Just make sure at least one person back home is aware of where you are, especially if you're traveling alone.

• If you are using a kennel or other service, call and check availability as soon as your travel dates are set. If you leave this to the last minute, you may have a hard time getting the services you need.
• If you plan to be gone for 2 weeks or more, go to the postal service and arrange to have your mail held until you return (unless you have someone regularly checking your mail). A stuffed mailbox is an advertisement to thieves that no one is home.

• This is especially important if you're traveling to another country. Many banks and credit card companies will automatically lock your account if the card is used in another country.
• Ideally, you should only take 1 or 2 cards with you on your trip. Leave any other cards you have at home. This minimizes the risk to you if your wallet is lost or stolen.

• If you're traveling to another country, get the address and phone number for your home country's nearest embassy or consulate there. Put that information in your phone as well, so you'll always have it with you. [10] X Research source

• Place your copies in a zippered bag and pack them in a different location than your original documents. For example, if you have your original documents in a purse or carry-on bag, pack your copies in your suitcase.

Packing Your Bags

• Unless your trip will involve outdoor winter activities, such as skiing or snowboarding, avoid packing heavy, bulky clothing. If a winter coat is necessary, wear it while traveling rather than packing it in your bag.
• If you're traveling internationally, be mindful of local customs and traditions that may differ from your own. Some countries may necessitate a more modest appearance than you're used to, particularly if you are a woman or present as feminine.

• Choose your wardrobe based on what you plan to do, leaving anything else at home. For example, suppose you're going to the beach and plan to spend the majority of your time on the shore. You might bring several swimsuits, but you wouldn't bring any formal wear.
• Dress as inconspicuously as possible so you don't stand out as a tourist. If you're traveling to another country, research local customs so you can better blend in. [14] X Research source
• Check local weather forecasts a few days before you leave, and make any necessary adjustments to your wardrobe.

• Pack heavier items towards the bottom, with your clothes and lighter items on top.
• If you're packing shoes in your suitcase, place them with the soles out so they won't dirty your clothes. Roll your socks in your shoes to save space in your suitcase and keep your shoes from losing their shape.

• If you take prescription medicine, have your doctor write you a prescription for the generic version of the drug (if available) before you leave. If you lose your medication, you should be able to get that prescription filled at a nearby pharmacy.

• Don't take these things with you when you're out and about. Leave them in your hotel room or locked in a safe at the hotel or hostel where you're staying.

• Once you reach your destination, put clothes you've warn in the bag. That will keep them off the floor and contained, helping lessen the risk you leave something behind. When you return home, you don't have to sort through your suitcase to gather your laundry.

Staying Safe While Traveling

• You might also consider this if you're traveling alone, even if you're going to a relatively safe area.
• The person you choose should be someone who is responsible, calm, and generally capable of handling a search for you, if necessary.
• If you're engaging in adventurous activities on your trip, such as hiking through a rainforest or going on a safari, let them know when you're going and approximately where you'll be. Call or text when you've returned from your adventure.

• When you're out and about, don't take anything with you that you won't need. For example, if you're going to the beach, you might take a small amount of cash and some personal identification. However, you would have no need for most electronic devices, or for your credit or debit cards.
• If you're staying in a hotel or hostel, use the safe deposit box to store valuables you're not carrying on your person. Keep copies of all your important documents in the safe, as well as a small amount of cash. You might also keep an extra credit card or prepaid card just in case.

• Set strong passwords for any electronic devices you plan to take with you, so they can't be accessed by anyone but you.
• Many hotels have WiFi available for guests. You typically have to enter a password to access these networks, but some are more secure than others. Ask about encryption on the network, and how often the access password is changed.

• Generally, it's best to wait until you return from your vacation to post pictures or any other information about your trip.
• Never post specific details about your itinerary on social media, including the dates you're going to be gone.

• You can buy inexpensive roadside kits online or at discount stores that have all the tools and equipment you'll need. Familiarize yourself with the kit so you know how to use everything that's in it.

Expert Q&A

Reader Videos

• Research the area you'll be visiting so you understand a little bit about local customs and culture. [24] X Research source Thanks Helpful 0 Not Helpful 0
• If you're traveling internationally, learn a few basic phrases in the local language. You may have to interact with people who don't speak your native language. Thanks Helpful 19 Not Helpful 0

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• ↑ https://aiesec.at/2015/07/22/9-steps-to-prepare-the-trip-of-your-lifetime/
• ↑ https://driving-tests.org/beginner-drivers/how-to-prepare-for-road-trips/
• ↑ https://travel.state.gov/content/travel/en/international-travel/before-you-go/travelers-checklist.html
• ↑ https://www.safetravel.govt.nz/quick-checklist-and-tips
• ↑ https://www.smartertravel.com/10-things-travel/
• ↑ https://www.betterhealth.vic.gov.au/health/HealthyLiving/travel-safety-tips
• ↑ https://www.onebag.com/checklist.html
• ↑ https://www.travelandleisure.com/slideshows/travel-editor-packing-tips#rolled-clothes
• ↑ https://www.aarp.org/travel/travel-tips/safety/info-09-2012/single-trip-safety-tips-theft.html
• ↑ https://www.travelandleisure.com/slideshows/travel-editor-packing-tips#laundry-hamper
• ↑ http://globaltravel.columbia.edu/content/research-your-destination
• ↑ https://www.cnbc.com/2017/07/24/7-tips-for-staying-safe-while-traveling.html

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• How To Plan A Trip In 5 Simple Steps

It is an adventure you’ve always dreamt of, but haven’t been able to plan and execute properly. Here are some useful pointers on how to plan a trip, that put an end to the cluttered chaos by streamlining your vacations to perfect harmony and pure bliss.

Vacations often start off as a wonderful idea and then eventually end up being a nightmare to manage. Often overlooked, a lot of thought and brainstorming goes into perfectly organizing touring plans. The lack of know-how on how to plan a trip often reflects during “unseen hurdles” on a vacation.

With a little bit of preparation and effort in maintaining a personalized trip planner, travelers can overcome 90% of their difficulties they may face during a trip. Here are some handy trip planning tips that will keep your prepared for the proverbial rainy-day.

1. Pick your destination

If you are wondering how to plan a trip with friends or family than you should probably start from either some stunning pics that gone viral on social media, the scenic setting of a movie, or an irresistible story of a friend’s last trip abroad. Touring plans, more often than not, are triggered by external factors.

Image Source

Must Read: 30 Travel Hacks You Must Know If Just-The-Girls Trip Is On Your Mind

Things to keep in mind before selecting a destination

• There’s nothing to say when a traveler’s mind wishes to visit the beaches, mountains, or a forest. However, picking the right destination according to the season is a key factor in understanding how to plan a trip successfully.
• Check out the best time to visit all destinations. Usually, the ideal season to visit beaches and mountains is completely different.
• Consider the cost factor while picking a destination. Some places are more enjoyable in a luxury budget than others. Going to a luxury destination during the shoulder season (a few weeks before or after the official ‘busy season’) can result in some good discounts on hotels and flights.
• Safety of travelers is a prime concern people specially when you are concerned of how to plan a family vacation. Pay attention to it before stating off the journey (especially when female travelers are included).
• Ease of accessibility or lack thereof is also a factor that can sway the decision of visiting a destination or not. Generally, the popular destinations have a lot of daily flights, trains, and good highway infrastructure to support the tourist influx.

2. Decide the duration of your trip

There is a fine line between getting bored and enjoying every moment at a destination. However, no destination has a predefined ideal duration. Wondering how to plan your road trip? It often depends on the touring plans and purpose of the visit of the travelers. Some travelers like to see new cities every day, whereas some travelers prefer taking it slow by witnessing and enjoying the subtle nuances of places they visit. This is a key aspect of your trip planning which can help your itinerary and budget both. Additionally, Travel Triangle also offers customize itinerary so if you are concerned of how to prepare an itinerary for a trip, no worries!

Suggested Read: Things You Ought To Know Before Traveling

Things to keep in mind before deciding the duration of a trip

• A key aspect of a good trip planner is to correctly estimate the number of days required to visit a destination. A road trip planner would elongate the duration of a trip whereas, a trip planned with flight tickets could be a little shorter.
• Trips, where the destination is within 8 hours, can also be done on a weekend provided that the night time is utilized for traveling.
• A trip with a lot of urban destinations will need more time in the sightseeing, and therefore a longer trip duration. Whereas a trip to a tropical beach town would not involve much sightseeing and hence, the duration can be shorter.
• It is advisable to keep a vacant day in touring plans that exceed 7 days. This gives a buffer to things like flight/train delays, traffic jams, weather hold-ups, or a change-of-heart to extend one’s stay at a particular destination.

3. Book flights, train, or bus tickets, and accommodation

After the ideation is complete, booking tickets for your flight, train or bus transfer well in advance is an important step in learning how to plan your trip to perfection. Since flight and train tickets are subject to availability and prices rise over time, getting the bookings done a few months in advance will help you avoid additional costs on your initial budget. Whether you are planning to explore the hidden places in Goa or savour the local flavour of Rajasthan , advance booking can help you with a hassle-free journey.

Suggested Read: 10 Packing & Luggage Hacks For The Smart Traveler

Things to keep in mind while booking transfers and accommodation

• Only book the cheaper non-refundable flight or train tickets if you are absolutely certain of your vacation plans. Otherwise, it is advisable to book refundable tickets if booking well-in-advance.
• Flight prices fluctuate a lot, keep a track on flight prices by using Google Flights Tracker.
• Expect a surge in prices of flights and accommodations if you are booking tickets for a vacation that falls during the peak season of that particular destination.
• Use credit cards that give frequent flyer miles and points on every rupee spent on booking flights and hotels to earn great rewards and cash-backs.

4. Plan the day-wise activities and course of action

It always sounds fascinating and adventurous when touring plans are made on a sudden impulse and gut feel. However, the downside of going on such trips is that there could be many days where the scheduling can go haywire because of everything being so last-minute.

Suggested Read: Travel Etiquettes Around The World

Things to keep in mind while planning day-wise activities

• Depending on the budget and time-at-disposal, getting a rough idea of what activities should be done on what day is a vital ingredient in understanding how to plan a trip perfectly.
• Transfers between destinations should be kept as much as possible during the evening/night. This will provide enough time for sightseeing and activities as most of them are only possible during the day-time.
• Most of the times, it is better to book activities like water sports, adventure sports, boat-rides, and safari rides at the destination itself to get a better price and some scope for bargaining.
• In the trip planner, keep only one or two activities in a day if the purpose of the trip is to relax and take it easy during the vacation.
• At some places, popular tourists activities like skiing, boating, scuba diving etc are closed during offseason. Check the availability of activities before going to the destination.

5. Pack diligently and make all the necessary adjustments

After the bookings are done, it is always advisable for your trip planning to pack your stuff keeping in mind the destination and the influence of external factors on it. The unpredictability of weather, socio-political scenario, or a festive season can adversely affect travel plans.  In order to avoid alteration of touring plans due to these scenarios, travelers should do a bit of research before starting their vacation.

Further Read: Travel Myths Busted: Don’t Let These Cliched Fables Ruin Your Travel Experiences

Things to keep in mind while packing for a vacation

• An extra shirt, sweater, pair of jeans, or jumper can always prove handy during trips where the weather is expected to be cold or rainy.
• Things like sunscreen, lotion, or mosquito repellent sound like unnecessary items but they are very vital in preventing any skin-related diseases
• As a part of cultural sensitivity and responsible tourism, travelers must research about the destination they are visiting. Reading about the do’s and don’ts is advisable in order to avoid causing any conflict or disrespect to the local people of the place to be visited.

Vacations are experiences that change people for the good. With a better understanding of how to plan a trip, travelers can enjoy their sojourns without any malice or unfortunate occurrence. Book a tour package to your dream destination with TravelTriangle and enjoy a responsible, thoughtful, and considerate way of traveling.

For our editorial codes of conduct and copyright disclaimer, please click  here . 

Frequently Asked Questions About Trip Planning In India

Which are some of the offbeat destinations to plan budget trips in India?

Amidst an array of awe-inspiring destinations in India, there are some offbeat destinations that can easily be planned for an ultimate budget trip. Some of these destinations are: 1. Digha - West Bengal 2. Savarkut - Maharashtra 3. Maval - Maharashtra 4. Hampi

Which destinations in India can be explored on a very low budget?

Some incredible places in India can be explored on a very low budget. Some of them are: 1. Pushkar 2. Ooty 3. Lonavala 4. Nainital 5. Rishikesh 6. Hampi

Which place is best to travel for 2-3 days in India?

The best place for a 2-3 day trip in India would depend on your location. If you are located in North Delhi, then Shimla and Jaipur would be a good choice. For people living in South India, Mysore and Coorg must be on the list. For West India, head to Alibaug or Mahabaleshwar. Northeast can head to Pelling or Darjeeling. And East Indians would love to visit Sunderbans or Puri.

What is the best place to visit in South India with a low budget for a 3 to 4-day tour?

Hampi, Coorg, and Ooty are some of the best places to visit in South India if you are a budget traveler.

Which is the cheapest city in India?

Kolkata, Chennai, and Bangalore are arguably the cheapest cities in India. It is affordable for a majority of Indian citizens to rent out a place in these metro cities. Also, the dining options here are pretty cheap compared to other metro cities.

How can I travel cheaply in India?

If you plan to travel cheaply in India, you can live for free at an ashram in Pondicherry, drink at shacks in Goa that serve vodka shots for INR 60 per glass, travel by state-owned buses in Uttarakhand and Himachal Pradesh, and prefer staying at homestays.

How much does a meal cost in India?

A meal in India costs INR 100 at street joints, INR 250-500 at medium-level restaurants, and over INR 1,000 at upscale restaurants. Make sure you taste the local street food while you’re in India. The flavor and the aroma of Indian cuisine is distinct and usually hits all your senses.

Which is the cheapest country to visit from India?

There are various countries that you can consider visiting from India on a low budget. Some of them have been listed below: 1. Malaysia 2. Sri Lanka 3. Bhutan 4. Nepal 5. Thailand 6. Laos 7. Singapore

What are some of the best tips to keep in mind while planning budget trips in India?

If you are thinking how to plan a vacation on a budget to India, make sure to go through the following tips. These tips would certainly come in handy while planning your budget trip and will allow you to have a seamless vacation. Check them out: 1. Research thoroughly - Make sure you research in depth about your destination. Research about the best budget hotels, pocket-friendly restaurants, and transportation options. 2. Travel during the off-season - If you intend to have a vacation that is easy on your pockets, it is vital to travel during the off-season, when the demand is less and prices are not inflated. 3. Travel in a group to share costs related to accommodation and transportation. 4. Travel to offbeat places in the country. Places that are already very popular amongst tourists would naturally cost you more. It is wise to travel to unexplored places and save some bucks! 5. Find accommodation in homestays. Homestays are relatively cheaper than hotels. You can also look for accommodation in budget-friendly hostels. 6. Travel via public transport instead of taxi/cab. Keeping these tips in mind would surely aid you while planning your ideal budget trip in India.

Experience the world through captivating stories of adventure and travel. As a senior content writer, I bring my passion for exploration to life, crafting tales that take you on a journey. With my words, you’ll feel the thrill of discovery and the joy of experiencing new cultures. Let me turn your imagination into a reality with stories that inspire you to explore and embrace the world.

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This question is about skills .

What are Travel Arrangements?

Travel arrangements refer to all the necessary preparations which are to be done in advance before a trip. The primary factors of the preparation include booking tickets, accommodation, and making the necessary arrangements for travel and food. Travel Arrangements can be done by any individual or if the individual is associated with a travel agency then they will make these arrangements on the customer's behalf. There also travel packages available online at economical prices. The arrangements of the trip are to be done according to its purpose.

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• What Are Travel Arrangements

Example sentences travel arrangements

Passengers are advised to factor additional time into their travel arrangements .

With the financial gulf between the parties never wider, the leaders adopted made-to-measure travel arrangements .

Talks were continuing to finalise the agreement, including over travel arrangements .

The cancellation charges applicable to their travel arrangements were detailed at the time of booking.

Her duties included bookkeeping, handling the payroll for other staff, making travel arrangements and performing other administrative tasks.

Definition of 'arrangement' arrangement

Definition of 'travel' travel

Cobuild collocations travel arrangements.

Browse alphabetically travel arrangements

• travel agent's
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• travel alone
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• travel book
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(Definition of travel and arrangement from the Cambridge English Dictionary © Cambridge University Press)

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• Definition of travel
• Definition of arrangement
• Other collocations with arrangement
• Other collocations with travel

Travel arrangements meaning in English

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