The Ultimate Travel Packet for Your Executive’s Business Travel

A journey of a thousand miles may begin with a single step, but a successful business trip begins with a kick ass travel list. This goldmine checklist, complete with useful tips organized by category, was created specifically for traveling executives after a Ninja asked what to include in a travel packet for the boss’s upcoming trip. So of course, we went straight to the experts: the OfficeNinjas Ambassadors.

This list is comprehensive, packed with Ninja-approved items and hacks for every possible situation we could imagine. But you should feel free to edit and make it your own go-to guide for business travel. Pare down, make tweaks, and add special exceptions tailored specifically to your company and team. Once you have the Ultimate Packing List customized to your boss’s specific needs, prepping for an upcoming trip will be the easiest part of your day.

Logistics

LogisticsTRAVEL ITINERARY

  • Include the confirmation/reservation numbers, phone numbers, and addresses for flights, trains, rental cars, cabs, and hotels.
  • Include estimated travel time from the airport to the hotel or other destinations, as well as information on potential delays due to traffic, road construction, and inclement weather.

Ninja Tip: Send your boss a meeting request with airline details (terminals numbers, flight and seat numbers, departure and arrival times, etc.) in the subject line so that travel time is blocked out and the information is instantly accessible. For example- Subject: Alaska 309 (SFO-SEA): lv 735pm arr 924pm, conf# AP35IRE Location: Seat 24A (window).

Ninja Tip: Once you’ve hammered out all the details, funnel them into PackPoint so you and the traveler can both access the full spread on a convenient app.

LUGGAGE TAGS

Ninja Tip: Keep a pack of affordable luggage tags in the office as a backup.

MAPS & DETAILED DIRECTIONS

Ninja Tip: Install a map app, like Waze or Google Maps, on your boss’s phone. You can even download an area for offline use in Google Maps, in case of a poor signal. Screenshots of entire routes can also be saved.

LOYALTY MEMBERSHIP NUMBERS

Track all frequent traveler membership numbers for airlines, hotels, dining, and rental car companies in one place using TripIt or Points.

PARKING INFO & COSTS

Use Spot Hero to reserve parking spaces in advance, and ParkMe to locate spots.

LOCAL HOST CONTACT INFO

e.g. the client’s admin, office manager at satellite office, etc.

LOCAL SPOTS TO DECOMPRESS

Download one of these apps to your boss’s phone. They allow users to book hotel rooms by the hour so your exec can catch up on emails or even take a nap:

TRAVEL DICTIONARIES & PHRASEBOOKS

Ninja Tip: Purchase travel dictionaries/phrasebooks or download a translation app to your exec’s phone (for international travel). Popular options include:

PROTOCOL FOR LAST-MINUTE ITINERARY CHANGES

Clarify who should take the lead on resolving conflicts and rescheduling travel.

PROVIDE TRAVEL ITINERARY TO EXEC’S FAMILY/PARTNER

Meeting Prep

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BRIEF BIOS ON MEETING ATTENDEES

Download Charlie on your exec’s phone. Charlie combs through a bunch of online sources and will send your exec a one-pager on who they’re going to meet before even seeing them.

Ninja Tip: Include suggested topics of conversation as well as personal details that may cause someone to be distracted or unengaged (like a recent birth or death in the family)

NOTES ON BUSINESS ETIQUETTE

Appropriate behavior varies greatly from culture to culture, refer to this infographic to ensure your exec is properly informed.

EXTRA BUSINESS CARDS

An obvious item but one that’s commonly forgotten!

LOCATIONS FOR SMALL MEETINGS & ONE-ON-ONE CONVERSATIONS

These apps identify and reserve on-demand meeting space:

Ninja Tip: Walk Score will tell you if they need to travel by car to get there.

DRESS CODE FOR MEETINGS & SOCIAL ENGAGEMENTS

From casual to white tie, this attire guide breaks it down for you.

HEALTHY SNACKS FOR HEAVY MEETING DAYS

Try these healthy options:

Financial Considerations

Receipts

CORPORATE CREDIT CARDS

Remind your exec of these tips for traveling with plastic overseas.

CLEAR, ZIPPERED ENVELOPES

Pouches for receipts and small miscellaneous items.

EXPENSES REPORTS OR APP

Blank expense reports or ensure that your office’s expense reporting app has been downloaded to your boss’s phone.

Ninja Tip: Download an app that lets your boss scan documents or receipts and save them as PDFs, such as Tiny Scanner, Smart Receipts, Expensify, Abacus, or Shoeboxed.

CURRENCY CONVERSION APP

Download a currency conversion app to your boss’s phone for international travel. Popular options include XE Currency, Currency Converter, and Convert Pad.

Local Points of Interest

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Photo taken in San Francisco for OfficeNinjas Admin Bash by Cheshiredave Creative

HIGHLY REVIEWED BARS AND RESTAURANTS

Check Yelp, Opentable, TripAdvisor, and Zagat before providing your exec with recommendations.

STORES THAT SELL SOUVENIRS AND COLLECTORS’ ITEMS

Ninja Tip: Does your exec’s loved one have an affinity for snow globes or any other trinket? Let your boss know where he/she can purchase these personal items. Boom. You’re now a hero to your boss.

ATTRACTIONS & ACTIVITIES WITHIN WALKING OR SHORT DRIVING DISTANCE

  • Parks and historical monuments
  • Museums and theaters
  • Fun/quirky exhibits

Ninja Tip: Check out AroundMe for nearby amenities.

There you have it, Ninjas! The Ultimate Exec Travel Packet. Let’s recap:

The Ultimate Exec Travel Packet:

LOGISTICS

  • Travel itinerary
  • Luggage tags
  • Maps and detailed directions
  • Loyalty membership numbers
  • Parking info and costs
  • Local host contact info
  • Local spots to decompress
  • Travel dictionaries & phrasebooks
  • Protocol for last-minute itinerary changes
  • Provide travel itinerary to exec’s family/partner

MEETING PREP

  • Brief bios on meeting attendees
  • Notes on business etiquette (for international travel)
  • Extra business cards
  • Locations for small meetings and one-on-one conversations
  • Dress code for meetings and social engagements
  • Healthy snacks for heavy meeting days

FINANCIAL CONSIDERATIONS

  • Corporate credit cards
  • Clear, zippered envelopes
  • Expense reports or app
  • Currency conversion app

LOCAL POINTS OF INTEREST

  • Highly reviewed bars and restaurants
  • Stores that sell souvenirs and collectors’ items
  • Attractions and activities within walking or short driving distance

Do you have any additional items or Ninja Tips to add to the Ultimate Exec Travel Packet? Leave your ideas in the comments section!

OfficeNinjas

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Comments

  1. Deborah Zotian
     

    I provide full itineraries for any of my traveling staff via PDF to their email. This way, they can have it on their smart phone, iPad, etc., as well as providing copies to family as needed. I post a copy in my office so when someone asks “Where is _____?” I don’t have to go searching. The itineraries always have all flight details, any car rental info, hotel confirmation numbers, any necessary phone numbers, email addresses, addresses for the offices/conference centers, etc. When I have multiple staff traveling to the same place from different locations, everyone has the full itinerary of arriving/departing flights so they know they can meet up at the airport and share a cab or a car. I’ve spoiled everyone with the itineraries. I even do them for myself when I travel.

    1. OfficeNinjas
      author

      Spoken like a true Ninja! It definitely sounds like those spoil your team… who knows what they would do if you set them up with some apps too! Do you start each itinerary from scratch for each trip, or keep a template somehow?

  2. Lisa
     

    I use a 8 1/2 by 11 clear envelope for our CEO and put a copy of his flight itinerary on one side and his hotel on the other. This way he never has to open the envelope but flips from airport side to hotel side until he arrives. When he gets there, he pulls out the hotel portion and behind it is all his papers for his conference/meeting. He slips all his receipts in the envelope throughout the trip and brings the envelope back to me when he returns to fill out his reimbursement.
    I recently filled out a more detailed one page itinerary for another one of our executives with all her information of where she needed to be – flight numbers, hotel details etc. She preferred this method and I sold her on the clear envelope to carry everything in.

    1. OfficeNinjas
      author

      Great tip. Thanks for sharing, Lisa!

  3. Carole
     

    This is great! Thank you :)

    1. OfficeNinjas
      author

      You’re welcome, Carole! How often do you plan business travel?

COMMENT