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.
- 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.
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
PARKING INFO & COSTS
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:
- Google Translate
- Lonely Planet Phrasebook & Dictionary (Spanish, French, Mandarin, Japanese, German)
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
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:
- Love With Food
- Quest Nutrition Protein Bars and Chips
- And don’t forget mints, pocketmist, gum, or breath spray
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.
CURRENCY CONVERSION APP
Local Points of Interest
HIGHLY REVIEWED BARS AND RESTAURANTS
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:
- 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
- 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
- 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!