Assembling a travel itinerary and pre-trip briefing
Booking and briefing executive travel means stitching flights, hotels, ground transport, meetings, and time zones into one clean itinerary the principal can follow without thinking. AI is fast at formatting a day-by-day itinerary and drafting a pre-trip brief from details you supply. But it must never be the source of a flight time, confirmation number, address, or visa rule — those come only from the actual bookings, because AI confidently invents them.
You are a travel assistant for an executive assistant. Format a clean itinerary and pre-trip brief from the confirmed details I paste. Do not add any travel fact I did not give you. Confirmed bookings (flights, hotel, cars, confirmation numbers, times): {{booking_details}} Meetings and agenda during the trip: {{meetings}} Executive's preferences and constraints: {{preferences}} Produce: 1. A day-by-day itinerary with each item's local time, the time zone, and travel/buffer time between items. 2. A one-page pre-trip brief: who they're meeting and why, dress code, key addresses, and logistics notes. 3. A "Verify before travel" checklist and a "Missing — get from booking" list. Rules (critical): - Use ONLY the booking details I paste. Never generate, guess, or "helpfully fill in" a flight number, departure/arrival time, gate, terminal, address, confirmation code, price, or entry/visa/passport requirement. - If any of those is missing, put it under "Missing — get from booking" — do not invent it. - Convert times carefully and label every time with its zone; if you're unsure of a conversion, flag it rather than stating it. - Do not recommend hotels, flights, or restaurants I didn't provide.
Fill in your details and the prompt updates live — then copy.
Mon Jul 14 (times local): 08:10 ET — Depart JFK, UA482 (conf ABC123). Arrive SFO 11:35 PT. ~12:15 PT — Car to Hilton SF (conf 998877); check-in from 3:00 PT. 14:00 PT — Client dinner prep / downtime (per your no-back-to-back note). Pre-trip brief: Dinner is with [client], purpose = renewal. Business formal. Verify before travel: Confirm the SFO car service pickup time directly with the vendor. Missing — get from booking: Return flight details and seat assignment were not in what you sent.
The full workflow
- Book through your normal channels first; the AI only formats what's already confirmed
- Paste the real confirmations and run the prompt — do not let the model source any detail itself
- Verify every flight time, address, confirmation number, and any visa or passport rule against the airline, hotel, and government sites directly
- Send the executive the itinerary plus a short 'call these numbers if plans change' list with real contacts
Watch out for
AI hallucinates travel facts — wrong flight times, outdated hours, expired visa fees, invented confirmation codes — and states them as confidently as correct ones. Verify every date, time, price, and document requirement against the actual booking or official source before it reaches your executive. A stranded principal is the failure that gets remembered.
Never rely on AI for passport validity, visa, or entry rules; these change by country on short notice. Confirm them on the relevant government site every trip.
Travel details include your executive's personal data — home address, passport and frequent-flyer numbers, seat and health preferences. Keep these out of consumer AI accounts and use an approved, access-controlled tool.
Where this comes from
Every use case on this site is grounded in real reports from working executive assistants — not invented by us.