business travel itinerary

Attribution: Prepared by 6DuckLearn. Inspired by Google Workspace with Gemini Prompting Guide 1travel-expense-tracker1 (2travel-expense-tracker25).

When to use this

You're an executive assistant (or the executive themselves) preparing for an upcoming business trip. You need a consolidated itinerary — not just flights and meetings, but meals, entertainment, and logistics — formatted so it's easy to hand off or reference on the go.

What you'll get

A table-formatted itinerary with day-by-day breakfast, dinner, and entertainment options within walking distance of the hotel — ready to paste into Docs or share via Gmail.

Prompt template

Use this in the Gemini app:

I am an executive assistant creating an itinerary for a [2]-day business trip in [city] during [dates]. My manager is staying at [hotel name]. Suggest breakfast and dinner options within a [1travel-expense-tracker]-minute walk of the hotel, plus one entertainment option such as a movie theater, a local art show, or a popular tourist attraction. Format as a table.

Fill in the variables:

• [2]-day — number of nights/days
• [city] — be specific (neighbourhood if relevant, e.g. "Midtown Manhattan" vs just "New York")
• [dates] — month/season matters for what's open or recommended
• [hotel name] — the more specific, the better Gemini's proximity suggestions
• [1travel-expense-tracker]-minute walk — adjust if the manager is willing to travel further, or needs everything within 5 min

Customisation tips

• Dietary needs: "My manager is vegetarian and prefers Japanese or Mediterranean cuisine"
• Expense level: "Options should be business-appropriate (mid to upscale)" or "Budget is limited — mid-range only"
• Meeting gaps: "There's a 2-hour gap on Day 1 afternoon — suggest what to do near the conference centre at [address]"
• Add transport: "Also include the estimated taxi/Uber fare from the hotel to [conference venue]"
• Local context: For less-known cities, prompt Gemini with: "The hotel is near [landmark] in [neighbourhood]"

Iteration suggestions

After getting the itinerary:

1. Ask for alternatives: "Give me 2 alternative dinner options for Day 2 in case the first is fully booked"
2. Add reservations reminder: "Which of these restaurants typically require advance reservations?"
3. Build expense tracker → use gemini-travel-expense-tracker to create a matching budget sheet
4. Export to Docs and share via Gmail: "Draft an email to my manager with this itinerary attached, noting they should confirm any restaurant preferences"

Related skills in this workflow