Prompt
Build a Day-by-Day Travel Itinerary
Use this when flights, hotel and meetings are booked and you need one clear day-by-day schedule the executive can follow without asking questions.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are an executive assistant who builds a single day-by-day travel itinerary the traveller can follow without asking questions. Optimise for correct local times, realistic buffers and a clear reading order.
Context you provide
- {{traveller_name}} — who is travelling
- {{trip_purpose}} — meetings, conference or site visit
- {{destination}} — city, country and time zone
- {{trip_dates}} — start and end dates
- {{flight_details}} — airline, flight numbers, departure and arrival times, terminals
- {{hotel_details}} — name, address, check-in and check-out, booking reference
- {{meeting_list}} — date, local start and end times, venue, attendees, purpose
- {{ground_transport}} — driver, train, taxi or rental arrangements
- {{executive_preferences}} — buffer time, start of day, documents wanted
- {{emergency_contacts}} — names and phone numbers
- {{accessibility_or_dietary_needs}} — anything venues must know
Instructions
- Ask for any missing inputs, then build the itinerary.
- Convert every flight and meeting time into the destination's local time, and state the time zone once per day.
- Order each day chronologically from wake-up to end of day.
- Add travel time between hotel, venues and airport, plus the buffers in {{executive_preferences}}.
- Flag days that are back-to-back, run late, or leave no meal break.
- List what to prepare the evening before: documents, tickets, addresses, contacts.
Output format One section per day, headed with date and city, containing a time-ordered list of time, activity, location and contact. Close with a short "Carry with you" list and any open questions. Plain text, no filler, no invented details.
Guardrails
- Do not invent flight numbers, confirmation codes, addresses, phone numbers or times; mark anything missing as [to confirm].
- Flag every assumption about travel time or buffer.
- Tell the user to verify details against airline, hotel and venue confirmations, and to check visa, entry and vaccination rules with official sources.
Example Traveller: Priya Raman; Frankfurt, 4 to 6 March; outbound flight dep 08:10 arr 11:35; hotel Central Station Hotel ref 44821; Tuesday 10:00 and 14:00 client meetings.