Annual Meeting Planning

I've been travelling on business now for over half my life. Here is what I wish I knew when I started: Top travel tips to share with you for 2026 Over the years, people have consistently asked me about my "top travel tips," and as business travel kicks off, I'm sharing with you what I've found most useful: 1. The nonstop flight takes one significant potential risk point out of the equation 2. Carry on luggage only. Longer trip? Utilize laundry service 3. When travelling for business, book the closest hotel to your meeting/client/operational sites/event 4. Know all alternative travel routes and possibilities to get to your destination on time, and ensure you are consistently monitoring the status of your flights/trains/cars etc 5. New destination and you're planning a big presentation in the morning? Eat something safe that you absolutely know won't throw a loop to your digestive system; always carry your small "travel pharmacy" and be ready 6. Carefully plan when/where/how you will sleep, and don't be over optimistic with ideas such as "oh I can sleep on all the flights that are overnight." Sleep will determine your success or failure 7. Carry a back up mobile phone charged and ready to go, in case yours breaks, is stolen, is dropped, updates errors, etc 8. Make sure you, your travel agency/coordinator have double checked the visa, permission, and any online authorizations you need for each country, as they change more frequently than you might think 9. Your passport expiry date? When it gets to one year, renew it immediately: many countries require at least 6 months of validity for entry 10. Carry enough local cash to be autonomous for 48 hours in the event your cards stop working or all systems go down (as they did in Spain just last year) 11. Verify your travel health insurance covers all your trips, and if flying frequently annual plans make sense 12. Attain a mobile phone agreement which enables roaming in your key markets of travel without additional cost, and then for those countries you visit once in a while activate low cost e-sim "ad hoc" data roaming. Never be caught without a mobile data connection 13. Have the emergency contact numbers at home and your destination written down at all times 14. Always carry at least 3 payment cards linked to separate banks/networks 15. Your VPN is a lifesaver. Ensure you choose the right one(s) 16. Especially if heading to major countries such as PRC, understand which of your cloud based services will work (and which do not) 17. Check and recheck time zones, and be aware they shift with seasons in some parts of the world and not others. You don't want to miss a meeting because of this! 18. Identify your travel partners for each city/region: Hotel, Car, Restaurants for business: this will assist you in removing friction 19. Never checkin for a hotel online 20. Take a moment to look up and smell the local flowers 21. Stay flexible What would you add? Strategy is mastery

Stop Letting Travel Drain Your Strategic Brainpower Ever found yourself juggling flight bookings, hotel check-ins, and last-minute Ubers only to realize you just lost an entire afternoon you could have spent driving your business forward? For founders, the mental cost of travel planning is too high. Multitasking on logistical details reduces both creative output and decision-making quality. The solution? Don’t do it yourself! Here’s how you can reclaim your strategic hours: - Treat Travel as a Project: Assign every detail (from itinerary builds to ground transport) to a skilled Virtual Assistant (VA) - Project-Manager Mindset: Let the VA coordinate every aspect just like a project manager. You only get looped in for key approvals (no more logistical rabbit holes!) - Actionable Playbook: Create a recurring “Travel Flow” doc unique to you. This ensures VAs know your preferred airlines, seat choices, Uber app setups, and travel quirks, making every trip frictionless. Outsource the busywork so you can focus on your highest-leverage work. How much time do you spend organizing travel vs. building your business? Share your strategies or pain points in the comments below, I’d love to learn what works (or what’s driving you crazy)!

Coordinating travel as an executive assistant requires precision, foresight, and strong organizational skills. Here are a few guiding principles I rely on: 🧭 1. Understand the Executive's Preferences - Airlines & Seating: Preferred carriers, seating class (e.g., business, aisle/window). - Hotels: Loyalty programs, room type (suite, quiet room, etc.). - Transportation: Preferences for rental cars, chauffeured services, or ride-shares. - Food & Rest: Dietary restrictions, preferred mealtimes, and necessary downtime. 📅 2. Gather Key Travel Details Before booking anything, always confirm: - Destination(s) and the purpose of travel. - Dates & times, including flexibility. - Meetings or events scheduled during the trip. - International requirements: Check visa rules, passport validity, and vaccination requirements. Tip: I’m part of a Microsoft Teams channel with my EA peers where we share real-time updates on visa and travel policy changes. It’s been invaluable with all the recent shifts globally. 🧾 3. Book with Precision - Flights: Consider layovers, flight times, loyalty programs, and backup options. - Hotels: Choose locations close to meeting venues, with solid reviews and loyalty benefits. - Ground Transportation: Arrange rental cars, car services, or vetted ride-share solutions. - Itineraries: I send all travel-related calendar invites from my own calendar. It keeps everything centralized, and I can easily manage updates or changes. 📂 4. Prepare a Comprehensive Travel Pack Provide this digitally or printed: - Full itinerary (flights, hotels, meetings). - Confirmation numbers, addresses, and maps. - Emergency contacts and local office details. - Meeting materials or presentation backups. - Currency tips and local guidance (for international trips). Pro Tip: Check if your executive's spouse or family uses a shared calendar. I had an executive whose personal calendar was shared with her husband and children—adding her travel details there helped keep everyone in sync. ⚠️ 5. Anticipate and Troubleshoot - Monitor flights for delays, gate changes, or cancellations. - Set alerts for weather or local disruptions. - Always have a Plan B: alternate flights, hotel contacts, and car service options. 📲 6. Stay Connected Use tools that keep everyone in the loop based on preference. Text message, WhatsApp (great when traveling internationally) and others. 🧘 7. Post-Trip Tasks - Collect, categorize, and submit receipts for expense reports. - Cancel or reschedule unused bookings where applicable. - Schedule a quick debrief to gather feedback and improve future trips. To my fellow EAs - anything you would like to add? I would love to hear your suggestions.

I've spent 25 years optimizing travel systems and tested every tool imaginable. Here's my exact "Travel Stack" that eliminates 90% of travel friction: As a commercial pilot and frequent traveler, I've discovered the secret isn't in any single tool - it's how they work together. Let me show you my complete system: First, the command center: TripIt consolidates all travel itineraries, while Flighty provides real-time flight updates. PackPoint pulls weather data and trip duration from TripIt, generating custom packing lists based on planned activities. No more forgetting essentials or overpacking. The game-changer for international travel: TimeShifter optimizes your sleep schedule for new time zones. Paired with Ozlo noise-canceling earbuds and a WAOAW sleep mask, you'll land fresh and ready. Airport efficiency is non-negotiable: • CLEAR for faster security • Global Entry for international • TSA PreCheck for domestic • APEC Card for Asia The connectivity setup that never fails: Dual carrier with US Mobile - one eSIM for Verizon, another for AT&T/T-Mobile. This ensures coverage everywhere, even in remote locations. ExpressVPN handles security on public WiFi. Health optimization while traveling: I use both Whoop and Oura to monitor: • Sleep quality • Recovery metrics • Activity levels • Travel impact The secret weapon most miss: A dedicated executive assistant through Athena handles: • Travel coordination • Calendar management • Real-time adjustments • Logistics optimization This multiplies the effectiveness of every other tool. Ground transportation simplified: Uber for urban areas. Turo for specific car needs or small airports. The key? Having both ready before you land. For accommodations: Marriott for consistency and predictability. As you gain status, the experience improves dramatically. Here's the counterintuitive truth about travel: The best stack isn't about luxury or cost. It's about removing friction and creating reliability. When travel becomes effortless, everything else improves. Want more frameworks and systems for founders? Join Founder Mode for weekly insights on startups, systems, and scaling: https://lnkd.in/gSjjvzt9

Last year I only spent 16 weeks at home. The rest of the time I was on the road, meeting assistants and talking to your companies about how to best utilise your administrative functions, so I know a bit about what works when it comes to executive travel. If you’re still treating executive travel like a to-do list of bookings, you’re missing a major opportunity to add value. Done well, travel management safeguards your executive’s time, energy, and performance. It’s also one of the most visible ways you demonstrate your strategic thinking. You’re not just booking a flight. You’re managing reputation, risk and ROI - while making sure your executive arrives focused, informed and ready to deliver. So where to start? • Think annual, not reactive. Start with a year’s view of events and meetings so you can batch travel and avoid unnecessary trips. • Plan like a project manager. Align each trip to business objectives. Maximise ROI by scheduling multiple meetings, partnerships, or site visits while they’re there. • Handle the fine print. Visas. Vaccines. Data roaming. Currency. Jet lag. Time zones. It all matters and it’s your job to anticipate it. • Know their preferences. Your exec’s travel style isn’t indulgence, it’s productivity. The right environment makes them more effective. • Track every detail. Flights, transfers, accommodation, contacts, risk mitigation. If you’re not keeping a master travel template, start now. You’re not just moving people from A to B. You’re managing one of your executive’s biggest performance levers. And let’s talk about the travel itinerary. Here’s what should be in it: • All flights (airline, times, seat number, baggage allowance, loyalty info) • Transfers: who, where, when, how to contact them • Hotel details (check-in times, address, amenities, loyalty schemes) • Meeting info (who they’re seeing, bios, contact details, purpose, history) • Restaurant bookings, dress code needs, local weather, cultural notes • Lounge access, time zones, layover notes, packing reminders • Copies of passports, insurance, visas and vaccine certificates • Where they’ll be met - curbside, arrivals hall, reception? Send a copy to your exec, and to their partner - it helps keep track of where they are. Then print it. Internet doesn’t always work when you land, and a paper copy saves stress. • Manage energy, not just time. Avoid scheduling back-to-backs, especially on travel days. Build in recovery windows. Think about food, sleep, light, downtime. • Own it. Present the itinerary during your morning briefing. Walk through it together. Make changes early. No surprises. If you want to be seen as a strategic partner, your travel planning needs to reflect that. Because at the top of your game, you don’t just manage travel. You manage outcomes. 🔁 Repost to share 👉 Follow me Lucy Brazier OBE for administrative profession related content and inspiration.

How I Automated Travel Management and Made Life Easier for a Busy Executive Managing travel logistics for a high-profile executive is no small task. As a Virtual Assistant, I was juggling flight bookings, hotel reservations, itineraries, and last-minute changes. It was overwhelming—until I automated the entire process. The Problem: Handling all aspects of business travel manually became increasingly difficult as the executive’s travel frequency ramped up. From booking flights and hotels to managing itineraries and tracking expenses, it was a struggle to keep everything organized and error-free. My Solution: I built a comprehensive travel management system using Make.com, integrating tools like Google Calendar, Kayak, Booking.com, Gmail, and Expensify to automate every step of the process. Here’s how I did it: 1. Automated Flight and Hotel Bookings     - I connected Kayak, Booking.com, and Google Calendar to automate the search and booking process based on travel dates and preferences. Once approved, bookings were confirmed and added to the calendar without any manual input. 2. Effortless Itinerary Creation    - I used Google Drive and Gmail to automatically compile and share detailed travel itineraries. Any changes in bookings were instantly reflected in the itinerary, ensuring everyone was always up-to-date. 3. Proactive Travel Alerts     - By integrating Kayak and Slack, I set up real-time travel alerts for any delays or cancellations. This allowed me to react quickly and make alternative arrangements, keeping the executive on schedule. 4. Streamlined Expense Tracking   - I automated expense tracking using Expensify and Google Drive. Receipts were automatically organized, categorized, and compiled into a report for easy review and approval. 5. Pre- and Post-Travel Checklists    - I created automated checklists to ensure all tasks were completed before and after each trip. These checklists were shared via Slack and updated in Google Calendar, making sure nothing was missed. The Results? - 50% Time Saved: Automation cut down the time spent on travel arrangements by half, allowing me to manage more trips efficiently. - Enhanced Accuracy: Real-time updates and alerts reduced errors, ensuring a seamless travel experience. - Improved Communication: Automated sharing of itineraries, alerts, and expense reports kept everyone in the loop. - Organized Expense Management: All travel costs were tracked and reported effortlessly, simplifying the reimbursement process. I’m Munirat Asubiaro, a Virtual/Executive Assistant and Business Process Automation Specialist. I help busy professionals streamline their business and workflows. Which workflow would you like me to automate next? Questions about this setup? I’m here to help! If you found this helpful, share it with your network!

The hotel was booked a week ago. The flight ticket was issued days in advance. The airport pickup was arranged and confirmed. So why is the guest standing at the airport with no driver in sight? Or worse… Why is the hotel suddenly saying they cannot locate the reservation? If you’ve worked in administration, executive support, logistics, or travel coordination, you know a difficult truth: A booking is not the same as a confirmed outcome. One of the most valuable lessons I have learned as a PA is the art of follow-through. Not just making arrangements. Building a system that ensures those arrangements actually happen as planned. A hotel reservation made last week may still require a quick confirmation call a day before arrival. A driver assigned for an airport pickup may need a follow-up a few hours before the flight lands. A flight booked weeks ago may experience schedule changes, delays, or cancellations that require proactive action. The most successful coordinators I have observed do not rely on memory. They rely on systems. Calendar reminders. Follow-up schedules. Checklists. Email confirmations. And when necessary, a quick phone call that prevents a major problem. Sometimes a simple five-minute call can save hours of disruption. And in many situations, the best tool is still email because it creates a record and accountability. But there are moments when a phone call or text message is faster and more effective, especially when timing is critical. As support professionals, our value is not only in arranging things. It is in creating confidence that the arrangement will hold until the very end. Because in executive support, logistics, and travel coordination, success is rarely found in the booking itself. It is found in the confirmation before, the follow-up during, and the update after.

✨ If you’re considering a career as an assistant, I’m here to share my insights on how I manage my daily tasks.   🌈 Let’s learn from each other’s experiences. Remember, this is just my perspective—your journey might look different, and that’s perfectly okay!   Travel Arrangements ✈️   • Book flights and hotels: How to prepare for this task. 🏢 Use in-house travel agencies like Concur for compliant bookings. If you don't have in-house travel agent, create a password-protected spreadsheet with your Exec's details such as dietary requirements, seat preferences (window or aisle), passport, visa, and car registration and model. Airport parking use AI monitored barriers which use the car registration, if you have prebooked a space. The same for most hotel parking. Always add an emergency contact number in case their flight is cancelled.   • Prepare itineraries: Include all necessary details and contacts. 🗂️ Flight and hotel details can be placed in their diary. Print out a travel pack consisting of flight, hotel and meetings. While it’s best to use a digital file, having a printed copy is useful if their mobile dies. Add Google Maps screenshots to show the locations of the hotel and client’s offices.   • Arrange transportation: Ensure smooth travel from point A to B. 🚗 Adding the driver’s name, car registration (colour and model), and mobile details will help your Exec contact the driver to inform them if the meeting is running late or to confirm the driver's location. Add client contact name and telephone number and check if ID is required for security.   • Example: Creating a detailed travel itinerary 📋 If your Exec is meeting new clients, create a page with short bios and photos of the clients. Add as much information to the travel pack as possible, such as the hotel address, booking reference number, and telephone number. Keep a copy of the detailed travel pack with you if your Exec calls.   • Pro Tip: Use travel apps to track flights and manage bookings. 📱 TripIt is a great app that automatically collates all trip details into a document. SeatGuru helps find the best seat for your Exec.    🚀 I hope these tips help streamline your travel arrangements.   💬 I encourage fellow assistants to comment and collaborate!   🌟 Let’s make our workdays smoother together!   #AdminProfessionals #ShareTheKnowledge #MyTips

The travel ecosystem in our region is experiencing another wave of disruption. When flights start getting cancelled or rescheduled, the impact goes far beyond the airport. Pilgrims arrive late. Some cannot depart on time. Others never make the journey at all. In peak season cities like Makkah and Madinah, this immediately creates pressure across the entire system. Hotels suddenly have guests who cannot check out because their flights were cancelled. At the same time, new pilgrims are arriving expecting their rooms. Reservation teams start reshuffling allocations constantly just to keep the flow moving. Ground transfers face similar challenges. Transport fleets are scheduled around precise arrival times, but when flights shift unexpectedly, vehicles end up waiting for flights that never land while other arrivals need urgent transportation. Then come the overstays and the no-shows. Some pilgrims stay longer because they cannot leave. Others never arrive because their journey was disrupted at origin. In cities where hotel occupancy is already extremely tight during peak pilgrimage seasons, even small changes create operational pressure. What many travelers do not see is that a travel company is not a single service provider. It is an organizer of a complex, multi-player supply chain involving airlines, hotels, transport operators, visa processors, and local service teams. When one part of that chain breaks, everyone else has to adapt in real time. That is why communication becomes critical. Travelers should over-communicate with their travel agents about delays, cancellations, and updated plans. Even small updates help coordination teams rearrange rooms, transfers, and schedules before problems escalate. There is also a financial side that is rarely visible. During disruptions, travel companies often have to secure duplicate bookings, hold additional rooms, or reorganize transport arrangements to protect the traveler’s journey. In peak season, this can quickly strain working capital. Moments like these also require empathy across the system. Travelers, hotel teams, airline staff, transport operators, and travel agents all need to listen to each other and understand the situation. Flexibility becomes essential. The disruption we are seeing is not something the average person can control. The only way the system continues to function is when everyone involved works together with patience, communication, and a willingness to accommodate each other.

Travel Advisory : Rail Journey during festive seasons. 1. Festive travel by train can be a joyful and memorable experience — but it also carries heightened risk during peak seasons. In recent months multiple tragedies have reminded us that crowded platforms and overwhelmed transport hubs demand extra vigilance. 2. Recent stampede on 15 February 2025, at New Delhi Railway Station (Delhi) killing at least 18 people and Jan 2025 stampede at Prayagraj are examples of potential accidents caused by an unmanaged crowd. 3. Major threats Theft & petty crime: pickpocketing, bag-snatching on platforms and inside coaches. Overcrowding & stampedes: jams at entry/exit, footbridges and ticket counters; risk of trampling. Unauthorized boarding / ticketless travel: leads to confrontations and confusion. Delays & cancellations: cascading crowding, stranded passengers at odd hours. Medical emergencies: fainting, cardiac events, dehydration — help may be delayed. Harassment & assault: unwanted approaches in crowded, poorly lit areas. Fire & electrical hazards: smoking, careless use of heaters, short circuits in coaches. Last moment Platform Changes which leads to chaotic and frenzy passenger movements. Lost children / vulnerable persons: separation in crowds causing distress. Senior Citizens and Pregnant Women who are vulnerable to injuries due to mob movement and limited availability of time and space to board train. 4. Typical vulnerabilities: Unattended or poorly secured luggage. Travel during night or at isolated platforms. Inadequate information — passengers unaware of platform changes or coach positions. Poor crowd management at entry/exit points. Lack of emergency preparedness (no first aid, unclear escape routes). Overreliance on informal helpers (porters/ touts) without verification. 5. Suggested measures — before travel If possible, avoid travelling during the festive season or Book confirmed seats in advance; prefer reserved coaches. Share itinerary (PNR, coach/seat, arrival time) with family. Pack essentials in a small day-bag kept on your person (ID, phone, charger, water, basic meds). Keep valuables (cash, cards, passport/ID) in a money-belt or inside zipped pocket. Note emergency numbers (Railway Helpline, local police) and save them on your phone. 6. Suggested measures — at station Arrive early to avoid last-minute rush; follow official signage and announcements. Keep luggage visible and use secure locks; attach a luggage tag with contact details. Avoid isolated or dimly lit platforms; stay where station staff and CCTV are present. Beware of strangers offering unsolicited help — verify porters at official counters. 7. If the crowd builds up, move to less congested areas rather than forcing forward. Sometimes it is better to drop the travelling plan. Life is more important than celebrations. Jaan hai toh Jahan hai. No point in blaming Govt, Police or Railways.