If you are a travel planning company, making a tour itinerary can be a headache. This is because a trip itinerary is more than just logistical management, it also requires you to give your clients a realistic picture of what they can expect if they book a trip with you.
Whether you are brainstorming a road trip, or a detailed international tour, having a trip itinerary planner template or an all-in-one platform like SquadTrip can assist you in managing the schedules, day-by-day activities, and other organizational details.
This article will break down the different factors that make a successful trip itinerary, the best travel itinerary templates, and how they can benefit your company and help you create memorable experiences for your customers on their next trip with you!
What to Include in a Trip Itinerary Planner Template?
Here’s what you can include to make it practical and versatile for different customers and needs:
- Flight Details: Keep track of all departure and arrival times. Knowing this schedule helps you plan other activities around them.
- Accommodation Information: List the name, address, and contact number of the hotel or rental you have booked. It’s handy when your clients need to check in or need directions.
- Trip Essentials: Jot down a packing list with items like sunscreen, medications, or specific clothing so you are equipped for any situation.
- Contact Details: Include important numbers, like your travel agency or emergency contacts. For your customers, having these at their fingertips can be a lifesaver.
- Excursions and Events: Schedule your planned activities and tours so they can help you stay organized and your clients don’t end up missing out on anything.
- Destination Information: Research and note down key points about the destinations, like cultural norms and respectful behaviors.
- Useful Phrases: Record and take note of some basic phrases in the local language. It’s a small effort that can go a long way in enhancing everyone’s travel experience.
If you feel like making a template with so many details from scratch is a hassle, SquadTrip has you covered. It comes with built-in itinerary templates that you can use. This allows you to offer your customers a seamless and well-organized travel experience, ensuring they can focus on enjoying their trip without any worries.
Different Types of Travel Itinerary Templates
Creating the right itinerary template can make any trip more organized for you and more enjoyable for your guests. Here are some examples of different types of travel itinerary templates to suit various needs:
Group Tour Itinerary Template
Whether you are planning a group tour for young people, or a leisurely corporate trip, it is important to keep a detailed itinerary so all participants are included and kept up to date. Include booking information, such as accommodations and transport, along with specific travel times.
You should also outline daily activities, meeting points, and meal plans. This will help all group members to enjoy the tour without any hiccups and last-minute confusion. If you’re organizing a special event, such as a bachelorette party, these details become even more important to ensure a smooth and memorable experience for everyone involved.
Business Travel Itinerary Template
For a business trip, an itinerary template should include travel details, booking information, and accommodation details. It’s crucial to schedule meetings and conferences clearly. Additionally, make sure the template complies with the respective company’s policies, such as expense limits and preferred vendors.
Destination Wedding Itinerary Template
A destination wedding involves managing a lot of details. Your itinerary template should help you keep track of guest bookings, ceremony schedules, recommended packing lists, and contact information for key people. Providing printed copies for guests can also be a thoughtful touch to make navigation smoother.
Features of a Good Travel Itinerary Template
Many basic and simple travel itinerary templates either lack design or don’t support the level of customization needed for a personalized travel experience.
Here are key features to look for if you are searching for a travel itinerary template that can cater to different client preferences:
- Customizability: A great itinerary template should be easily customizable. SquadTrip’s built-in templates allow you to edit text, add images, change colors, and include custom fields. For example, if you’re planning a family vacation, you might want to add sections for kids’ activities, dietary preferences, and emergency contacts.
- Ease of Use: User-friendliness is crucial to keep your trip planning quick and efficient. This includes features like drag-and-drop functionality that can make customization straightforward. With SquadTrip, you can easily rearrange your daily travel itinerary by dragging activities to different times or days, allowing you to focus more on the trip planning than on struggling to edit the template.
- Versatile Format: The best trip planner templates are those available in multiple formats like Word, PDF, Microsoft Excel, and Google Docs. This ensures they can be used across various platforms. For example, you might want to print a PDF version to carry with you and keep an editable Google Docs version for any last-minute changes, making them accessible and practical for different users and purposes.
SquadTrip offers you a complete solution for trip planning. From creating trip pages to itineraries with built-in templates, it has you covered from the first step until the last. Create a free trip with us today and see the benefits yourself.
Top 6 Travel Itinerary Planner Templates
If you are on the lookout for the best travel itinerary planner templates, here’s a list of the top 6 recommended templates so you can find the one best suited to your purpose and travel:
#1 SquadTrip Itinerary Template Maker
Our platform is ideal for travel planning companies and individual group trip planners looking for a comprehensive solution to manage and personalize group trips. SquadTrip stands out by allowing you to build detailed and visually appealing itineraries with ease with its built-in customizable templates.
Key Features:
Trip Builder
Easily create a detailed itinerary by adding images and descriptions for each day. You can also add multiple items per day, complete with titles, descriptions, and visuals to give your customers an idea about what they will experience on the tour.
- User Review: “If it wasn’t for SquadTrip, I wouldn’t have been able to grow my group trips from 50 guests to 500. Before, I was using spreadsheets, collecting money individually across a number of platforms. I was struggling to identify an efficient solution for traveler receipts, reminders, and invoices. SquadTrip changed the game completely.” – Collin D. Williams, Jr., CDE Antigua
#2 Gather and Go Travel Itinerary Template
This is a useful trip itinerary template for travelers needing an at-a-glance summary of essential trip information. You can manage details like the number of travelers, travel dates, flights, and getaway destinations. This template also helps you identify when your schedule is overloaded or when there’s insufficient buffer time between activities or transit.
Key Features:
- Different Formats: You can edit and use this travel itinerary template in various file formats, including Microsoft Word, Excel, Google Sheets, and Canva, offering great flexibility.
- Offline Access: Save a PDF version of your itinerary to your phone using apps like iBooks (for Apple users) or Google Play Books (for Android users). This feature is a savior when you have limited or no cellular or Wi-Fi connection.
#3 Vacation Itinerary Template by Jotform
Tailored for both travel agencies and individuals planning a vacation, Jotform’s Vacation Itinerary Template helps you efficiently organize your travels, maximizing your time and budget. It includes basic information like destination, arrival dates and times, places to visit, estimated costs, and more.
Key Features:
- PDF Download: You can easily download this itinerary as a PDF, making it simple to print or share with others. This feature ensures that you always have a hard copy on hand for easy reference.
- Customizable: Tailor the template to fit your specific needs. Adjust details such as destinations, activities, and costs to create a personalized itinerary that suits your travel plans and guests perfectly.
#4 Travel Itinerary Planner on Canva
Ideal if you are planning a simple five-day trip, Canva’s itinerary template helps you make trip planning straightforward and enjoyable. This editable and printable template includes all essential details like flight information, daily activity breakdowns, potential city sights, and bookings.
Key Features:
- Customizable: As this template is fully customizable, you can edit everything from the visual appeal to the specific details according to your plans and destination.
- Downloadable: Easily edit and download the itinerary on the go so that all your guests have a copy and are on the same page.
#5 Travel And Vacation Itinerary Planning Spreadsheet
If you are looking for a simple, easy-to-use template, this travel itinerary spreadsheet in Google Sheets is perfect for keeping track of daily plans and associated costs. It includes essential trip details like lodgings, bookings, and activities, making it easy to organize and manage your trip.
Key Features:
- Google Sheets Integration: This spreadsheet is created in Google Sheets, allowing you to share it with a simple link. You can also permit multiple people to make edits, leading to collaborative planning with friends or family.
- Summary Sheet: The core of this template is the Itinerary Summary. It presents your entire itinerary on one page, in one table, providing a clear snapshot of your plans. This makes it easy to see the overall schedule.
#6 Free Trip Planner Template by The Travel Quandary
Looking for a comprehensive and detailed trip planner? This free travel itinerary template lets you organize extensive travel plans. Built into a spreadsheet divided into six sections, it accommodates up to 16 days of travel but can be easily adjusted by adding or removing columns. This template includes budgeting, planning, packing lists, daily activities, and last-minute checks.
Key Features:
- Summary Section: This contains a section where you can record all your confirmed travel plans. It includes flight details, accommodations, car rentals, equipment rentals, and tour reservations.
- Multiple Formats: Available for download in both Excel and Google Docs, you can choose the format that best suits your needs. This flexibility lets you work with the tools you’re most comfortable with.
Looking for a one-stop solution?
If you are ready to let go of spreadsheets and redundant paperwork, SquadTrip can help you deliver a personalized experience for your customers with just a few clicks.
You can use it to manage different types of travel planning, create flexible and personalized trip itineraries using the built-in templates, and manage all your bookings and payments.
So what are you waiting for? Create and customize your trip for free today, and change the way you plan and your guests experience traveling with you!
