Concierge itinerary template for luxury travel
A free, client-facing itinerary template for lifestyle managers and luxury travel concierges. It opens with a cover and the trip at a glance, then gives one page per day with times, plans, confirmation numbers and notes, ending with emergency information.
Why the itinerary is part of the service
For many members the itinerary is the only part of your work they hold in their hands. Weeks of calls, holds and changes become a few pages read at breakfast or handed to a driver. If it is cluttered or out of date, the whole trip feels less looked after.
A good itinerary answers three questions at a glance: where am I meant to be, who is meeting me, and who do I call if something goes wrong. Everything else is detail, kept neatly in the day pages.
What the itinerary includes
Five parts, in the order the member reads them. The download is a Word document with placeholders in square brackets and three sample day pages, for arrival, a full day and departure, that you can copy.
Concierge itinerary template
Cover and trip at a glance
- Trip name and member
- A short, warm title and who it was prepared for, so the document feels personal from the first page.
- Dates and destinations
- Every city or property in order, with the nights spent in each.
- Travelers
- Everyone on the trip, including children, staff and pets, as named on bookings.
- Flights and transfers
- Outbound and return legs with times in local time, plus how each airport transfer works.
- Where you’re staying
- Each hotel, villa or yacht with check-in and check-out times and the room or suite booked.
- Key reservations
- The handful of bookings that matter most: dinners, tours, tickets and treatments.
- Local time, currency and weather
- The time difference from home, the local currency and what the weather usually does that week.
Contacts
- Your lifestyle manager
- Name, mobile and messaging channel, with the hours they are on call.
- Out-of-hours line
- The number to call at 3 am, staffed by someone who can see this itinerary.
- Hotel or villa contact
- The front desk, the villa manager or the yacht captain, by name where possible.
- Driver or transfer company
- Company, driver name, vehicle and the number to call if they are late.
- Guides and hosts
- Anyone meeting the travelers in person, with a photo or description so they are easy to find.
Day pages
- Day, date and place
- One page per day, headed with the weekday, the date and the city or property.
- Today in one line
- A sentence the member can read at breakfast to know the shape of the day.
- Time
- Local time for each item, with the 24-hour clock if the group mixes regions.
- Plan
- What happens and where, with the address or meeting point written out.
- Confirmation
- The confirmation number and the name the booking is held under.
- Notes
- Dress code, what is prepaid, cancellation deadline and anything you have arranged quietly.
Travel documents and practical notes
- Passports and visas
- Confirm passports are valid well beyond the return date and list any visa or entry form needed.
- Travel insurance
- Provider and policy reference, with the assistance number repeated on the emergency page.
- What’s paid and what isn’t
- Which bookings are prepaid, which go on the member’s card, and any deposits held.
- Tipping and local customs
- Short, practical guidance so the member never has to wonder.
- Phones and connectivity
- Roaming, local SIM or eSIM, Wi-Fi names, and plug adapters to pack.
Emergency information
- Local emergency number
- The number to dial in each country on the trip.
- Nearest hospital
- Name, address and phone for the best hospital near each place the member is staying.
- Embassy or consulate
- Address and phone for the traveler’s embassy or consulate in each country.
- Insurance assistance line
- The 24-hour medical and travel assistance number from the policy.
- Medical and allergy notes
- Allergies and conditions the member wants shared, phrased for a waiter or a paramedic.
- If plans fall apart
- Who to call first, and where to meet if the group is separated.
How to build an itinerary from it
- 1
Start with the at-a-glance page
Fill it in as soon as flights and stays are confirmed. It is the page the member will look at most often.
- 2
Add a day page as each day firms up
Write times in local time, the address in full and the confirmation number exactly as the venue gave it.
- 3
Check every line against the bookings
Before sending, compare each entry with the written confirmations. Catch the wrong date here, not at the restaurant door.
- 4
Send it, then version it
Send a PDF a few days before departure, and reissue it with a new version number whenever something changes.
Tips from luxury travel planning
- Write for someone tired and in a hurry
- Short lines, local times and the name of the person meeting them. Nobody reads paragraphs at arrivals.
- Say what is prepaid
- Members should never wonder whether to reach for a card. Mark each item as prepaid, on account or paid locally.
- Keep sensitive details off the page
- No passport or card numbers. Itineraries get forwarded to assistants, drivers and family, so documents belong in a secure record.
- Leave room to breathe
- An itinerary with a free afternoon reads as a luxury. One packed from 8 am to midnight reads as a tour group.
When a document gets hard to keep current
A Word itinerary works well for one trip and one planner. It gets fragile when plans change daily: each change means a new version and a new PDF, and the risk that the member is reading the old one.
With MyRolodex, every booking on a trip is a request with its vendor, confirmation and status, and members see their plans, confirmations and documents in your own branded app on iPhone, Android or the web. Allergies and seat preferences come from the member’s profile, so nobody retypes them.
Take the concierge itinerary template with you
Everything above, in a copy you can edit, share with your team and adapt to the way you work.
Concierge itinerary template: common questions
Anything else, write to hello@myrolodexcrm.com.
What should a luxury travel itinerary include?
A cover, the trip at a glance, contacts, one page per day with times, plans and confirmation numbers, practical notes on documents and payments, and emergency information. This template includes each of them in that order.
Should I send the itinerary as a Word file or a PDF?
Send a PDF so the layout holds on any phone or tablet, and keep the Word file as your working copy. Reissue it with a new version number whenever anything changes.
How far ahead should the member receive it?
A few days before departure works well: late enough that most plans are final, early enough for questions. Send an update whenever something changes after that.
Can I add my firm’s branding?
Yes. Replace the firm name on the cover, change the heading font and colors in Word’s styles, and add your logo to the header.
Is the template free?
Yes. It is free to download, edit and use for as many trips as you plan.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com