Tell the purpose and destination of the trip. Make a title for your trip. For instance, Family Reunion in Seattle, or Washington, D.C., National Art Treasures Tour.
State the duration of the trip. At the top of the schedule and below the title, include the date of departure from your home and the date when you'll arrive home, or date of final destination if it's a one-way trip.
Give the daily itinerary. Instead of saying Day 1, tell the date, like June 17, and the day of the week. It's easy to forget what day it is when traveling, and you may need to make an important call or do something else date-related.
List times and events for each day. Put the time of each event under the date near the left edge of the paper. Then, to the right of the time, tell what the event is. If an event runs from 8:00 to 10:00, say so. Include all events from the start of the day till the end of the evening. Include free times, meeting times and optional events.
Inform travelers when they'll need to get transportation. Under each date tell if you'll need to meet a plane, boat, taxi, bus or other form of transportation. Give transport departure times, ticket or boarding times and any other pertinent information.
Tell the expected distance traveled for each date of travel by car. This can be fun for car riders, and also useful information if you're the driver. You'll know when you are approaching your hotel or final destination by monitoring the trip odometer in the car.
List food options for each day of travel. This could mean eating at the conference and hotel, or picking up food for the cooler.
Note the sleeping accommodations for each day if this will vary over the trip. Otherwise, if staying at one location, state it under the title and trip dates at the top.
Convey any additional costs not already accounted for.
Note any physical requirements expected of travelers. Hiking trips are typically rated for level of physical difficulty and show the skill level expected of participants.
