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Erin Booth

Welcome to the Ultimate Guide for Executive Travel Planning course for Assistants. This 4 hour course is designed to be incredibly hands on and practical:

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Welcome to the Ultimate Guide for Executive Travel Planning course for Assistants. This 4 hour course is designed to be incredibly hands on and practical:

  • Do booking exercises and practice tests so you learn more than theory - you'll actually learn how to do it.

  • Learn the best and most up-to-date tools to help make travel management easier and faster.

  • Download templates and checklists - all carefully designed to make you a travel pro by the time you complete the course.

Check out some of the many skills you will learn:

  • Learn the ins and outs of domestic, international, and private air travel.

  • Navigate airline elite status, upgrades, and alliances

  • Book flights specifically for infants, toddlers, and even pets.

  • Navigate after-hours emergencies (like lost passports)

  • Help your client find the best money exchange platforms across the globe.

  • Prepare your exec's mobile phone for international travel.

  • Discover how to find stellar hotels primed for business travel, and research Airbnbs (that are primed for business and scam free).

  • Help your clients skip the counter at car rental agencies.

  • Know how to find the hotels with the fastest WiFi around the globe.

  • Learn how to set up offline maps so your client will never get lost abroad again.

  • Book true LUXURY 5-star travel and make your client travel like a millionaire.

..

That travel booking is one of the most in-demand skills for assistants?

Business travel is set to reach a staggering $1.7 trillion by 2023. As business and luxury travel needs increase, so does the demand for a travel assistants like you.

Making travel arrangements and keeping your executive clients happy while on the road requires a lot of meticulous planning.

I will teach you how to be insanely organized, consistently proactive and preemptively ready for potential issues.

These are the skills and qualities that will make your travel services top-notch and worth top dollar.

I've been booking travel for executives for over 20 years and thought I knew enough. Your course proved otherwise. Just knowing how to book flights, hotels and arrange transportation isn't the half of it. Your course has so much valuable, time and money saving information it's mind blowing. I couldn't believe how much more there was to learn about booking travel, especially the luxury section super cool. Your links, tips, tricks, and templates are GOLD. Thank you for this course can't wait until I get my next client request so I can apply my new skills. And, of course, I will use my new knowledge when booking personal travel too. If anyone is on the fence about taking this course, don't hesitate. You will definitely learn something you don't know and have all of the information you need at your fingertips to provide valuable services to your clients."

"This course offered a huge variety of information and resources around travel planning and management and I now feel well prepared to manage domestic and international travel for my clients. Especially useful were the little tricks and bonus tips that I normally wouldn't even think about looking for. I am sure that I will revisit this course often whenever I'm encountering specific situations or needs of my clients that are outside of the norm." *

"Very informative, fun to listen to, and packed with useful material. A great course for someone who has worked in Travel but never worked in Business Travel, or for Personal Assistants and Administrators."

"I think this course has incredible tips, hacks and trades for assistants and just has great travel knowledge in general. So much time and money can be saved simply by applying the information here. 100% would recommend."

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What's inside

Learning objective

This course covers executive travel booking and management for executive and virtual assistants.

Syllabus

Introduction

This course covers a wide variety of travel tips, hacks, tools, and best practices for all types of travel.

Since the content within is quite dense (and there are plenty of practical tests to ensure that you've mastered each module), the best way to set yourself up for success is to set aside dedicated time each day to complete lectures.

Don't forget to download the following documents to help you get started:

Travel Glossary! I’ve compiled the travel terms, acronyms, and the industry jargon that you’ll need to familiarize yourself with. It will make the course that much easier.

Cheat sheet This document is packed with handy info, my a live list of apps to download for your executive to airline baggage policies to direct phone numbers to most major airlines. Basically, it takes the pain away of searching for policies.

Client Onboarding Spreadsheet All the details you'll need to book travel for your clients.

Read more
By the end of this section, you'll have a custom document to help capture your client's travel preferences and details, and two handy tools to help track client travel requests.

Here's a quick rundown of how to use the onboarding document and what information you should be capturing from your clients.

Note that in Dec. 2020, this spreadsheet has been slightly amended with updates to new, pertinent questions and layout.

The best way to set yourself (and your client) up for travel planning success is to ensure that you’ve captured your clients data and preferences.

By the end of this section, you'll have a full understanding of TSA programs that allow passengers to skip lines.

Before we get into domestic and international travel and booking exercises, I wanted to first talk about how you can help your clients expedite or avoid long lines at airport security. Let's start with a brief rundown of how security currently functions.

Let’s start with TSA Precheck because it’s the most popular of the airport security screening programs. We'll cover what the program is, who can apply, what it costs, and how you can fill out an application on your client's behalf.

Global Entry is run by the US Customs and Border Protection. This program includes free TSA PreCheck but also adds the ability to get through customs more quickly when entering the US from travel abroad. We'll also cover who can apply, the cost, and how you can apply on your client's behalf.

Unlike TSA PreCheck and Global Entry, Clear is run by a private company and not the government. We'll cover how this program differs from the others, who can apply, the cost, and how you can help your client apply.

This mobile app is TSA's best kept secret (until now). Learn how this free app can help expedite your client's entry into the United States when traveling by air (internationally).

Quiz time! Let's ensure you understand the various programs and how they may help your client.

Let's learn the ins-and-outs of booking domestic travel, from best tools to best times to book and everything in between!

In this lecture, we’re going to discuss best practices for running general searches for domestic travel, as well as cancellation rules that apply only to the United States, and best tools to help you book flights.

When a client sends you a request to book a flight, it’s in your best interest to prioritize travel and run a flight search as soon as you can. Let's learn why it matters and what tools you can use to help ensure you always see a request come in!

Let's discuss two common booking myths: Clearing cooking and searching for flights in incognito mode (and what's really happening behind the scenes).

How can you help ensure that your clients are getting the best price in airfare? We can use a variety of tools. I recommend that you bookmark all of the tools that we cover throughout this course. PS, these are also listed on your cheat sheet!


While travel prices ebb and flow, there are certain expected times during the year that we can expect cheap (or pricey) flights. Let's dive into the best and worst times to book.

When it comes to travel scams, education is the best form of defense. The more you book online tickets, the more quickly you’ll recognize potential scams and shady sites to steer clear of.


Let’s start with sites to be very wary of: airline consolidators.


Learn the difference between Round Trip, One Way, Multi-City, and Open Jaw fares (plus how to get the best price by booking a combination of routes).

When booking flights, do pay attention to the airfare class that you’re booking. We'll learn the difference between Basic Economy, Economy, Premium and Business (or First).

When booking flights for your client, you can ask if they prefer to book using money, miles (points) or upgrades. Let’s talk a little more about those options and how to redeem upgrades or miles for a seat.


The 24-hour rule let’s you make changes or cancel flights within 24 hours of booking. Sounds simple, right? Book a ticket, client cancels less than 24 hours later, get a refund, right?

It’s a great rule, but it’s actually a lot more complicated than it sounds. Let's learn about how it really works.


Now that you know all about the 24 hour rule, what happens if your client has changes outside of that window? Let's learn about the cost to change tickets, plus how to make changes online or by phone.

Hidden fees lurk, thanks to the pandemic. Read to find out more.

Airlines constantly toy with their flight schedules, and the further ahead you book a ticket, the more likely it is you might find yourself facing a schedule change.

If that change is just a few minutes here or there, then it might not matter. But a multi-hour delay can make a real difference, especially if you’re trying to make it in time for an obligation at your arrival city.

So what are your options and are you eligible for a full refund?

Let's take a quick break to test your knowledge so far.

Each airline will have its own baggage policy for both carry-on’s and checked bags, so it’s important to google before you book so that you can communicate any additional fees and policies to your clients.


NEW: May 7, 2025: all travelers over the age of 18 will need a REAL ID compliant form of ID to fly in the US.

What the heck is a REAL ID, anyway?


There are a few best practices that will make your life easier and take your client’s domestic travel from good to great. From creating airline profiles to checking your client in 24 hours prior to their departure, this list will turn you into a travel pro.

Did you know that every commercial airport in the world has what's known as a minimum connection time, or MCT? MCT is the amount of time the airport has determined is the absolute least amount of time an able-bodied person needs to make a connection to a continuing flight. Let's learn why this matters.


Practical test time! You’re booking me a domestic ticket and sending me a calendar invitation once everything is squared away.

After your practice, we'll cover how I find tickets and send calendar details to clients.

Don't forget to download your calendar template so you have a reference!


In some cases, your executive may want an electronic copy of their itinerary. Download your itinerary now and use it for your own clients!


BONUS: Cancellations & the Global Crisis
International travel is its own beast, and together, we shall conquer the ins-and-outs of global booking!

In this next lecture, we’re going to discuss best practices for running general searches for international travel. A lot of the modules we’ve covered also apply to apply to international travel, like best tools for flight searches, booking directly through the airlines, and sending the calendar details.

Let’s talk codeshares! What are they and why they're a good deal for your clients!

If there’s one thing to remember about international travel, it is this: High tourist season affects prices greatly, and tourist seasons are unique to each continent. Let's dive into the best and worst times to book.

Like domestic travel changes, most airlines charge a change fee. What makes international changes so unique is that there’s really no standard across airlines.

A good rule of thumb to book by is: The cheaper the ticket, the more costly it is to make changes, but it’s exceptionally crucial to not only read about the airlines cancellation policies on their website but perhaps also consider calling them as well.

Since each airline will have its own baggage policy for both carry-on’s and checked bags, it’s important to google before you book so that you can communicate any additional fees to policies to your clients. Let's discuss how to do just that.

Your client will need a passport in order to travel internationally. Here's how to help them apply for a new passport or renew one by mail (US only).

Always, always, always google the country your client is flying into to see if they need a Visa to enter the country.

To vaccinate, or not to vaccinate, that is the question. Lucky for us, the World Health Organization (WHO) maps out what vaccines are mandatory in order to enter a country.

We'll also cover a nation-wide (US) service where your clients can get vaccinations needed before travel.

Check out the WHO vaccination guide and Passport Health in the resources.

Learn about particular rules for travel with infants and animals.

Let's chat about traveling with kids in the US and internationally. We'll cover fees, seating, identification, and everything in between!


Sometimes you may need to book a flight with a pet (cat or dog). We'll cover what you need to know before you can book, fees, and how to book Fido a ticket too!

ESA certification info in resources.

2021: No More ESA Animals
Learn the ins and outs of a complicated "elite" status.

Let's talk about airline alliances and how they can help you clients amass or book flights using points.

Airline alliances in resources.

Get the lowdown on elite status perks. From complimentary upgrades to mileage multipliers to their own customer-service phone line and waived change fees, there's a lot to love about frequent flier benefits.

So how do earned miles translate into perks? Let’s talk EQMs, EQDs, and EQSs, oh my!

A lot of airlines nowadays push their own credit cards. If your client spends a lot of money for their business, you may want to do some proactive research and suggest a card for them.

Credit cards with best perks for fliers in resources.

In this lecture we’ll discuss real ways in which you can help your client navigate the world of upgrades using either elite status, miles, or bids (typically found on international routes).

Bonus: SECRET Perks for Elite United Members
Learn about why (and when) you might want to use a travel agent yourself.

Using a travel agent often comes with a major perk: an after-hours emergency line. Let's chat about when you might want to use one to help book travel.

Regal Wings in resources.

Lost passports happen - don't panic! Let's discuss how you can help your client create a lost passport claim and get back home - stress free.

Delays, cancellations, pilot strikes, involuntary bumps, and even overnight company shutdowns (hello Thomas Cook) happen, but it doesn’t mean you or your client have to accept them.

AirHelp link in resources.

A note about REFUNDS

Sometimes, you need to get in touch with an airline for troubleshooting. If your wait-time on the phone is too long, try using social media to get in touch instead!

Let's talk cash when traveling.

Cash vs credit cards while traveling: Who will win? We'll chat about the pro's of each in this lecture.

Visa ATM and Mastercard ATM locator in resources.

By this end of this section, students will have the best on-demand cars on hand, as well as tips and tricks to score the lowest rental cars. We'll also cover red flags and things to avoid when renting

There may be times when your client needs a driver to or from an airport, event, etc. I'll share my favorite on-demand car service and show you how to request a car.


When clients want rental cars, they don’t just want you to find them a reasonably priced car. They want ease, convenience, and efficiency. Let's discuss two of the best corporate services for rentals (and one major player to avoid).

From car pickup tips to insurance to speeding tickets, we cover everything you never knew to ask about rental cars.

Changes to Los Angeles Curbside Pick up
From hotels to Airbnb and understanding the points system, you'll learn how to find the best hotel for your corporate traveler.

Business travelers have a very specific set of criteria when it comes to booking hotels and having this checklist in mind is a great way to ensure that you’re booking a good option for them.


The hotel rating system globally varies country by country. We'll discuss what to look for and how to find a great hotel using my favorite research tool.

Your assignment: Find 2 hotel options in Lisbon, Portugal, that’s at least 4 stars, has a rooftop pool, and has a guest-rating of at least 4.5 stars on Tripadvisor.

After your practice search, we'll also cover how to email options in an easy-to-read format. Don't forget to download your template!



2022 Update: Hotel Wifi Speed Test website is dead! Hang tight while I search for a new tool that covers your wifi bases.


Let’s talk practical tips to make the hotel booking experience easier on your clients. We'll also cover my favorite tool to help ensure that your client remains productive at their hotel.

Let’s talk about the sharing economy. There may be times that a hotel doesn’t make sense for a client, while a rental via Airbnb or VRBO does. It could be your client’s preference, or it could be cheaper to secure a short-term rental rental.

We'll discuss the ins-and-outs of how to choose a rental for business travel and how to spot a scam from a mile away.

Learn how to prep your exec's phone for travel before they depart.

I’ve got good news for you. Using mobile phones around the globe has never been easier. In this lecture, we’ll chat about international travel plans and how to set your clients up for success when on the road.

Bonus: We'll also chat about how you can help you client use their mobile phone for free abroad.

Best international cell plans in resources.

There are a handful of apps for both iPhone and Android that I recommend my clients never leave home without. These recommendations can also be found on your cheat sheet.

Links to the following in resources:

XE Currency

Google Translate

Google Maps

Flight Aware

Learn how to book LUXURY travel for the top clientele.

Let's chat about the best (in terms of affordability and customer service) private air services.

Link to the following in resources:

JetSuite (JSX)

Surf Air

Wheels Up

Blade

There are a variety of members only clubs and cards on the market today that give special perks to entrepreneurs, CEO’s and founders.

Let's chat about some of my favorite luxury services:

The Private Suite (PS)

Founders Card

Inspirato

Test your knowledge with this QUIZ!

Think you're a google pro? Prove it with this test!

Test your knowledge with these hands on exams. They are hard!

Ready to put all your knowledge into action? It's time to practice booking flights and sending emails. Ready? Let's go!

This test isn't so straight forward...pay attention to points and "painless" travel...

Test your knowledge with these 10 questions.

Give you clients a writable packing list (brought to you by SmarterTravel)!

Download this writable packing list and send it to your clients. They'll never forget a travel item again!

Here’s a very simple question you can ask your boss: What needs to happen for this trip to be a success?

Here’s a very simple question you can ask your boss: What needs to happen for this trip to be a success?


Good to know

Know what's good
, what to watch for
, and possible dealbreakers
Well-suited for Virtual Assistants and Executive Assistants who help manage executive clients
Provides practical exercises and templates to make learning more hands-on
Provides up-to-date tools and resources to streamline travel management
Covers a wide range of travel-related skills, from domestic to international travel
Taught by an experienced travel professional with over 20 years in the industry
Relies on a third-party website for some of its materials

Save this course

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Activities

Be better prepared before your course. Deepen your understanding during and after it. Supplement your coursework and achieve mastery of the topics covered in Executive Travel Planning for Virtual Assistants with these activities:
Attend a workshop on travel planning
Attending a workshop on travel planning can provide you with the opportunity to learn from industry experts and network with other travel professionals.
Browse courses on Travel Planning
Show steps
  • Search for workshops on Eventbrite, Meetup, or other event listing websites.
  • Register for a workshop that fits your schedule and interests.
  • Attend the workshop and take notes on the key takeaways.
  • Follow up with the workshop organizers or speakers to ask questions or learn more.
Create a flight itinerary
Creating a flight itinerary is a practical way to apply the skills you'll learn in the course and ensure you're prepared when booking travel for your clients.
Browse courses on Flight Planning
Show steps
  • Gather the necessary information, including the names of the travelers, their departure and arrival cities, and their preferred travel dates and times.
  • Research different flight options and compare prices and itineraries.
  • Select the flights you want to book and create an itinerary.
  • Book the flights and confirm the details with the travelers.
Watch tutorials on how to book luxury travel
Watching tutorials on how to book luxury travel can help you learn the best practices for booking and managing high-end travel arrangements for your clients.
Show steps
  • Search for tutorials on YouTube, LinkedIn Learning, or Udemy.
  • Watch the tutorials and take notes on the key tips and strategies.
  • Practice booking luxury travel arrangements using the tips you learned from the tutorials.
Two other activities
Expand to see all activities and additional details
Show all five activities
Read 'Around the World in 80 Days' by Jules Verne
Reading 'Around the World in 80 Days' can provide a fun and engaging way to learn about the history of travel and the challenges of planning a global itinerary.
Show steps
  • Purchase or borrow a copy of the book.
  • Set aside time each day to read the book.
  • Take notes on the different modes of transportation used in the book.
  • Discuss the book with friends or family members who have also read it.
Mentor a new travel assistant
Mentoring a new travel assistant can help you solidify your own knowledge of travel planning and management while also making a positive impact on someone else's career.
Show steps
  • Identify a new travel assistant who is looking for a mentor.
  • Set up regular meetings to provide guidance and support.
  • Share your knowledge and experience in travel planning and management.
  • Provide feedback and encouragement to help the new travel assistant develop their skills.

Career center

Learners who complete Executive Travel Planning for Virtual Assistants will develop knowledge and skills that may be useful to these careers:
Corporate Travel Manager
Corporate Travel Managers plan, book, and manage travel for employees of a company or organization. They are responsible for negotiating rates with vendors, managing travel budgets, and ensuring that employees are safe and comfortable while traveling. This course will help you learn the skills you need to be successful as a Corporate Travel Manager. You will learn about the different types of travel arrangements that are available, how to book flights, hotels, and rental cars, and how to manage travel expenses. You will also learn about the different travel policies and regulations that apply to business travelers.
Travel Agent
Travel Agents help plan and book travel for their clients. They typically handle complex travel arrangements, such as international trips, group tours, and corporate travel. Given that this course teaches the ins and outs of booking executive travel, it is a good fit for those who wish to work as a Travel Agent. It will help you learn about the various aspects of travel planning, such as booking flights, hotels, and rental cars. You will also learn about the different travel policies and regulations that apply to business travelers.
Travel Consultant
Travel Consultants provide travel advice and assistance to clients. They help clients plan and book trips, and they can also provide information about destinations, activities, and travel tips. This course will help you learn the skills you need to be successful as a Travel Consultant. You will learn about the different types of travel arrangements that are available, how to book flights, hotels, and rental cars, and how to provide travel advice to clients. You will also learn about the different travel policies and regulations that apply to business travelers.
Event Planner
Event Planners organize and manage events, such as conferences, meetings, and parties. They are responsible for planning the event, booking the venue, and coordinating the logistics. This course will help you learn the skills you need to be successful as an Event Planner. You will learn about the different types of events that are held, how to plan an event, and how to manage the logistics of an event. You will also learn about the different travel policies and regulations that apply to business travelers.
Data Scientist
Data Scientists use data to solve business problems. They are responsible for collecting data, analyzing data, and developing data-driven solutions. This course may help you learn the skills you need to be successful as a Data Scientist. You will learn about the different types of data science techniques that are used, how to collect data, and how to analyze data. You will also learn about the different travel policies and regulations that apply to business travelers.
Business Analyst
Business Analysts analyze business processes and identify opportunities for improvement. They work with stakeholders to gather requirements, develop solutions, and implement changes. This course may help you learn the skills you need to be successful as a Business Analyst. You will learn about the different types of business analysis techniques that are used, how to gather requirements, and how to develop solutions. You will also learn about the different travel policies and regulations that apply to business travelers.
Software Engineer
Software Engineers design, develop, and maintain software applications. They are responsible for writing code, testing software, and debugging software. This course may help you learn the skills you need to be successful as a Software Engineer. You will learn about the different types of software development techniques that are used, how to write code, and how to test software. You will also learn about the different travel policies and regulations that apply to business travelers.
Management Consultant
Management Consultants help businesses improve their performance. They are responsible for analyzing business problems, developing solutions, and implementing changes. This course may help you learn the skills you need to be successful as a Management Consultant. You will learn about the different types of management consulting techniques that are used, how to analyze business problems, and how to develop solutions. You will also learn about the different travel policies and regulations that apply to business travelers.
Product Manager
Product Managers develop and manage products. They are responsible for identifying product needs, developing product roadmaps, and launching products to market. This course may help you learn the skills you need to be successful as a Product Manager. You will learn about the different types of product management techniques that are used, how to develop product roadmaps, and how to launch products to market. You will also learn about the different travel policies and regulations that apply to business travelers.
Operations Manager
Operations Managers oversee the day-to-day operations of a business. They are responsible for planning, organizing, and directing the activities of the business. This course may help you learn the skills you need to be successful as an Operations Manager. You will learn about the different types of operations that are performed in a business, how to plan and organize operations, and how to direct the activities of a business. You will also learn about the different travel policies and regulations that apply to business travelers.
Business Owner
Business Owners start and run their own businesses. They are responsible for all aspects of their business, from developing a business plan to marketing their products or services. This course may help you learn the skills you need to be successful as a Business Owner. You will learn about the different aspects of starting and running a business, from developing a business plan to marketing your products or services. You will also learn about the different travel policies and regulations that apply to business travelers.
Financial Analyst
Financial Analysts analyze financial data and make recommendations to investors. They are responsible for evaluating companies, developing financial models, and providing investment advice. This course may help you learn the skills you need to be successful as a Financial Analyst. You will learn about the different types of financial analysis techniques that are used, how to evaluate companies, and how to develop financial models. You will also learn about the different travel policies and regulations that apply to business travelers.
Marketing Manager
Marketing Managers develop and implement marketing campaigns to promote products or services. They are responsible for creating marketing materials, managing marketing budgets, and tracking the results of marketing campaigns. This course may help you learn the skills you need to be successful as a Marketing Manager. You will learn about the different types of marketing campaigns that are used, how to create marketing materials, and how to track the results of marketing campaigns. You will also learn about the different travel policies and regulations that apply to business travelers.
Project Manager
Project Managers plan, execute, and close projects. They are responsible for setting project goals, developing project plans, and managing project resources. This course may help you learn the skills you need to be successful as a Project Manager. You will learn about the different types of project management techniques that are used, how to develop project plans, and how to manage project resources. You will also learn about the different travel policies and regulations that apply to business travelers.
Sales Manager
Sales Managers lead and manage sales teams. They are responsible for setting sales goals, developing sales strategies, and motivating sales teams to achieve those goals. This course may help you learn the skills you need to be successful as a Sales Manager. You will learn about the different types of sales strategies that are used, how to develop sales plans, and how to motivate sales teams. You will also learn about the different travel policies and regulations that apply to business travelers.

Reading list

We've selected six books that we think will supplement your learning. Use these to develop background knowledge, enrich your coursework, and gain a deeper understanding of the topics covered in Executive Travel Planning for Virtual Assistants.
Great resource for anyone who wants to learn how to travel for free or on a budget. It covers everything from finding cheap flights to using travel rewards.
Great resource for finding the most unusual and off-the-beaten-path travel destinations.
Great resource for finding the most iconic travel destinations around the world. It covers everything from the Great Wall of China to the Eiffel Tower.
Great resource for finding the most off-the-beaten-path travel destinations. It covers everything from the remote islands of the Pacific to the hidden valleys of the Himalayas.
Great resource for finding the most iconic travel destinations around the world. It covers everything from the Great Wall of China to the Eiffel Tower.
Great resource for finding the best food experiences around the world. It covers everything from the street food of Bangkok to the Michelin-starred restaurants of Paris.

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