make travel arrangements synonym

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• make arrangements

verb as in plan

Strongest matches

Strong matches

• contemplate
• quarterback

Weak matches

• bargain for
• lay in provisions

Example Sentences

It was settled, and Mr. Nelson and Allen set out for town to make arrangements for the enterprise.

Her letter would take three weeks to reach him, and he would have to make arrangements.

See Inglefield, make arrangements and give all assistance possible by landing 53rd Signal Company, water gear and tools.

The conference lasted till seven o'clock, when Longstreet rode down to his corps to make arrangements for the attack.

I shall make arrangements for your comfort, a sleeping compartment.

Related Words

Words related to make arrangements are not direct synonyms, but are associated with the word make arrangements . Browse related words to learn more about word associations.

verb as in think out; prepare in advance

From Roget's 21st Century Thesaurus, Third Edition Copyright © 2013 by the Philip Lief Group.

Travel arrangements synonyms

What is another word for travel arrangements .

• travel plan
• flight plan

• English (CA)
• English (UK)
• Deutsch (DE)
• Deutsch (CH)

The complete guide to corporate travel planning

8 steps for making travel arrangements for your boss, how to make travel arrangements as a secretary in eight steps, 1. communicate to create a successful travel experience.

• Clarity : maintain up-to-date details of all travel plans
• Support : ability to reach out for help at any point, particularly for changes
• Time management : quickly taking care of administrative tasks while on their business trip
• Personalization : getting the travel experience that suits their needs
• Bleisure: a sprinkle of leisure activies outside of business hours for the traveler to unwind and make the most of their trip

2. Find a travel management tool to arrange travel and accommodation

How to book transport for your boss, get exclusive rates on hotels with travelperk, how to book accommodation for your boss, 3. have a point person for itinerary changes in the eleventh hour, 4. help prepare your executive's cell phone, 5. keep track of your traveler’s preferences.

• Frequent flyer programs in use
• Transportation and seating preferences (window, aisle, forward-facing)
• In-flight meal preferences (especially any allergies!)
• Contact details of important people they would like to have a copy of their itinerary

6. Simplify travel expenses reporting

7. prepare an in-depth travel itinerary for your boss.

• Break down each day and walk through activities
• Note booking confirmation numbers and contact numbers for car rentals
• For flights, include airline phone numbers, the terminal's address, confirmation numbers, flight numbers, seat reservations, and any membership numbers for loyalty programs
• Specify platforms for train journeys where possible
• If you have any pre-booked car services, include these details and the contact numbers for the driver and the company
• Include the address of their specific hotel and the contact details for the front desk in case there are multiple hotels with the same name
• Note check-in and check-out times for hotel stays: very important!
• Add your boss' meetings to this itinerary, noting the attendees and objectives of each
• To go the extra mile: include LinkedIn photos of meeting attendees to ensure a warm greeting
• Highlight any periods where your boss has free time
• After you have completed the itinerary, save it as a PDF and email it to your boss

8. Go the extra mile

• Luggage tags
• Business cards
• Talking topics and contact details of the local host (client or office manager)
• Healthy, travel-friendly snacks
• Restaurant recommendations based on their preferences s - you can even use a concierge service like TravelPerk to secure reservations
• Tips for how to spend any downtime. Be sure to highlight options that require tickets and book these in advance
• Travel adapters and surge protectors

The ultimate executive travel arrangements checklist

Establish the key markers for success.

• Ask your boss what needs to happen to make this business trip a success
• Make arrangements in line with their priorities
• Ask for feedback on their return to improve future plans

Find a travel management tool

• Select a travel management solution that has a mobile app so execs can keep track of their itineraries and receive updates on the road
• Use automation features to help choose accommodation and transportation within corporate travel policies
• Cross-check options against your boss's personal preferences
• Use Hotel Wi-Fi Test to check connection speeds
• Check reviews (even better if you can hear from colleagues)

Suggest your boss downloads the following apps (or similar)

• TravelPerk: to access itineraries and receive updates on the go
• A currency converter app, such as XE currency converter
• A translation app, such as Google Translator
• Any hotel apps relevant to their stay
• Recommend your exec takes advantage of apps’ offline features when needed

Keep track of your executive's preferences and necessities

• Any frequent traveler programs in use
• Transport seating preferences
• In-flight meal preferences
• Any hotel preferences or loyalty programs
• Allergies, intolerances, and food preferences
• Late checkout needs
• Extra legroom preferences
• Transportation preferences (trains, car rentals, flights, etc)
• Contact details to send itinerary to designated loved ones

Prepare all documentation

• Check passport is in date
• Double-check any travel visas
• Print car/travel insurance information
• Prepare and print an in-depth itinerary: including meetings and other planned activities

Prepare the "little" extras to go the extra mile

• Backup luggage tags
• Extra business cards
• Talking topics and contact details of local hosts
• Preferred snacks for the road
• Restaurant recommendations they’ll love
• Travel tips for any free time
• Downtime activities: massages, gym passes, spas, etc.

Keep all travel details in one place offline

• Create a PDF document for each trip
• Ensure your boss has printed copies of their in-depth itinerary
• Consider a travel app to keep this all in one place for you

Prepare for expense reporting

• Speed up reimbursements by downloading a receipt management app such as Yokoy or Spendesk
• Keep a digital copy of your travel expense policy handy— or use a travel management app to do it for you!
• Keep any paper-based receipts as a backup. Providing a physical receipt wallet is a good reminder for your exec to do this

Making travel arrangements for executives as simple as possible

Happy booking.

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• Cambridge Dictionary +Plus

travel arrangements

Meanings of travel and arrangement.

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(Definition of travel and arrangement from the Cambridge English Dictionary © Cambridge University Press)

• Examples of travel arrangements

Word of the Day

Something that is imaginary is created by and exists only in the mind.

Treasure troves and endless supplies (Words and phrases meaning ‘source’)

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• Definition of travel
• Definition of arrangement
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A Travel Manager’s Guide to Arranging Travel for Executives

October 19, 2023

In today’s global business landscape, the need for professionally-coordinated corporate travel is a crucial part of many organizations. More specifically, arranging travel for executives is a specialized field that cannot be underestimated. Since senior management is responsible for making high-stakes decisions that drive companies forward, executives require seamless arrangement and a flawless travel experience that optimizes their precious time, thus allowing them to focus on the crux of work. This is where an experienced travel manager and a reliable partner like Teplis Travel comes in.

Teplis Travel understands that an executive’s time is invaluable and travel plans should be nothing less than perfect. Therefore, we strive to offer VIP travel arrangements tailored to respect executive corporate policy and individual preferences.

But you might ask, what specifically does the role of a travel manager entail? And how does arranging for executive travel differ from regular employee travel?

In essence, a travel manager or an executive administrative assistant not only handles the logistics of travel arrangements but also, significantly, aligns it with corporate travel mandates. From coordinating with their corporate travel agency , managing complex calendars, and handling travel expenses to keeping tabs on the itinerary, they act as captains steering the ship of executive travel. 

While the objectives of employee travel and executive travel may be similar, the complexities and standards of execution differ widely. Much like how the roles within a company vary, the travel needs between different levels of the organizational hierarchy are massively distinct. An executive’s travel usually involves strategic planning around high-level meetings, and confidential information, and often caters to stringent preferences – the mission is much more than just booking a flight and hotel. 

With that said, the cornerstone of effective executive travel management lies in an understanding of tools and techniques to create an efficient travel strategy. The subsequent section will reveal the essential skills and tools that ensure seamless travel arrangements for executives.

Essential Skills and Tools For Effective Travel Arrangements

When it comes to arranging travel for executives, a strong set of skills and the right tools can make the process smooth and efficient. Let’s take a deeper dive into what these are.

A travel manager handling travel arrangements for an executive team must be armed with exceptional communication and organizational skills. These aren’t just buzzwords, but vital elements that ensure clear communication of travel plans, handling of administrative tasks, and management of unforeseen changes or last-minute requirements. 

Moreover, in our times, the executive assistant’s role is not confined to conventional duties. It has seeped into areas of project management and strategic planning of business trips. As such, skills in Microsoft Office can offer tremendous help in managing complex calendars and ensuring efficient time management. In particular, an aptitude for Excel can help keep all essential details in an organized format, fostering better tracking and management of travel plans.

In the fast-paced corporate world where last-minute changes are a norm, the ability to quickly adapt and re-strategize is paramount. This links back to the importance of having excellent project management skills which assist in foreseeing potential roadblocks and formulating Plan B’s—even C’s! 

Strategic Steps to Prepare for Executive Travel 

Armed with the right tools and equipped with essential skills, an executive assistant is well-positioned to tackle strategic planning for executive travel. However, the journey from planning to completing a successful business trip requires an established pattern of steps. So what are these steps?

An integral step in the preparation of executive travel is ensuring that you have all the relevant information on hand. Be thorough with the executive’s individual preferences, dietary restrictions, favorite hotels or airlines, and seating preferences on flights, among other details. These nuggets of information can make a world of difference in an executive’s travel experience. 

This brings us to the next crucial aspect – handling sensitive and confidential information. As an executive assistant catering to high-level executives, you are trusted with a great deal of sensitive information, including credit card details, passport copies, home addresses, and more. Maintaining utmost confidentiality and ensuring secure storage of this information is vital. 

Once armed with all relevant information, focus on creating a detailed travel plan. Use your knowledge of the executive’s time to your advantage. Consider flight times that do not hamper their work and recovery schedule. Minimize layovers, and if they’re unavoidable, ensure comfortable lounge access to make the waiting time productive. Plan detailed itineraries, including transport from and to the airport, meeting slots, downtime, and sleep time. Nothing should be left unplanned. 

A significant aspect to consider is that international travel, especially, can span multiple time zones. Scheduling meetings or flights without considering this factor can lead to mismanaged sleep schedules and jet lag, which can hamper the productivity of the executive team. Factor in the time zones when planning and allow enough time for the executive to acclimate to new timings.

And, of course, no plan is foolproof. So always have a backup! Whether it’s a backup flight in case of cancellations or delays, a different hotel, or alternative transportation, stay prepared for unpredicted changes. This will not only showcase your problem-solving skills but also tell your executives that they can rely on you, come rain or shine.

Having looked at the strategic steps to prepare for executive travel, we now delve into the specifics of arranging international travel for executives in the next section. Let’s continue our journey towards becoming a top-notch travel manager.

Arranging International Travel for Executives: What You Need to Know

International travel presents its own unique set of challenges and requirements, especially when arranging travel for executives. The most important aspect of organizing international travel is understanding the going to’s and coming from being involved in your executive’s complex business schedules at an international level.  Having a trusted corporate travel partner like Teplis Travel can make all the difference in the world when traveling internationally.  The expertise of Teplis Travel’s travel agents can help make booking the most complex international itinerary seem effortless and ensure your executive has a successful business trip. 

But, understanding travel expenses goes beyond just booking flights and hotels. It’s crucial to account for differing costs in a foreign country. Currency exchange rates, cost of local transport, meal expenses, and international mobile data are just a few of the myriad expenses that should be considered. An informed overview of these expenses ensures there are no unpleasant surprises and that the trip executed fits within your company’s budget.

Remember how we spoke about sensitive information in the previous section? This becomes all the more important when dealing with international travel. Ensure that your executive has a valid passport with at least six months’ validity before their planned return date. 

For high-level executives, acquiring a diplomatic passport can give them an added layer of convenience and security. These passports not only speed up the process in the foreign customs and immigration departments but also offer other perks like additional baggage allowances and access to diplomatic lounges.

Want an insider tip? When arranging travel outside of the United States, make use of trusted traveler programs like Global Entry and Registered Traveler. Enrolling your executive in these programs will expedite their passage through airport security and immigration, saving valuable time.

Health and safety considerations are particularly evident when traveling internationally. Always ensure that the executive has adequate travel insurance that covers medical evacuation, should it be necessary. Inform them about potential health risks in the destination country, and make sure they’re up-to-date on all required vaccinations. It might seem simple, but these small factors can significantly minimize any unexpected upheavals during the trip.

Having taken a close look at the specifics for arranging international executive travel, it’s time to conclude our guide and help consolidate your journey from an executive assistant to a strategic travel manager. Let’s move on to our final section.

Arranging travel for executives is an art form of its own. It involves digital proficiency, supreme organizational skills, a keen attention to detail, and the ability to anticipate and adapt to change. As a travel manager or executive assistant, your role significantly contributes to the success of your company’s operations. Done well, it not only ensures the smooth travel experience of your executives but can also potentially maximize the productive use of their time.

In this guide, we have delved into essential skills, strategic steps, considerations for international travel, and more. However, it is important to remember that each executive is unique and so are their travel requirements. Thus, always make room for flexibility and customization in your plans. 

As a final word, partnering with an expert travel management company like Teplis Travel can elevate your executive travel arrangements to a professional level. With an extensive repertoire of handling VIP travel arrangements and insider knowledge of corporate travel, we are well poised to assist in not just managing, but enhancing your executive’s travel experience.  While some travel agencies measure their agent knowledge in months, our agents have years and even decades of expertise booking complex and international travel.  

So, as you progress in this journey of arranging business travel for senior executives, remember that Teplis Travel is eager to help you sail smoothly. With the guidance from this post and our experience as your backing, you’re well on your way to becoming an indispensable part of your executive team.

This blog was reviewed for accuracy by

Ted Petty , CIO Teplis Travel

Ted is a seasoned expert in the corporate travel industry, currently serving as the Chief Information Officer (CIO) at Teplis Travel. With over two decades of experience, Ted has consistently demonstrated his prowess in optimizing travel solutions for businesses, leveraging innovative technologies to streamline operations and enhance the traveler experience. His dynamic leadership and commitment to staying at the forefront of industry trends make him an invaluable asset in the world of corporate and executive travel.

Related Posts

Synonyms of arrangements

• as in plans
• as in layouts
• as in designs
• as in sequences
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Thesaurus Definition of arrangements

Synonyms & Similar Words

• master plans
• ground plans
• specifications
• contrivances
• conspiracies
• conceptions
• subterfuges
• counterstrategies
• counter - strategies
• counterplans
• configurations
• conformations
• compositions
• constructions
• constitutions
• constellations
• ordonnances
• distributions
• dispositions
• continuities
• processions
• successions
• progressions
• precedences

Antonyms & Near Antonyms

• disruptions
• disorganizations
• disconnections

Thesaurus Entries Near arrangements

arrangement

arrangements

Cite this Entry

“Arrangements.” Merriam-Webster.com Thesaurus , Merriam-Webster, https://www.merriam-webster.com/thesaurus/arrangements. Accessed 12 Sep. 2024.

More from Merriam-Webster on arrangements

Nglish: Translation of arrangements for Spanish Speakers

Britannica English: Translation of arrangements for Arabic Speakers

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• Spanish-English / Español-Inglés
• Spanish-English Vocabulary / Vocabulario Español-Inglés

to make (travel) arrangements

• Thread starter reggl
• Start date Jun 11, 2007
• Jun 11, 2007

How do you translate this phrase? My job is to make their travel and hotel arrangements" Thanks!  

Senior Member

• Jun 15, 2007

To make travel arrangements = Hacer preparativos de (o para) viajes.  

• Jun 16, 2007

thank you cvilla!  

• Feb 5, 2011

You could also say "hacer reservas de hoteles y vuelos". For future reference, when you say in English that something sounds "funny" it doesn't mean "chistoso". It means that is doesn't sound "correct". Another option would be "hacer arreglos para un viaje".  

Organizarles los viajes y el alojamiento.  

• Feb 6, 2011

Hacer arreglos de viaje  

• How do I make travel arrangement as administrative assistant?

Elevating Business Travel: A Comprehensive Guide for Administrative Assistants in Planning Executive Trips

Arranging business travel is a critical task for any administrative assistant. Ensuring the smooth and efficient planning of flights, accommodations, and transportation for your boss is not only a responsibility, but also a reflection of your organizational skills and attention to detail. In a fast-paced and demanding corporate environment, the ability to successfully coordinate travel itineraries can make all the difference in ensuring a successful business trip.

Understand the importance of travel arrangements:

As an administrative assistant, the responsibility of arranging travel for your boss is about more than booking flights and hotels. It’s about creating an experience that meets the executive’s preferences and minimizes disruptions during the trip.

• Communication and Preferences: Establish clear communication channels with the executive to understand her or his preferences, whether it’s airline choice, hotel chains, seating preferences or any special needs he or she may have while traveling.
• Seamless logistics: Plan itineraries that ensure seamless transitions between flights, hotels and business meetings, minimizing downtime and reducing stress for the executive.
• Emergency Preparedness: Designate a single point of contact for last-minute changes or after-hours emergencies, providing a safety net for unexpected situations.

How to Make Business Travel Arrangements For Your Boss?

Helping your boss with travel plans can be pretty stressful, but it’s important to pay attention to all the little details. From booking flights and hotels to arranging for a rental car or transportation, there’s a lot to think about. Make sure you know your company’s travel rules so you can follow them when setting everything up. Being organized and efficient is key to making sure your boss has a hassle-free and successful trip.

Use a travel management provider:

• Choose a provider: Explore reputable travel management providers, such as BCD Travel, to streamline the booking process and centralize travel data. These providers often offer comprehensive solutions for both travel and accommodation.
• Integration with Technology: Choose a provider that integrates seamlessly with technology, making it easy for administrative assistants to efficiently organize and manage travel arrangements.

Optimize mobile apps for your executives:

• Travel Apps: Recommend and set up travel apps on the executive’s phone, such as TripSource, to consolidate all travel-related information into one easily accessible platform. Also consider key apps such as Google Maps , Currency Converter or Deepl Translator .
• Communication Apps: Make sure the executive has communication apps such as Skype or Zoom for virtual meetings and staying connected on the road.

Track executive preferences:

When overseeing top-tier executives, it is imperative to grasp their travel document options and time zone preferences. Maintaining a structured record of such information guarantees seamless and effective travel planning. Being mindful of their requirements and preferences demonstrates the respect and professionalism that high-ranking executives anticipate.

• Preference Database: Create and maintain a database of executive preferences, including preferred airlines, hotels, seating arrangements and even in-flight meal choices.
• Regular Updates: Keep the preference database current by regularly checking with the executive for any changes or updates.

Create a detailed itinerary:

Consider reaching out to a business travel management company for assistance in organizing travel options and travel costs.

• Detailed itineraries: Provide executives with a comprehensive itinerary that includes details on flights, accommodations, meeting schedules and transportation arrangements.
• Local Information: Include destination information such as local transportation, key contacts, and cultural considerations.

Simplify expense reporting:

Expense reporting can often be a tedious and time-consuming task. Keep things organized and in line with your travel policies, while staying within your travel budget for the company’s corporate travel.

• Receipt Management: Implement a straightforward system for easy receipt collection and submission to streamline expense reporting.
• Digital Tools: Utilize digital tools for efficient expense tracking and reporting.

Add a personal touch for a successful trip:

• Personalized amenities: Incorporate small, thoughtful gestures such as healthy, compact snacks, travel adapters or reading materials to enhance the overall travel experience.
• Surprise and delight: Consider surprising the executive with personalized amenities or services that match their preferences and make the trip memorable.

The Executive Travel Planning Checklist

• Confirm travel dates and times.
• Book transportation and accommodations.
• Set up a dedicated emergency contact person.
• Install travel apps on the executive’s phone.
• Regularly update the preference database.
• Create a detailed travel itinerary.
• Implement an efficient expense reporting system.
• Include personalized touches for a memorable trip.

By following these comprehensive steps and incorporating personalized touches, administrative assistants can ensure that executives have a stress-free and enjoyable business travel experience, contributing to the overall success of the trip and the executive’s well-being.

Would you like to learn more about our travel management solutions?

Contact our sales team to explore how we can assist you with your corporate travel program.

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