Thinking of a travel dossier

I usually spend the evening before a flight putting together a travel dossier. It includes:

  • a map of the route from the airport to the hotel
  • a map of the route from the hotel to the meeting center
  • public transit routes for the airport to the hotel
  • some events and background information

This is something a virtual assistant can easily prepare, and he or she can add more information too. I’d love to have:

  • restaurants near the hotel, cross-referenced with reviews from Yelp or other sites
  • pictures, names, bios and mobile numbers of people in the area who are interested in meeting up
  • names and addresses of people in the area so that I can send postcards
  • taxi companies and phone numbers

In addition, the VA could update my TripIt and Dopplr accounts, so I can start tracking these trips better.

So I’d give the VAs:

- my flight information
- my hotel information
- the location of the meeting

and they would prepare a document that contains:

  1. The weather forecast, if available, including temperature in Celsius and whether to expect rain
  2. The flight information (date and time, flight number, booking reference, terminal number if possible)
  3. The hotel information (name, address, contact number, whether there’s a courtesy shuttle from the airport, and what amenities are available)
  4. A map of the route from the airport to the hotel, including a large map and small maps with driving directions for each step
  5. A public transit version of that map (large map + text)
  6. A map of the route from the hotel to the meeting place, including a large map and small maps with driving directions
  7. A public transit version of that map (large map + text)
  8. A list of taxi companies and phone numbers that serve the area. If the meeting place is in a different city, get me taxi companies for that city too
  9. A list of restaurants near the hotel, ranked by their Yelp rating
  10. A list of restaurants near the meeting venue, ranked by their Yelp rating
  11. A list of my Twitter, Facebook, LinkedIn, Dopplr, and Google contacts in that city, as a table with names, e-mail addresses, phone numbers, and addresses (if from Google contacts), so that we can reach out to them and ask who’s interested in meeting up (maybe a Facebook event + e-mail for those not on FB)

I can then print this document out easily, and keep a copy on my computer for backup.

When people have confirmed that they’ll meet up, the VA can prepare a list of pictures, names, contact information, bios/interests, and blog URLs.

Sounds like an interesting idea!

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  • Paul

    I also use Google street view to look at the customer location I’m supposed to get to in the next day. It doesn’t matter if you are late for your hotel, but I find it helps to see the neighborhood where my client is located.

  • http://henrywill4.com Henry

    Although I can’t justify the budget for an VA at this time, I do like the idea of creating a checklist for these items for a trip. I already have a checklist for packing items for trips. I just need to add these. Thanks!

  • http://sachachua.com Sacha Chua

    Henry – you can hire a VA on an as-needed hourly basis on oDesk, so you don’t have to start with a big task. I’d be happy to refer you to the wonderful people I work with. =)

    Paul: Excellent idea!

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