How does a Virtual Assistant Manage a Travel Diary?

Over the last few months we’ve been rolling out our weekly articles which have been (luckily) met with a great response. However we always seem to be asked very specific questions with regards how we provide certain services. While we’re not so keen on sharing all of our tips & tricks (it is our job after all) we thought we would give you a taster of one of our services and how we “go about” it.

Travel Diary


What is a travel diary?

Travel diary is a schedule of ones trips – be that by car, rail, bus, flights, airport transfers to where they will stay – hotels, hostels, b&bs, air B&Bs to activities such as transfers, access tickets to museums and other attractions.

Why do you need a travel diary?

Travel diary is generally used for people who travel a lot for work, to keep on top of ones schedule, their expenses and how to manage any free time they might have. Often tourists from USA will have a travel diary organised by their travel agent which is filled with activities and entry passes to various tourist attractions. This saves so much time ahead and potentially you could save a chunk of cash if booked in advance.

Organisation is key

Business Travel Diary

How Can a Virtual Assistant Help You?

As hoteliers from trade, we (I, personally) have an extensive background in hospitality and travel trade along with number of contacts who are still in the industry. I know how to get the best/cheapest rate at the most convenient hotel. I know how to get details of the person I need to get through to and how to negotiate rates. Yes, I bet you didn’t know you can actually negotiate rates in hotels, I rarely accept the first rate I see online. The same applies to flights – if you know who to contact you can get a seat on a plane that potentially isn’t available for sale to general public. Did you know the best day to book the cheapest flights is Tuesday? No, well you do now.

Due to our background, we plan well ahead of all of our clients trip, ensuring if there is even the slightest chance the trip will have to be cancelled to book the most affordable flexible price and book the non-refundable price only last minute. Most hotels offer non-refundable rates within either 7 or 30 day window in exchange for 10-20% discount. If you browse long enough you will know which hotels offer what window. Also, speaking of – don’t assume they offer the best prices just because their name is out there for everyone to see. Shop around and you will be shocked at some legitimately affordable offerings.

Discount on Travel

In terms of excursions and entry passes to various tourist attractions, most of big cities will have travel websites where all must see places will be listed. Once you figure out which attractions you want to visit, I’d advise to start looking on the likes of Groupon as that’s where you will get entry tickets at a much discounted price (this is how we got VIP tickets to top floor of Burj Khalifa in Dubai for less than half price – and we skipped the queue!). Again, organisation really is key.

I hope you found this weeks tips useful – even though we tried our best to shed some light on our “secrets of the trade” we still need to keep somethings to ourselves! Have a great Monday, see you in December.

Until Next Time,

Joanna & Warren

Published by Joanna Beale

Joanna Beale - Virtual Assistant Solutions was established in Ireland in 2018. It is now located in Vancouver, BC. It's aimed to help small & medium businesses with their Sales & Marketing & Social Media needs. We also provide administrative solutions.

Leave a comment

Fill in your details below or click an icon to log in: Logo

You are commenting using your account. Log Out /  Change )

Google photo

You are commenting using your Google account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s

%d bloggers like this: