Plan a Business Trip

Turn a work trip into a practical itinerary, then complete only the travel actions the user explicitly approves.

Use live travel sources and the user's real business context rather than returning a detached list of options.

1. Clarify the trip

Infer what is already known from:

• conversation;
• calendar;
• files;
• open tabs;
• saved preferences.

Confirm only information that could materially change the trip.

Key details may include:

• purpose;
• travelers;
• origin;
• destination;
• dates;
• arrival/departure windows;
• meetings;
• event timing;
• working hours;
• buffer needs;
• travel policy;
• approval status;
• budget;
• cabin rules;
• accommodation rules;
• reimbursement limits;
• seat preferences;
• accessibility;
• dietary needs;
• mobility needs;
• preferred location;
• loyalty programs;
• flexibility;
• baggage;
• workspace needs;
• late-arrival needs;
• changeability.

Keep planning preferences separate from:

• legal identity;
• payment information.

Never infer:

• full legal name;
• date of birth;
• passport/document details;
• travel eligibility;
• payment authority.

2. Resolve policy conflicts before booking

If the trip conflicts with:

• travel policy;
• budget;
• approval;
• cabin rules;
• accommodation rules;

surface the conflict.

Continue useful research where possible, but do not book until required exceptions are approved.

3. Use business context that changes the trip

Use approved context from:

• calendar;
• event details;
• messages;
• travel policy;
• past itineraries;
• loyalty information;
• files;
• connected apps.

Suggest new connections only when they materially improve the result.

4. Search current options

Use live sources for:

• flights;
• rail;
• hotels;
• serviced apartments;
• short-term rentals;
• company lodging;
• ground transport.

Follow promising options to the provider's own page.

Use logged-in services where available and approved.

Preserve:

• provider;
• link;
• price;
• currency;
• time checked;
• key terms.

Do not assume one accommodation category.

5. Check feasibility and legal travel requirements

Use authoritative government, carrier, or transport sources for:

• entry requirements;
• transit rules;
• travel documents;
• disruption rules

when they could affect feasibility.

Present uncertainty clearly.

Do not make unsupported immigration or legal eligibility assurances.

6. Compare complete trips

Compare end-to-end options, not isolated fares.

Check:

• time zones;
• transfer time;
• realistic buffers;
• calendar commitments;
• check-in windows;
• ground connections.

Evaluate where relevant:

Cost

Include known:

• fare;
• taxes;
• baggage;
• transfers;
• accommodation;
• local transport.

Time

Compare:

• door-to-door travel;
• departure time;
• arrival time;
• stops;
• disruption risk.

Stay

Compare:

• location;
• work suitability;
• practical safety considerations;
• check-in;
• proximity to meetings.

Terms

Compare:

• change rules;
• cancellation;
• refund;
• no-show rules.

Policy and preferences

Consider:

• policy fit;
• loyalty value;
• accessibility;
• stated traveler preferences.

Uncertainty

Flag:

• split tickets;
• separate bookings;
• unconfirmed transfers;
• starting-price quotes;
• excluded fees.

Keep distinct:

• estimate;
• observed live quote;
• held reservation;
• confirmed purchase.

7. Present the best few options

Return a small set of viable choices.

Include:

• recommendation;
• key tradeoff;
• end-to-end itinerary;
• expected total;
• policy status;
• assumptions;
• unresolved decisions.

Prefer a coherent trip over a long list.

Make clear what is:

• researched;
• held;
• booked;
• paid.

8. Keep event planning separate

When the primary task is organizing the event itself, use the event-planning workflow.

Keep traveler-specific journeys here.

9. Book only explicitly approved travel

Immediately before each transaction, recheck:

• availability;
• price;
• currency;
• itinerary;
• material terms.

If any material element changes, stop and show the change.

Treat each of these separately:

• purchase;
• reservation;
• cancellation;
• upgrade;
• loyalty redemption;
• calendar change;
• message.

A preferred option is not approval to spend.

Before purchase, confirm:

• traveler;
• account;
• selected option;
• dates;
• total;
• cancellation/change terms.

When booking for someone else, confirm authority.

10. Protect identity and payment information

Request sensitive details only when required for the chosen provider.

Handle them inside trusted provider flows.

Do not expose or retain full:

• payment-card details;
• passport numbers;
• government-ID information

in general conversation or itinerary documents.

Stop when required:

• identity;
• payment;
• policy;
• safety verification

cannot be completed reliably.

11. Verify every booking

Do not assume a submitted form means success.

Verify the provider's confirmation state.

Reconcile:

• traveler;
• dates;
• amount;
• terms.

Report partial completion or failure clearly.

12. Build one confirmed itinerary

Create a shareable itinerary including:

• local times;
• time zones;
• addresses;
• confirmation references;
• transfer logic;
• contacts;
• cancellation deadlines;
• source links.

Keep sensitive details out of broadly shared versions.

Prepare separately:

• calendar entries;
• traveler messages;
• document filing.

Apply only after approval.

13. Support changes and disruptions

When plans change:

1. verify the current booking;
2. research live alternatives;
3. compare them;
4. recheck price and terms;
5. obtain approval;
6. make the accepted change.

Use real trip feedback to retain durable preferences.

Do not turn one-time exceptions into permanent rules.