Gemini travel prompts for the trip brief, not the postcard
Paste flights, hotel, meetings, and policy limits. Gemini builds day plans, packing lists for work gear, and expense prep. Tag unknown times [VERIFY]. You book and check in.
In short: This page contains 15 copy-paste ready prompts, organized into 5 categories with a description and pro tip for each. The first 5 prompts are free instantly, no signup needed. Hand-curated and tested by the AI Academy team.
Trip framing
3 promptsWork trip one-pager
1/15✨ What it does
Gemini writes a work trip one-pager from [MEETING LIST] and tags missing contacts [VERIFY]. Confirm contacts in your calendar, then share the brief with your manager.
Trip: [DESTINATION]. Dates: [DATES]. Purpose: [PURPOSE]. Meetings: [MEETING LIST]. Write a one-page trip brief: goals, key people, risks, success criteria. Tag missing contacts [VERIFY].
Pro tip: Purpose in one sentence keeps Gemini from adding tourist filler.
Conference attendance plan
2/15✨ What it does
Gemini plans conference time from [SESSIONS] and tags unknown rooms [VERIFY]. Sync the agenda app, then block travel time between back-to-back sessions.
Conference: [NAME]. Sessions I care about: [SESSIONS]. Colleagues attending: [NAMES]. Plan: must-attend sessions, booth hours, networking blocks, note-capture template. Tag unknown room numbers [VERIFY].
Pro tip: Paste session times from the official agenda. Gemini will not invent the schedule.
Multi-city leg planner
3/15✨ What it does
Gemini outlines multi-city legs from your [PASTE] and tags missing addresses [VERIFY]. Fill addresses from invites, then book hotels near the first meeting each day.
Legs: [CITY A DATE], [CITY B DATE]. Meetings per city: [PASTE]. Outline each leg: arrival buffer, work blocks, commute notes, checkout timing. Tag missing addresses [VERIFY].
Pro tip: Arrival buffer is not optional on multi-city trips. Paste flight times or accept [VERIFY].
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Day-by-day schedule
3 promptsMeeting-heavy day plan
4/15✨ What it does
Gemini builds an hour-by-hour plan from [TIMES AND LOCATIONS] and tags unknown durations [VERIFY]. Adjust buffers after you map walks in the map app.
Date: [DATE]. Meetings: [TIMES AND LOCATIONS]. Travel between: [NOTES]. Build an hour-by-hour plan with prep slots, meals, and debrief time. Tag unknown durations [VERIFY].
Pro tip: Include timezone if meetings span zones. Otherwise Gemini assumes local.
Client visit day
5/15✨ What it does
Gemini plans a client visit day from [AGENDA] and tags missing security steps [VERIFY]. Walk through security requirements with the EA, then print the agenda.
Client: [CLIENT]. Address: [ADDRESS]. Attendees: [NAMES]. Agenda: [AGENDA]. Plan: arrival, security check note, meeting flow, follow-up email draft outline. No invented org charts.
Pro tip: If you do not know check-in rules, write [VERIFY]. Do not guess building access.
Remote-work day abroad
6/15✨ What it does
Gemini schedules a remote-work day abroad from [CALL LIST] and tags unknown WiFi [VERIFY]. Test WiFi on arrival, then move calls if latency fails your test.
City: [CITY]. Work hours: [HOURS]. Calls: [CALL LIST]. Coworking or hotel desk: [LOCATION]. Schedule deep work, calls with time zones, and offline blocks. Tag unknown WiFi [VERIFY].
Pro tip: Paste time zones for every call. Gemini will not infer them from city names alone.
Logistics and policy
3 promptsExpense prep sheet
7/15✨ What it does
Gemini builds an expense prep table from [POLICY PASTE] and flags missing receipt rules [VERIFY]. Clarify gray areas with finance before you spend.
Policy: [POLICY PASTE]. Trip costs expected: [COST NOTES]. Build an expense prep table: category, receipt rule, per-diem if stated, missing receipt flag as [VERIFY].
Pro tip: Paste the per-diem table if your company has one. Otherwise every meal row is [VERIFY].
Travel policy checklist
8/15✨ What it does
Gemini writes a travel policy checklist from [POLICY] and tags ambiguous rules [VERIFY]. Get written approval on [VERIFY] items before booking.
Policy: [POLICY]. Trip type: [TRIP TYPE]. Checklist: booking rules, class of service, advance booking days, approval needed, non-reimbursable items. Tag ambiguous rules [VERIFY].
Pro tip: Ambiguous policy lines should stay [VERIFY]. That saves you at reimbursement time.
Ground transport plan
9/15✨ What it does
Gemini plans ground transport from [ADDRESSES] and tags unknown traffic [VERIFY]. Check live maps morning of, then pad the buffer you actually need.
Airports: [AIRPORTS]. Meetings: [ADDRESSES]. Preferences: [PREFS]. Plan airport transfers and between-meeting options with time estimates from [NOTES] only. Tag unknown traffic [VERIFY].
Pro tip: Paste rideshare receipt rules if policy restricts them. Gemini will not invent approval.
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Prep and follow-up
3 promptsPacking list for work travel
10/15✨ What it does
Gemini writes a work-focused packing list from [MEETING TYPES] and [DEVICES]. Pack it, then add one charger you always forget.
Trip length: [DAYS]. Meetings: [MEETING TYPES]. Tech: [DEVICES]. Climate notes: [CLIMATE]. Work-focused packing list with carry-on vs checked split. No clothing fashion advice.
Pro tip: List adapters if international. Missing adapter notes become [VERIFY].
Pre-trip briefing doc
11/15✨ What it does
Gemini writes a pre-trip briefing from [NOTES] and tags missing emergency contacts [VERIFY]. Fill contacts from HR travel page, then save offline.
Destination: [CITY/COUNTRY]. Meetings: [LIST]. Background: [NOTES]. Briefing: local business norms, tipping if in notes, emergency contacts from [CONTACTS] or [VERIFY], open questions.
Pro tip: Gemini gives background, not legal travel advice. Confirm visa rules yourself.
Post-trip follow-up list
12/15✨ What it does
Gemini writes a post-trip follow-up list from [NOTES] and tags missing emails [VERIFY]. Send thank-yous within 48 hours while details are fresh.
Trip notes: [NOTES]. Attendees: [NAMES]. Write follow-up list: thank-yous, CRM updates, expense deadlines, internal recap bullets. Tag missing email addresses [VERIFY].
Pro tip: CRM update rows need the deal name pasted. Gemini will not invent pipeline stages.
Team and duty of care
3 promptsTraveler intake form
13/15✨ What it does
Gemini drafts a traveler intake form from [FIELDS] and tags unknown policy fields [VERIFY]. Legal reviews the form, then publish it in the travel wiki.
Company: [COMPANY]. Required fields: [FIELDS]. Draft a traveler intake form for managers: dates, emergency contact, itinerary upload, high-risk flag rules. Tag unknown policy fields [VERIFY].
Pro tip: High-risk destinations need a definition in the paste. Otherwise the flag is [VERIFY].
Shared team itinerary
14/15✨ What it does
Gemini merges a team itinerary from [EVENTS] and [FLIGHT NOTES], tagging missing hotels [VERIFY]. Collect hotel confirmations, then share one table in Slack.
Team members: [NAMES]. Shared events: [EVENTS]. Individual flights: [FLIGHT NOTES]. Merge a team itinerary table with who is where each night. Tag missing hotel [VERIFY].
Pro tip: One table beats five forwarded confirmations. Paste all flights in one message.
Trip debrief for finance
15/15✨ What it does
Gemini writes a finance debrief from [ACTUALS] and tags missing receipts [VERIFY]. Attach receipts before you submit the report.
Trip: [TRIP NAME]. Budget: [BUDGET]. Actuals notes: [ACTUALS]. Write a finance debrief: variance by category, policy exceptions, lessons for next trip. Tag missing receipts [VERIFY].
Pro tip: Variance needs numbers you pasted. Estimates must be labeled [VERIFY].
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