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11.3 Always maintain a record of preferences

Preferences vary as a function of time and context. On short travels, your executive may prefer proximity to the client or local office, but on longer journeys, he or she will want to be close to eateries and city attractions that are accessible on foot. They may even favor ground transportation such as trains or rental cars over flights.

Even with the most rigorous and meticulous planning, never assume you will recall. Keep a running list on an easily editable file, such as Google documents, to protect this information for every user. Here are some crucial categories to note:

  • Transportation and seating inclinations
  • Preferences for inflight meals (especially any allergies)
  • Contact information for any family members, friends, or spouse who should receive a copy of the itinerary