Free CSV template
Group tour itinerary template
One row per itinerary item. Travellers read it as "what's next"; your team reads it as the plan every departure follows.
Opens in Excel, Google Sheets or Numbers. Updated 7 October 2026.
What each column is for
- Day and date
- Day number stays fixed across departures; date changes per departure. Keep both so the same template serves every batch.
- Start and end time (local)
- Say local when the group crosses a time zone. Outbound groups to Dubai or Bali get this wrong most often.
- Item and place
- Short verb-first item ("Depart for Manali", "Visit Old Town") and a place a traveller can search on a map.
- Pickup point
- The single most asked question on trip morning. One named spot per item that involves transport.
- Stay tonight
- Hotel name and town on the last item of the day, so a traveller scrolling at 9 pm finds it.
- Meals included
- Breakfast, lunch, dinner or none. Prevents the "is dinner on us?" thread.
- What to carry
- ID for check-ins, warm layer for the sunrise point, swimwear for the beach day. Per item, not one long list.
- Notes
- Dress code at a temple, cash-only cafe, no network on the trail. Anything the captain would otherwise repeat ten times.
How to use it
Download the CSV and open it in Excel or Google Sheets.
Fill in days and items for one departure; leave dates blank to make it a reusable template.
Add pickup points and stays for every item that involves moving the group or sleeping.
Mark meals and what to carry per item.
Copy the sheet for each new departure and fill in the dates.
Share a read-only version with travellers and keep the editable one with your team.
Mistakes this template prevents
- Sending a PDF that cannot be updated once the plan changes on day two.
- Listing a town as the pickup point instead of a gate, cafe or landmark.
- Mixing home-country time with destination time on outbound trips.
- Writing the full packing list in the notes column of day one.
Questions about this template
What should a group tour itinerary include?
Each item needs a day, a start time, a short description, a place, and, where relevant, a pickup point, the night's stay, meals included and what to carry. The test is whether a traveller can answer "where do I need to be and when?" without messaging anyone.
How detailed should a trek itinerary be?
Treks need altitude, distance and expected walking hours per day, and a fixed camp per night. Put these in the item and notes columns. Keep timings as windows, since trail days rarely run to the minute.
How do I handle itinerary changes mid-trip?
Change the shared sheet and announce the change separately, since nobody re-reads a sheet. In Rahi an itinerary edit notifies every traveller on that departure automatically.
Terms used here
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