Build Trip Prep

✈️ by kevinmarch

Build Trip Prep

When a trip appears on calendar, compile everything needed: weather expectations, flights, lounges, ground transport, visas, and meeting prep.

When to Run

• On-demand: User says "prep me for my trip to [destination]"
• Scheduled: Could run weekly to check for upcoming trips in next 14 days

1. Identify the Trip

Find trip details from calendar or user input:

• Destination city/country
• Travel dates (departure and return)
• Purpose (business, personal, conference)
• Flights (if calendar has flight events or confirmation emails)
• Hotel (check calendar events or email confirmations for booking)

If dates or destination unclear, ask the user.

2. Check Entry Requirements

Research visa and entry requirements:

• Visa needed? Check if user's passport country requires visa
• Visa type: Tourist, business, transit
• How to obtain: Visa on arrival, e-visa, embassy appointment
• Processing time: How long it takes
• Required documents: Passport validity, photos, invitation letters

Also check:

• COVID/health requirements: Vaccination, testing (if still applicable)
• Travel advisories: Any warnings for the destination
• Passport validity: Many countries require 6+ months validity

Flag any urgent items (e.g., visa needs 2 weeks but trip is in 5 days).

3. Compile Flight Details

Extract from calendar events or email confirmations:

• Outbound flight: Airline, flight number, times, airports, confirmation code
• Return flight: Same details
• Connections: Layover times and airports
• Seat assignments: If known
• Frequent flyer: Status and number for potential upgrades

If flights not booked, note this as an action item.

4. Airport Lounge Options

Based on user's loyalty programs and cards (if known), list lounge options:

Departure Airport ([Code])

• [Lounge name] — [Access method: Priority Pass, Amex Centurion, airline status]
• Location: [Terminal/Gate]
• Hours: [Opening hours]

Arrival Airport ([Code])

• [Lounge options]

Layover Airport(s) ([Code])

• [Lounge options]

If user's lounge access isn't configured, note available paid lounges.

5. Ground Transportation

Airport → Hotel

If a hotel is booked, research the best way to get there:

Search for local travel tips:

• Web search: "[city] airport to downtown best transport"
• Look for travel blogs, TripAdvisor, Reddit threads with local advice
• Check if the city has specific apps or services (e.g., Grab in SE Asia, Bolt in Europe)

Compare options:

Recommend the best option based on:

• Cost vs. convenience trade-off
• Time of arrival (late night = taxi safer than transit)
• Luggage situation
• Local norms (some cities taxis are fine, others are scams)

Getting Around During the Trip

• Is rideshare available? Which apps work? (Uber, Lyft, local alternatives)
• Public transit quality and tourist-friendliness
• Walking/biking feasibility for the area
• Any transport cards worth getting (e.g., Oyster in London, Suica in Tokyo)

6. Weather Expectations

Instead of a detailed forecast, describe what weather to expect based on the destination and time of year:

[Destination] in [Month]:

• Typical conditions: [e.g., "Hot and humid", "Mild and rainy", "Cold and dry"]
• Temperature range: [e.g., "Usually 70-85°F (21-29°C)"]
• What to expect: [e.g., "Afternoon thunderstorms common", "Pack layers for cool evenings"]
• Pack for: [e.g., "Light breathable clothing, umbrella", "Warm jacket, waterproof layer"]

This helps with packing without requiring precise forecasts that may change.

7. Meeting Prep (if business trip)

Check calendar for meetings during the trip:

• List all scheduled meetings with times (in local timezone)
• Note timezone difference from home
• For each external meeting, flag for detailed prep (see send-call-prep workflow)

8. Compile the Packet

Assemble everything into one document:

# Trip Prep: [Destination]
📅 [Start Date] — [End Date] ([X] days)

## ⚠️ Action Items
- [ ] [Visa application — due by X]
- [ ] [Book hotel]
- [ ] [Any urgent items]

## ✈️ Flights
**Outbound**: [Date]
[Flight details]

**Return**: [Date]
[Flight details]

## 🛂 Entry Requirements
[Visa/entry info]

## 🌤️ Weather to Expect
[Destination] in [Month]: [Conditions summary]
Pack for: [Guidance]

## 🏨 Hotel
[Hotel name and address]

## 🚗 Getting There
**Airport → Hotel**: [Recommended option with details]
**Getting around**: [Transit tips]

## 🛋️ Lounge Access
[Lounge options by airport]

## 📅 Meetings
[List of meetings in local time]

## 📝 Notes
[Local currency, tipping customs, power adapters, etc.]

9. Deliver and Offer Actions

Send the packet to the user. Offer:

• "Want me to start visa application?"
• "Should I book ground transport?"
• "Need detailed prep for any of the meetings?"

After Running

Confirm delivery and flag any urgent items:

• "✈️ Trip packet ready for [Destination]"
• "⚠️ Note: Visa required — application takes [X] days"