What to brief a coordinator so bookings and connections actually work

You've found a coordinator you trust. Now comes the awkward bit: handing over enough detail so they actually understand what you need, without drowning them in information that won't matter. The difference between a booking that lands exactly right and one that misses the mark often comes down to the briefing—what you tell them, how you organise it, and what they ask for in return.

A good coordinator doesn't just take a vague instruction. They dig. They ask clarifying questions that reveal what actually matters: whether you need a quiet hotel room because you're presenting early, or whether the building layout matters because you use a wheelchair, or whether you're allergic to a certain airline's catering. They also tell you upfront what information they need from you and why. That conversation—awkward as it feels—is the engine of a smooth engagement.

What to hand over before they start

The coordinator needs three layers of information: the non-negotiables, the preferences, and the context.

Non-negotiables are the hard constraints. Travel dates, budget ceiling, number of people, dietary requirements, accessibility needs, visa status, preferred airlines or hotel chains, blackout dates when you're unreachable. These are yes-or-no facts. Write them down. Email them. Don't assume they remember what you said in conversation last week.

Preferences are next: you'd rather fly morning departures, you sleep badly on red-eyes, you need a hotel with a gym, you want to arrive the night before a big meeting. These shape the search but aren't deal-breakers. The coordinator uses these to narrow options and present choices that actually suit you.

Context is the glue. Why are you travelling? Is this a conference where you're networking, or a client site where you need to look sharp? Is this a family trip squeezed into work time? Are you tired from back-to-back meetings? A coordinator who knows you're running on fumes will book a hotel within walking distance of the venue instead of assuming the cheapest option ten kilometres away is fine. Context also includes your communication style: do you want daily updates or just a summary? Are you happy to be texted or do you prefer email?

What a good coordinator will ask you

If someone takes your booking and doesn't ask follow-up questions, that's a red flag. Professional coordinators ask because they're protecting both of you.

They'll ask about your travel history: have you travelled to this country before, do you have a valid passport with six months left, are there visa requirements, do you need vaccinations? They're not testing you; they're spotting problems early. They'll ask about ground transport: do you need a hire car or will public transport and taxis do, do you want airport transfer arranged or are you comfortable organising that? They'll ask about timing: how much buffer do you need between arrival and your first meeting, do you want time to rest and shower, or can you go straight from the airport to the client office?

They'll also ask about communication: who else needs to know these plans, should confirmations go to your PA as well as you, do you want itineraries printed or digital only? And they'll ask about flexibility: if the first-choice hotel is fully booked, how far down your list should they go before coming back to you?

These questions take time upfront but save chaos later. A coordinator who skips them is hoping nothing goes wrong. A coordinator who asks is planning for the real world.

Getting the details right from the start

Provide information in a format the coordinator can actually use. A single email with dates, names, airports and budget is better than five separate messages pieced together over two weeks. Include your full name as it appears in your passport, emergency contact numbers, any medical information they need to know, and the names of anyone else involved in the trip.

If you have preferences about specific hotels or airlines, say so—but also say why. "I always use Avis because their app works offline" is more useful than "just book Avis." If something went wrong on a past trip, mention it: "I booked a hotel near a main road once and couldn't sleep because of traffic noise." The coordinator uses this to anticipate problems.

When a coordinator asks for information you didn't expect to need, answer it anyway. They're asking because they've seen trips fall apart when that detail was missed. Trust that logic, even if it feels like overkill.

Finding a coordinator who asks the right questions and makes sure you brief them properly is the difference between travel coordination that works invisibly and coordination that creates more stress. On Strove, you can review coordinators' approaches during initial conversations—pay attention to who asks clarifying questions before they quote or commit.