THE SHORT ANSWER
How do you plan a multi-city business trip in West Africa?
List each meeting address, local date and time, passengers and bags for every flight, and which appointments can move. Send the complete itinerary to the broker before confirming aircraft. Ask the operator to assess each flight and the proposed sequence. Check entry documents separately for every traveller and destination.
A roadshow can look beautifully efficient on a slide and exhausting in practice. The hidden work is usually between meetings: the drive across town, a colleague joining halfway through, or a return sector booked before anyone knows when the final conversation will end.
What is a business roadshow?
Here, a business roadshow means a series of meetings in different cities during one trip. It does not mean a sightseeing tour or a guaranteed scheduled flight service.
A sector is one flight between two airports. For example, Lagos to Accra is one sector; Accra to Abidjan is another. Record passenger changes for each sector.
- Fixed appointment: cannot move without approval.
- Flexible appointment: may move if the new order improves the journey.
- Reporting time: when passengers must reach the confirmed terminal.
- Decision-maker: the person who can approve a change and its cost.
Build the schedule around addresses
List appointments in the order they need to happen and mark which are movable. Two meetings in the same city can still require significant transfer planning. Ask whether changing the sequence could make the journey more workable.
Write dates and times with the city and local time clearly labelled. Calendar invitations shared across borders should not rely on somebody remembering which time zone an organiser used.
Create a passenger list for each flight
A single total headcount can hide important changes. Record who joins, who leaves and what each person carries on every sector. The busiest flight may determine the aircraft requirement for the whole itinerary.
Describe bulky cases, exhibition material and specialist equipment before quoting. Sensitive or restricted items require the operator’s advice; they should never appear as a departure-day surprise.
Keep documents separate from assumptions
Give the concierge enough early information to identify document questions, then use a secure agreed channel for sensitive passenger details. Do not put passport scans into an ordinary enquiry notes box.
Confirm current entry and travel requirements using official information for each nationality and destination. A private flight does not remove border requirements, and a broker’s itinerary is not an entry authorisation.
Compare whole itineraries
Ask whether the proposal assumes the same aircraft throughout, overnight waiting or replacement aircraft on some sectors. Check positioning, accommodation-related crew charges, cancellation conditions and quote validity.
For approvals, keep one current itinerary version and one named decision-maker. RentJet can receive a multi-city charter brief; each operating arrangement remains subject to independent operator confirmation.
Continue reading: Download a business-travel brief · Protocol, transfers and lounge access explained
KEEP THIS HANDY
Your practical checklist
- Mark fixed and flexible appointments.
- Label every time by city.
- List passengers and baggage per sector.
- Review documents through official channels.
- Compare total itinerary costs and change terms.
Frequently asked questions
Can one aircraft cover several countries?
It may be proposed, but suitability and permissions depend on the operator, aircraft and itinerary. Do not assume every sector can be accepted before confirmation.
Should we choose the aircraft before planning the route?
Start with the route and group requirements. The broker and operator can then assess suitable aircraft and workable sequencing.
Can an executive assistant submit the brief?
Yes. Identify the booking contact and who can approve costs, passenger changes and timing changes.
Practical planning guidance, not a live aircraft offer or an interpretation of your booking agreement. Confirm the actual operator, arrangements and terms for your journey. Where entry or operating requirements apply, use current official information.
