Start with a daily summary
Put the date first, followed by accommodation, meeting details, transfers and contacts. Use the hotel's full branch name and a written address. Specify an entrance, side or fixed landmark for meeting points; a map pin alone may lead people to different doors.
Label times as Beijing time and confirm that everyone, including the driver, uses the same convention. Distinguish estimated arrival from an agreed meeting time. Update the summary the evening before each hotel change.
Save files locally and test access
Create folders by date for hotel confirmations, pickup instructions and essential booking summaries. Open the downloaded files with the network disconnected to check that they really work offline. A bookmarked webpage or chat shortcut may not save the underlying content.
Use offline maps only as a location aid. Check current navigation, road notices and signs before travel; a line on an old map is not permission to enter a closed area. This article makes no claim about today's conditions on any particular road.
Share only the information people need
A family copy usually needs short names, hotel addresses, contacts and meeting instructions. Keep identity documents and full booking references out of public links and unrelated group chats. Make sure a second adult can find the records without relying on one phone.
For a senior who prefers paper, prepare a large-print card with a family contact and the night's hotel. A guardian can arrange an appropriate contact card for a child without displaying excessive personal information on the outside.
Replace old versions when plans change
After changing a hotel or meeting point, add an update time and tell every adult to remove or mark the old copy. Keep essential meeting instructions separate from streams of holiday photographs.
If a phone fails, use the previously agreed fixed meeting point and seek help from on-site staff when needed. Avoid having several relatives search different exits simultaneously and repeatedly miss each other.
Source and scope
This is general planning guidance, not a live access, weather or price notice. Check destination information before travel, as advised by the Ministry of Culture and Tourism. Source checked 7 September 2026. Ministry travel advice (28 April 2026)