A company trip is easier to book once the brief is boringly complete. Write the purpose, the dates, the cities, and the people who are actually going.
Hotels, tickets, and cars are separate purchases that have to land in the same itinerary. Hold the stay before you promise a morning meeting, and put every traveler on one list with arrival times.
Share that itinerary before departure: addresses, ticket references, and who to call if a connection slips. One document saves the thread of messages that usually starts at the airport.