How to Work With a Travel Advisor

You’ve decided to work with a travel advisor to plan your next vacation. Maybe this is your first time, or perhaps it’s been years since you worked with a travel agent.

Either way, knowing what to expect—and how to work together—can make the planning process easier and ultimately lead to a better trip. Every travel advisor works differently, so I’ll use my own process as an example.

How to Work With a Travel Advisor: Start With a Conversation

All of my trips begin with a complimentary phone consultation. This gives me an opportunity to learn what you’re looking for, how you like to travel, and what matters most to you.

It also gives you a chance to learn how I work. Just as important, we can decide whether we’re a good fit before moving forward.

Moving Forward

Once you decide to move forward, I’ll send you my client agreement and invoice for the planning fee. After those are completed, we’ll have a more in-depth conversation about your trip.

Our initial conversation gives me the big picture. This next conversation goes deeper—your priorities, preferences, pace, and the details that will help me understand what will make the trip right for you. From there, I begin the research and planning.

Answer questions thoughtfully

Expect questions at the beginning of the planning process. Where have you traveled before? What did you love—or dislike? Do you prefer a busy itinerary or plenty of unscheduled time? What matters most when choosing a hotel?

The more your travel advisor understands about you, the better your trip can be designed around you.

Share the details that matter

Tell your travel advisor about preferences that could affect your trip, including airline seating, loyalty programs, hotel preferences, dietary restrictions, mobility considerations, and other special requests.

Your advisor will keep track of many of these details, but preferences and circumstances can change. If something is especially important for a particular trip, mention it again.

When You Work With a Travel Advisor, Make Them Your First Call

Once you work with a travel agent and your trip is booked, make your advisor your first call when you have a question or concern rather than going directly to the hotel, cruise line, tour company, or other supplier. Your advisor knows what was booked, has access to the reservation, and can communicate with the supplier on your behalf when needed.

Ask before making changes on your own

You may find an excursion, hotel, upgrade, or price online that catches your attention. Before booking it separately, talk with your travel advisor.

A price that appears lower may not include the same features or benefits, and something that looks like a better deal may not necessarily be a better value. Your advisor can help you compare the options and determine how a change could affect the rest of your trip.

Consider travel insurance carefully

Travel is an investment, and unexpected things can happen before or during a trip.

I offer travel insurance to my clients and encourage them to consider it carefully. Clients who choose not to purchase coverage are asked to sign a waiver acknowledging that decision.

Respond promptly during the planning process

Travel planning can be time-sensitive. Hotel space, cruise cabins, tours, and other arrangements can change while we are waiting for an answer.

You don’t always need to make an immediate decision, but acknowledging an email, voicemail, or text within 24 hours helps keep the planning process moving.

Speak up when something isn’t right

If you have a concern about your plans, say something. Don’t worry about hurting your travel advisor’s feelings.

Perhaps the hotel doesn’t feel right, the itinerary seems too busy, or something you expected isn’t included. It is much easier to address a concern while we are planning than to discover during the trip that something isn’t what you wanted.

Working With a Travel Advisor Is a Partnership

Working with a travel agent should be a partnership. Your advisor brings knowledge, experience, supplier relationships, and attention to detail. You bring something equally important: an understanding of what will make the trip right for you.

When both sides communicate openly, the result is a vacation designed around the way you actually want to travel.

If you’d like to learn more about how I plan travel for my clients, visit my Travel Planning Services page. And when you’re ready to begin, you can schedule a complimentary phone consultation through my online calendar.