The Process: Booking a Trip (Vacation Edition)

The Process: Booking a Vacation with a Travel Agent

If working with a travel agent is a new experience for you, I’ve written an in-depth explanation of what the process of working with me as your travel agent looks like! If you’re looking for assistance booking business travel, stay tuned as I’m creating a post that details exactly that – as it’s quite a bit different than traveling for pleasure.

TL;DR: You tell me the basics of what you’re looking for, I provide you with a short list of options. You tell me yes or no, I book everything for you, you relax and enjoy the best trip ever.

Need more information than that? Here’s how the process works:

1. Initial Consult 🔎

• Tell me what you’re looking for on your trip! The dates, the people you’re traveling with, your destination, and your budget. In my initial consult form, I have some more questions and details, but that’s the essence of what I’m looking for!
  • (Time for You = 10-30 minutes)
• After you send that in, I take the time to research and prepare a one-pager about your proposed trip. It will include suggestions of what areas to stay in and what activities would fit your preferences.
  • (Time for Me = 2-6+ hours)
• We complete our initial consult by phone or video chat. I will share with you the research I have done for your trip, and you share your feedback. This part of the process is the most important to make sure that I understand your vision for your trip!
  • (Time for Us = 30+ minutes)

2. Active Planning 👩🏼‍💻

• After I have a full grasp of your trip, the real planning begins! From this point, most of our planning can be done by email or text message.
• I’ll gather MAJOR DETAILS– what do I mean? If you’re traveling internationally, I’ll confirm that each member of your group has a valid passport! If you’re a member of a hotel rewards program, I’ll add your details to your profile. I’ll also share with you the secure portal to input your credit card information for payment – can’t miss that!
  • (Time for Me = 1-2 hours, Time for You = 10- 20 minutes)
• I’ll research and select 3 ACCOMODATION options that meet your criteria, and send to you by email. If you’re going to multiple locations on your trip, I’ll send you 3 options per location. As a Travel Advisor with Fora, I am able to access exclusive perks at 1000’s of hotels around the world. You’ll be able to review, and then reply back your preferences (including if you want to see additional options). I’ll then book your accommodation.
  • (Time for Me = 1-4 hours, Time for You = 15-30 minutes)
• If your trip requires a FLIGHT, I will also provide recommendations for the best flight options for you. The only thing I cannot book for you is flights, but I will make that process as easy as possible, I promise!
  • (Time for Me = 30-60 minutes, Time for you = 10-15 minutes)
• If you will need TRANSPORTATION for your trip (a rental car, shuttle, or train ticket) I will gather your options and share with you anticipated costs for each part of the journey. When you give me the go ahead, I’ll book the relevant transportation. If there’s anything that can’t be booked ahead of time, you’ll know in your itinerary! (Ubers/Lyft/Metro Card/Train Fare, etc).
  • (Time for Me = 1-4 hours, Time for You = 15-30 minutes).
• If you have specific ACTIVITIES that need to be organized ahead of time, then I will be able to book that for you!* *Some activities I will be able to book complimentary, other activities I may charge an upgrade fee, due to the amount of time it takes to organize. Here’s the page where I explain what is complimentary and what is considered an upgrade. This is a super customizable aspect of your booking! My recommendations are always complimentary, but the actual booking is the upgrade cost.
  • (Time for Me = incredibly varied, Time for You = 10% of the time for me 😉)
• I’ll share your TRAVEL INSURANCE quote to cover your trip in case of last minute emergencies and for your peace of mind. Travel insurance is not mandatory but it is absolutely recommended for all trips!
  • (Time for Me = 30 minutes, Time for You = 10-30 minutes)

3. Final Preparation 📄

• At least two weeks prior to your trip, I’ll send you the CUSTOM ITINERARY for your trip that includes the confirmation numbers of everything I’ve booked for you, and anything else you’ve booked on your own. If you will need this more than two weeks in advance, no worries – just let me know your timeline! Take the time to review the itinerary and communicate any questions with me at least one week prior to departure.
  • (Time for Me = 2-4 hours, Time for You = 15-60 minutes)
• In the same email, I’ll share the custom GOOGLE MAPS LIST that will contain the locations of all your bookings, as well as sightseeing recommendations and restaurant recommendations.
  • (Time for Me = 30 minutes, Time for You = 5 minutes)
• After I send your itinerary email, I’ll set up a time to have our final PHONE CALL – just to touch base on the last details of your trip and answer any questions you may have.
  • (Time for Us = 15-30 minutes)

4. Enjoy your Trip! 🌍🌏🌎

• With your itinerary in hand and your google maps list downloaded on your phone, you’ll have everything you need to have an incredible trip!
• Checking in to your accommodation may include special travel agent booking perks – if applicable! You’ll know ahead of time from your itinerary if this applies to your trip.
• With all the preparation ahead of time, your trip will go as smooth as possible! I can’t guarantee there won’t be hiccups along the way (that’s travel for you!), but I’ll just be a phone call or email away should anything come up.
• Enjoy your time exploring on your trip! After all, the best part of life is living it.

5. Plan the next one 😉

• When you get back from your trip, please give me a call with your feedback – I love to hear your favorite experiences! I also value any feedback on the other end of the spectrum – if anything did not meet expectations, it’s helpful for me to understand what went sideways.
  • (Time for Us: 15-30 minutes)
• My goal in being a Travel Agent is to build relationships with you as my clients, so that I can continue providing this service to you in the future!
• Working with me as your Travel Agent win-win, you have a more relaxed and more enjoyable experience preparing for and experiencing your trip, and I earn an income doing what I love: planning travel.

Wait… so how do you earn an income as a Travel Agent?

The long and short of how the travel industry works is that all businesses have a portion of their budget dedicated to marketing. For many companies, the cost of marketing is 8-20% of the cost of the room or service! When you work with a Travel Agent, the amount pre-designated to marketing is instead paid out to the Travel Agent as commission.

It’s important to understand that the amount of the commission I earn as a travel agent is NOT an additional cost for you! It is built into the cost of the room or service. And, on top of that, since businesses value the relationship with the Travel Agency, they willingly provide additional perks to travelers that book with agencies like Fora! Here’s more information on that directly through Fora’s website.

If there are any additional costs, I commit to being completely up front with you about what that looks like! I’m happy to provide upgraded services for you, like booking restaurant reservations, finding you a private chef, or reserving your excursion. For the most part, those types of services do not offer commission; that’s why I charge planning fees directly. I’ve added the time I anticipate spending on your trip to help you visualize the value added by working with me – if I wasn’t doing it, you likely would be spending that time (or more!) planning your trip.

I know how much work it is to plan a trip, and also I know that the services I provide significantly decrease the mental load of planning and the stress of figuring things out on your own. My personal business philosophy is to be as transparent as possible regarding the costs of travel – you’ll know exactly what you will receive, and how much you’ll be paying. That’s the beauty of working with a Travel Advisor like me.

In short, here’s what it looks like to plan a trip with me:

I know this was a long post, so thanks so much if you made it this far! I look forward to working with you on a trip, so that you can relax and enjoy your vacation!