Many times, my clients are unfamiliar with what it is like to work with a travel agent. I get it! – I used to have the same questions! I even used to think that surely it had to be a lot more expensive to work with one – they get paid somehow, right? Here is my basic process for planning trips for my valuable clients.
Intake Process
1. First, I schedule a call with the client to ask questions -sometimes 𝘢 𝘭𝘰𝘵 of questions – to ensure I understand what kind of vacation and experience they are looking for. Alternatively, prospective clients can fill out my online form to collect some of the key information.
Many of my basic questions include the following (and many more!), depending upon your proposed destination:
- Is a swimmable beach important, a walkable beach, or a simple ocean view?
- What kinds of activities would you like to engage in on your vacation?
- What was the best travel experience you ever had?
- Do you prefer an escorted (guided) tour, or would you enjoy the independence of a self-drive?
- What are some of your Bucket List items?
2. I outline the process of working with me, including any fees, which depend upon the complexity of the trip.
- For single location / family / couples trips, the Travel Planning Fee is $150.
- For groups or what we call “F.I.T.” trips, where I research and book each component individually (like a European driving tour), usually $250.
Why fees? Because as a licensed, insured, and trained professional, my time is valuable. I conduct ongoing professional development on best practices in the industry as well as with my locations I specialize in to ensure that I am bringing value to my clients.
3. I send the client an intake form collecting contact information and other information pertinent to travel. This way, I have it at the ready when it’s time to book. Often, quotes from suppliers are time-sensitive and the lack of something like a passport can derail the booking process, resulting in higher airline prices and decreased availability.
Research Process
4. Next, I conduct research to find the best, current options for my clients, based on what they are looking for and their budget.
I generally present my clients with the 3 best options that meet their expectations. It is important to me that I am presenting the most up-to-date information. Therefore, I always conduct customized research for each trip, ensuring my information is up-to-date.
5. When I am certain I can meet my client’s needs and interests, I share my Travel Services Agreement. This includes the Terms & Conditions outlining my role as your travel consultant and invoices the aforementioned fees.
For your Peace of Mind: My Travel Services Agreement, written up by my attorney, assures you that I am a dedicated travel professional. My New York-based business attorney specializes in the travel industry!
5. Then, I prepare a Google Doc and email the client detailing the best three options. These are based on what the client has expressed as their ideal vacation, including how the respective options meet their preferences. I also include destination-specific information they didn’t think to ask!
Pro Tip: “Adults Only” all-inclusives aren’t always Adults-Only! Sometimes, they will allow children to stay in the resort for wedding parties. Other times, one section of the resort is “adults only,” separated by a mere doorway or walkway from the “family section.” A good travel agent will know which resorts are truly adults-only, and of those, which are geared toward romantic getaways versus which are 24/7 parties!
Narrowing it Down & Booking
6. From there, we may schedule another call if appropriate to discuss the various options and pricing. We also narrow down the options to the single best choice for the client. Sometimes, the ideal itinerary is so obvious that we can do this part over messaging or email.
7. Then, we book the trip! I use a secure system -the same one in which all of my client information is stored and in which our communications take place- to invoice the trip from the supplier(s). The client tell me exactly how much to pay, based on the necessary downpayment, and I make it happen!
Training
Of course, there is a lot of knowledge, research, and training constantly running in the background on my end. As far as effort on the client’s part, however, it’s pretty low-key! My job is to make your vacation easy and seamless for you, starting from the first contact. I am here for you all the way through your travel and home again.
That said, I spend hours upon hours (and a lot of money) training with my preferred suppliers and destinations, in addition to maintaining certification with The Travel Institute, the American Society of Travel Advisors, and Cruise Lines International Association. Like any business, we have conventions, trainings, and professional development to be on the cutting edge of the industry.
I also have contacts -literally all over the globe- that can provide current destination-specific insight, so that when you book your travel with me, I will ensure you will know just what to expect!
Commission
As for how travel agents get paid, suppliers often pay a commission, usually anywhere from 5% for hotels to 16% for cruises (airlines do not pay commission at all). Depending upon the nature of the trip and the amount of research involved, a travel agent may charge fees. Most travel agents I know charge hundreds of dollars in planning fees to compensate their valuable professional services.
So there is the curtains pulled back, my friends! What lingering questions do you have about working with a travel agent? Ask in the comments below & I’ll be sure to answer them. No secrets or mysteries here – just a love for travel and helping families make memories to last a lifetime!
Kimberly R. Brownlee, Certified Travel Associate
Kimberly is your Kansas City Travel Agent, specializing in Mexico All-Inclusive, Hawaii, Disney, and Universal Vacations.
Contact Kimberly today to set up your free initial consultation.
Call / Text 816.866.8883
Kimberly@NextAdventureVacations.com
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