Working with a Travel Advisor: Q & A

I have been in this business over the course of the last 4 years. I have noticed many clients have the same or similar questions about working with a travel advisor, so, I created a Q&A. This can help you better understand my process and how working with TCW can add value to your next vacation.

Working with a Travel Advisor: Q & A

Why should I work with a travel advisor? How should I get started?

My job is not just to design custom itineraries, I also help foster and build relationships with the best travel suppliers in the world, plus stay up to date on the lates news in the industry. The goal is to bring my clients the best value and experience on their trip. I am constantly on the hunt for the coolest and newest travel offerings for my clients. Don’t take my word for it – you can find many resources on the internet about why you should work with a travel professional, including this recent article.

Whether you choose to work with me, or another advisor, my recommendation is to first determine your travel destination, dates, preferences and budget – then book your consultation. During the consultation, we’ll discuss all these important details which offers me a chance to fully understand your goals for your trip. From there we can determine if you’d like to work with me to begin booking the various aspects of your travel, outline an itinerary, etc.

How do travel advisors get paid? Can you explain your pay structure?

As a travel advisor, my income comes from two sources:

1. Planning fees paid upfront at the beginning of the design process. These fees range from $150-500 depending on the length and complexity of the trip. For more info on the packages I offer, you can find those here.
   
   The planning fee is non-refundable and covers my time researching, booking, and troubleshooting while you travel. It also gives you access to my network of the best travel suppliers through my partnership with Virtuoso. If you do not end up booking your trip with me or do not end up going on the trip, I do not get paid in any other way. It also means I can choose products that will be the best value to my client, not just what will make me more in commission.
   
2. Speaking of commissions, that is the other way I as am compensated. For every hotel, tour, train ticket, and car rental that I book, I receive a percentage in commission from that travel supplier, but it does not mean that is more of an expense to you. For example, if you see an online price for a hotel room and then I quote you the same price, that’s already including my commission and — in most cases it – all of the amenities and upgrades available through my relationship with the supplier (that would not be available to you just as a consumer).

How long does the design process take? How far in advance should I work with you?

No two trips are alike. Depending on the length and complexity of the trip, I send initial proposals to my clients 5 – 7 days after the planning fee is paid. For trips further than a year out, I may send a proposal 2 – 3 weeks after our first consultation. It really depends on if prices and availability for the next year are available. For more info on the TCW process, you can read this post, which goes into more detail.

In addition, I would recommend beginning our consultation process based on location:

• 3-6 months in advance for domestic travel or travel to the Carribean
• 6 – 9 months in advance for most international travel, including luxury cruises
• One year or more in advance for in-demand locations like African safaris, the Amalfi Coast, or any of the European Christmas Market river cruises

Can I make changes to a proposal?

No, I am not able to book with Airbnb, or related home rental sites, for my clients. Because of Airbnb’s protection policy for their owners, the person staying at the home must be the one who secures the reservation. I also cannot vet the property to make sure it will be the best value and fit for the client. I do have access to other private home and villa rentals, and these have been vetted and if that is what you prefer.

Can you book with my points/miles?

Yes, I can book airfare using our partner air desk. If you have points or miles to use with a credit card or airline, I will send you a suggested flight you would be responsible for and ask that you forward the confirmation to me so I can schedule your additional transportation. If you still have points to use and would like to use them for your hotel, please keep in mind you will not be able to utilize any amenities, upgrades or special rate promotions I receive through my travel supplier partnerships.

Do you recommend travel insurance?

Yes, while not required, I highly recommend insurance because the money you will spend is an investment that needs to be protected. With every itinerary, I provide a cost estimate for travel insurance which can cover any medical needs that may arise while you are traveling. I have had clients that have needed medical care while out of the country and have had to delay their trip by a day because of medical emergencies. You just never know what could happen and it is better to be safe than sorry. In addition, because of COVID many destinations are requiring proof of insurance to cover any medical care or quarantine cost associated with a positive COVID case.

Can my trip invoice itemized?

Not always, each itinerary is packaged to include each element of your trip. Because of my travel suppliers contracts with their in country contacts, they legally can not share the rates available to them. Those are considered confidential so in most cases, I will be presenting you with a package price for your trip. Keep in mind these bulk rates are to the benefit of the traveler giving you the best value for your trip. There are instances where I will put an itinerary together piece by piece and in those instances will be able to give you a cost break down but that is not always the case.

What if I need to cancel my trip?

If you choose to cancel your trip after an initial deposit has been paid, you will be subject to the individual suppliers cancellation policies. Those will all be discussed with you prior to booking. This is also why travel insurance is so important. If you would like to purchase a protection policy that includes cancel for any reason, please let me know so we can price that out for you.

What do I do if something goes wrong while I am on my trip?

I’m on hand every step of the way, including while you are traveling. I want this to be as seamless and easy as possible so you can enjoy your time away. Should any needs arise, like missing a train connection, your flight is delayed, or you have a medical emergency, please contact me by phone or email so that I can troubleshoot and fix any problems. I will also give you any in-country contacts (if applicable) for you to contact in the event of an emergency.

What other information do I need before my trip?

About 8 weeks before your trip, I will send you a pdf with tips to prepare, like advice on visas, passports (including registering with the state department’s trusted traveler program for international travel), security, cash and credit cards, cell phone and WiFi usage, and packing tips. I am also available by phone or email before you leave to answer any additional questions.

When will I receive my final documents?

A hard copy and final digital copy of your itinerary will be mailed to you no later than 14 days from departure. I also will send you a link to Axus travel app – a mobile way to get in touch that offers everything you need while you are gone, including travel documents, city guides, and a messaging system.