Planning a vacation should be exciting, not overwhelming. Whether you’re dreaming of wandering through Japan, exploring Europe, heading out on an African safari, or visiting a Disney destination, my goal as your travel agent is to make the planning process as easy and enjoyable as the vacation itself.
One of the questions I get asked most often is, “What does it actually look like to work with you?” So I thought I’d walk you through exactly what you can expect from the moment you reach out until you’re ready to pack your bags.
Work with me as your travel agent
Step 1: We Start With a Vacation Planning Call
Every trip begins with a vacation planning call.
I don’t believe in simply sending over a few hotel options and hoping something sticks. Your vacation is personal, and I want to make recommendations that actually fit you.
Our planning call gives us the opportunity to get to know one another. It’s also a chance to make sure we’re a good fit before we begin working together.
During our conversation, I’ll ask quite a few questions. Some of them are practical, while others help me understand the experience you’re really hoping to have.
Some of the things we’ll talk about include:
- What kind of traveler are you?
- Why did you choose this destination?
- What are you hoping to experience while you’re there?
- What do you typically look for in a hotel or resort?
- Are you someone who likes a packed itinerary, or do you prefer downtime?
- Who are you traveling with?
- Are there any must do experiences on your list?
- What has worked well on previous vacations, and what hasn’t?
The more I know about you, the better I can design a vacation that feels like it was made specifically for you.
Let’s Talk About Budget
One of the biggest questions I’ll ask during our call is your budget.
I know this question can feel intimidating, especially if you’ve never visited the destination before or have no idea what things typically cost.
Please don’t worry.
I’m not asking because I’m trying to sell you the most expensive vacation possible. I’m asking because I want to build an itinerary that actually works for your budget.
The last thing I ever want is to spend hours putting together a proposal only for you to open it and think, “There’s absolutely no way.”
I work with travelers across a wide range of budgets. Whether you’re looking for a luxury honeymoon, a family vacation, or a carefully planned trip that stretches every dollar, my job is to maximize the value of your budget while creating the experience you want.
Being upfront about your budget allows me to spend my time finding the right options instead of guessing.
Honesty Is One of My Biggest Priorities
One of the most important parts of working together is transparency.
I’ll always be honest with you, even if it’s not necessarily what you were hoping to hear.
For example, if you’re hoping to visit five cities in seven days, I’ll probably recommend slowing things down. Could it technically be done? Maybe. But you’ll spend so much time checking in and out of hotels, sitting on trains or planes, and dragging luggage around that you’ll barely have time to enjoy where you are.
I’d much rather help you create a trip that feels enjoyable than one that leaves you needing another vacation when you get home.
The same goes for budget expectations.
If you’re looking for five star luxury accommodations during peak season on a budget that realistically fits a three star experience, I’ll explain that honestly. Then we’ll work together to decide what matters most. Maybe we adjust the accommodations, travel during a different season, shorten the trip, or prioritize the experiences that are most important to you.
My goal isn’t to tell you no. It’s to help you make informed decisions so you’re happy with your vacation.
Your Custom Proposal
After our planning call, I’ll begin putting together your personalized proposal.
I carefully research accommodations, transportation, tours, and experiences that match everything we discussed during our conversation.
Because every itinerary is customized, this process takes time. Most custom itineraries take about one week to complete, depending on my current workload and the complexity of the trip.
I’d much rather take the time to build something thoughtfully than rush through it.
Please know, while I recommend flights in your proposal, I do not book them for you. That is your responsibly. I’m hear to answer any questions you have before you book.
Reviewing Your Itinerary
Once your proposal is ready, I’ll send it over for you to review.
Take your time looking through everything.
If something doesn’t feel quite right, let me know. Maybe you’d like a different hotel, want to add another experience, or decide you’d rather spend more time in one destination than another.
Your itinerary includes up to three rounds of revisions so we can fine tune the details until you’re happy with your plan.
This is a collaborative process, and your feedback is always welcome.
Booking Your Vacation
Once you’re excited about your itinerary and ready to move forward, I’ll send your invoice.
Depending on your destination and travel dates, this may be:
- A deposit
- A partial payment
- Payment in full
I’ll explain exactly what your payment schedule looks like before anything is booked, so there are no surprises along the way.
Once your trip is officially booked, you can take a deep breath. I’ll handle the reservations, confirmations, and all the behind the scenes details so you don’t have to worry about whether everything is in place.
What Happens After You Book?
Booking your vacation isn’t the end of the planning process. In many ways, it’s just the beginning.
One thing I always tell my clients is that no two vacations are alike, which means no two planning experiences are exactly the same either. The level of support you’ll receive after booking depends on the type of trip you’ve planned.
For example, if you’re headed to Walt Disney World, we’ll spend time discussing topics like dining reservations, Lightning Lane strategies, transportation, and everything else that goes into making the most of your vacation.
Planning a trip to Europe? We’ll likely be talking about train travel, packing for multiple destinations, cultural differences, arrival logistics, and how to make your itinerary flow as smoothly as possible.
Heading out on an African safari? We’ll go over things like packing recommendations, luggage restrictions for bush flights, visa requirements if needed, health recommendations, and what to expect during your game drives.
Taking a cruise? I’ll help you understand things like online check in, shore excursions, specialty dining, beverage packages, and what to expect before embarkation day.
Every destination comes with its own questions, deadlines, and planning considerations. My support is tailored to the vacation you’ve booked rather than using a one size fits all approach.
As your departure date gets closer, I’ll continue checking in as needed, answer questions that come up, remind you of important deadlines, and provide guidance along the way. My goal is for you to leave feeling prepared, confident, and excited, not stressed because you’re trying to figure everything out at the last minute.
Support During Your Trip
Just like your pre trip support is tailored to the vacation you’ve booked, the support you receive while you’re traveling will be too.
Every destination and supplier handles in destination support a little differently, and my goal is always to make sure you have access to the help you need as quickly as possible.
For some vacations, especially larger bucket list trips, guided tours, safaris, or group travel, you’ll often have access to a dedicated local team or a 24/7 emergency contact in your destination. I actually encourage this whenever possible, particularly if you’re traveling somewhere that’s many time zones away from where I’ll be.
Why?
Because if you have an urgent issue in the middle of the night, I don’t want you waiting for me to wake up halfway across the world. Having an in country support team means you can speak with someone immediately who knows the destination, has relationships with local suppliers, and can often resolve issues much faster than anyone else.
Of course, that doesn’t mean you’re on your own with me.
No matter where you’re traveling, you’ll always have my direct contact information. If you have a question, need advice, or something unexpected comes up, I’m only a message or phone call away.
I also make it a point to check in with you at least once during your vacation. I love hearing how your trip is going, seeing photos if you want to share them, and making sure everything is running smoothly.
My goal is for you to feel supported from the moment we start planning until you arrive back home.
I’m Here Throughout the Process
One of the biggest benefits of working with a travel advisor is that you’re never left to figure everything out on your own.
Questions will come up, and that’s completely normal.
Whether you’re wondering about travel documents, hotel options, transportation, excursions, travel insurance, or simply need advice before making a decision, I’m here to help.
Travel plans sometimes change, too. If a promotion becomes available that can be applied to your reservation, I’ll let you know and see if you’re eligible. If something unexpected comes up before your trip, I’ll help you navigate your options whenever possible.
Planning a vacation should feel collaborative. I’ll guide you through each step while making sure your trip reflects what you want, not just what’s popular online.
More Than Just Booking a Trip
At the end of the day, my job isn’t simply booking hotels or and activities.
It’s getting to know you.
It’s understanding what makes a vacation memorable for your family.
It’s being honest when something doesn’t make sense.
It’s helping you spend your travel budget wisely.
It’s answering your questions before they become worries.
And it’s making sure that when you finally leave for your trip, you can do so feeling confident that every detail has been thoughtfully planned.
When you work with me, you’re not just booking a vacation. You’re gaining a travel advisor who’s invested in making sure your trip is everything you hoped it would be, from our very first conversation until you return home.
If you’re ready to start planning your next adventure, I’d love to help you create a vacation that’s designed specifically for you.
Ready to Start Planning?
If you’ve made it this far, I hope you have a better understanding of what it’s like to work with me and how I approach planning every vacation.
The first step is filling out my Vacation Inquiry Form, if you haven’t already.
The more information you can provide about your travel dates, destination ideas, budget, travel style, and what you’re hoping to experience, the more productive our vacation planning call will be. Don’t worry if you don’t have every detail figured out yet. That’s exactly what I’m here for.
Once I receive your inquiry, I’ll reach out to schedule your complimentary vacation planning call. From there, we’ll get to know each other, talk through your ideas, and start designing a vacation that’s tailored specifically to you.
I can’t wait to help you plan your next adventure.