Step 1: Travel Inquiry
Connect With Your Potential Client
Have your clients schedule a consultation through your website or Client Travel Inquiry Form​
Travel Inquiry Response:
Here is how you should respond when someone contacts you for help with planning a trip, whether it's through social media, email, texting, phone, or even in person.
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Example: If you Have a Website:
"Hey there!
I would love to help plan your trip. Visit our website to discuss your planning details and schedule a complimentary consultation, click here: www.yourwebsitehere.com."
Be sure to include a link to your calendar so clients can easily schedule their consultations. Additionally, create a form using our client inquiry template to gather questions that will help you prepare for the meeting.
Example: If You Do Not Have a Website:
Go to Travefy, Click on Library, Search Client Travel Inquiry Form, Click Client Travel Inquiry Form, Click Share Form Link with Clients, Copy link to your message
Respond to your clients with the following:
"Hey there!
I would love to help plan your trip. Click on this link to discuss your planning details and set up a complimentary consultation: (Client Travel Inquiry Link in your Travefy Library goes here)."
By following this process, you’ll maintain a consistent and professional approach to handling travel inquiries across all communication channels.
Once the email has been sent and your client has completed the Travel Inquiry Form, prepare for your consultation on Step 2A
Step 2A: Consultation Guide
Initial Questions
Questions to ask in order to plan their trip:
Tell me about the trip you would like to plan?
Allow them to speak first before you take over the call. Encourage them to go into detail and share their expectations, as they may already address some of your questions from the guide during this conversation.
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Additional Questions to Ask If You Need More Information
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What destinations are you considering?
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Have you traveled there before?
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Are you open to other destinations within the parameters you’ve given?
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Are there any places you absolutely do not want to go to?
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Is this a special occasion?
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How many guests are traveling?
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Any children? How old are they?
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Anyone sharing a room? Who?
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What dates are you traveling?
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Are you flexible with dates?
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What is the minimum number of days you are willing to travel?
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What is your maximum number of days?
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What kind of traveler are you? Adventure, Romance, Cultural, Relaxation?
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What is most important for you to have on vacation?
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Are you vaccinated?
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Do you have a passport?
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Is your passport valid (expires more than 6 months after travel departure)?
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Any excursions you want to include?
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What is the maximum amount you are willing to spend on your vacation?
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Response if they say "They don't know" or "Don't have a budget"
**Do not end this consultation without a maximum budget**
Use this response to help them understand:
For example, it's your birthday, and you want me to create the most incredible trip experience. Even if I suggest booking a picnic trip on the moon, you would say no if the cost per person exceeds what amount? This maximum budget includes everything we discussed on this call.
Step 2B: Travel Inquiry
Follow Up Questions
Once you’ve collected all the information needed about the trip, ask yourself if this is something you can plan.
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If you feel that you are unable to plan within the parameters they provided, explain to them that you may have difficulty finding it and come up with alternatives.
Ask if they are okay with:
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A shorter trip?
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Different Location? (suggest options)
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Increasing their budget?
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Fewer Tours?
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Etc.
*If they are not open to alternatives and you are unsure about planning the trip with all the requested details, be truthful and honest to avoid unnecessary complications while researching.*
Say, “ Hearing all the trip details you’ve given me, I would like to check to ensure this is something I can plan for you before agreeing to get started. If you can give me a few days to review some things to see if I can create a trip experience for you. If I can, I will send you a follow up email to proceed. If I am unable to plan at this time, I will reach out as well.”
**Continue with the consultation so you don't have to do it again**
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Explain who the company is and who you are:​
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Provide background information on your company or the partnership with The Travel Concierge if you're just starting.
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Give background about yourself and your travel history and knowledge
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How did you hear about us? If referred, were they informed about who we are and the process?
Explain How the Trip Planning Process Works:
Explain that you will send an email with instructions on the next step and that you will need them to pay the planning fee and complete a profile confirming everything discussed over the phone.
Once you have their information completed, you will begin your research. Please allow 3-5 business days to receive trip options for Local, Caribbean, or Cruise trips, and 7-10 business days for trips to Europe, Asia, South America, or Africa.
You will provide up to 3 initial itinerary options for them to choose the best trip experience. Trip experiences may include cruise, flight, hotel, rental car, and various excursions and tours within their parameters and budget.
Step 2C: Consultation Guide
Travel Protection
Explain Travel Protection:
All trips include travel protection for unexpected circumstances, which will be added automatically. This allows for trip cancellation for any reason, with refunds back to the original payment method based on the cancellation policy detailed in the itinerary.
Travel Protection Includes:
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Cancel Trip: Refunded monies except for the travel protection fee
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Change Trip Date (Keep the same itinerary, change the date): Funds from the old trip will be transferred to the new trip. If the new trip costs less, a refund will be issued. If the cost increases, a new balance and final payment date will be provided. A new trip protection fee will be required since the protection was used for the old trip.
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Change Destination (opt for a different location): Funds from the old trip will be transferred to the new trip. If the new trip costs less, a refund will be issued. If the cost increases, a new balance and final payment date will be provided. A new trip protection fee will be required since the protection was used for the old trip. Depending on the trip request, an additional planning fee may be necessary.
Explain Trip Deposit Process:
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Planning the trip takes 3-5 business days (7-10 days for overseas trips) after payment of the planning fee and completion of the profile
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Some vendors require a deposit within 2-3 days after planning
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Deposits range between $300 and $600 per person, including all details in the trip itinerary and travel protection
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Clients must submit their trip deposit within 2-3 days of receiving the quote
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If not ready to book within 7 days after submitting the planning fee and profile, they should wait to start planning a week before having the trip deposit
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Inform them that due to fluctuating airfare and hotel rates, reservations cannot be held without a deposit. This policy helps prevent the need to restart planning if the deposit is not ready. If more than 7 days have passed without the deposit, an additional planning fee may be required to restart the process.
Once they understand the process and you have the necessary information, inform them that you will start planning their trip. Discuss the trip planning options available and ensure they know which option they prefer.
**Consultation Completed*
