How to Best Work with A Travel Advisor

Planning a trip can be incredibly exciting...but also a bit stressful. That’s why using a professional, like a travel advisor, is the best way to go if you don’t want an off-the-shelf tour and are keen to make the most of your vacation time and budget. Travel advisors can help you to design the perfect vacation that meets all of your wants and needs, taking the guesswork and juggle of details and reservations out of your hands entirely. For the most painless trip planning process, we’ve outlined the things you should keep in mind, and the questions you should ask, when working with your travel advisor.

What is a travel advisor?

A travel advisor is essentially a travel agent for the modern age. Some travel advisors still go by the title of “travel agent”, while others may call themselves a “travel consultant”. Besides a difference in title, travel advisors, agents and consultants function in the same basic way: they work directly with clients to plan itineraries, make reservations and provide support before and during their trip.

What a travel advisor can do for you

The biggest benefit of working with a travel advisor - instead of booking your trip yourself or working with a tour operator - is that you’ll have access to expert personalized advice. Most travel advisors specialize in certain regions of the world or types of trips. For example, some advisors may focus mostly on cruises or European holidays. Whatever their specialty, travel advisors have lots of experience working with travelers of all kinds in planning a custom itinerary or vacation package and can guide you on where to go, what do to, how to get there, and more.

Three things to keep in mind

1. They want you to have a great experience

It’s a travel advisor’s job to make sure you have a great experience. In fact, a lot of their reputation depends on client reviews and word-of-mouth referrals as they focus on building relationships with clients. It’s important to keep this in mind when they offer recommendations or suggest changes to your initial itinerary ideas that don’t necessarily align with your original vision. However, don’t be afraid to discuss all of your ideas, wants, and needs with your advisor so they can help craft the perfect itinerary. 

2. They don’t get paid until you travel

It’s important to respect a travel advisor’s time and advice. They don’t get paid their service fee until after you complete your trip, which is different from tour operators who collect full payment in advance. That said, they aren’t a free resource for all travel-related questions you may have. If you don’t plan on paying for their services, then it’s best to look at free online resources like those on Travelstride.

3. Phone calls are better than emails

While emails may seem like an easier way to plan a trip, it’s not actually that efficient. Having a 30-minute phone call with your travel advisor will get the ball rolling much faster than emails spread out over a few weeks because you can cover all of your questions up front. Besides that, a lot of travel advisors get contacted by travelers who may just be in the exploratory phase and not actually interested in booking a trip. They will deprioritize these customers over ones that have shown a stronger interest. In this case, calling your advisor directly will show them that you’re eager to get started, meaning you’ll get a faster response and better service.

Questions to consider 

There are a few things you should ask yourself before speaking with your travel advisor. By answering them in advance, you'll be able to get the most out of your trip planning experience. 

What’s my budget?

It’s important to be realistic when it comes to your budget. And this is one of the first things you should consider before speaking with your travel advisor or moving forward with any trip planning. 

There are many “hidden costs” that can increase the price of your trip- a great tour is more than a flight and hotel. Things like drivers, snacks, and entry tickets to attractions will add to the final cost. Your travel advisor will try their best to accommodate all your requests within your given budget but it’s not always feasible. 

However, there’s a silver lining: your travel advisor will have access to discounts on hotels, tickets and more. They’ll also help you make the most out of your budget and won’t send you on over-priced tours, to expensive restaurants that hand out referral commissions or exorbitantly-priced souvenir shops. 

We recommend coming up with a soft and hard total budget to give your travel advisor. The soft budget is what you expect to pay, whereas the hard budget is the absolute maximum you can afford. It’s good to have both numbers in mind so you can remain flexible and have a bit of wiggle room to accommodate any can’t-miss activities your advisor suggests.

Where do I want to go?

Of course, this is one of the most important questions to ask yourself. Given the ever changing travel climate, it’s helpful to keep an eye on COVID restrictions. Destinations can close at a moment’s notice or change entry requirements- both of which are out of your travel advisor’s hands. 

Pro Tip: Check out our interactive map that includes global travel restrictions, visa requirements and more. 

Your chosen destination will also affect the total cost of your trip. Irrespective of flights, hotels and other costs are cheaper in some countries. Access is another factor: some destinations may require extra transportation to get there like a boat to an Amazon lodge or chartered flight to a safari park in Namibia. 

Your chosen destination will also affect your travel dates. There are “high” and “low” seasons for each place, and this can affect the cost of things like hotels and flights. High season is popular for a reason- this is often when families have vacation time (like during the summer), when the weather is best or when certain activities are possible (like seeing the Northern Lights). On the other hand, low season is great for avoiding crowds and getting better deals. If you have firm dates for when you can take your vacation, then you’ll want to consider the tourism seasons when picking your destination.

What type of trip do I want?

No two travelers are the same, which is why it’s a good idea to have an idea of your preferred style of travel and interests before meeting with your travel advisor. Do you want a culturally immersive experience or one with lots of adventurous and physically challenging activities? Are you a wine lover, a hiker, or a scuba diver? Perhaps you want a restful retreat to recharge your batteries rather than a packed itinerary that will exhaust them. 

Here are a few things to think about:

• How much physical activity can you can handle/want to do
• Your favorite activities and interests (see our list here)
• Whether you want to see classic highlights or off-the-beaten-track attractions
• What type of accommodation you prefer
• What pace you’d like to travel at
• How independent you’d like to be on your trip (ie. do you want a guide)
• What modes of transportation you prefer 

What are my must-haves?

After you’ve done some research on your chosen destination(s), you’ll probably have a list of things that you really want to do and just can’t miss. These are your non-negotiables and your travel advisor will build your itinerary around them. For example, you might be planning a trip to Peru to check Machu Picchu off your bucket list but only want to stay in luxury accomodation- in this case, your advisor will know not to plan a Inca Trail trek that involves camping and will skip stops that only offer homestays.

Your advisor may recommend prioritizing your must-haves if there are too many of them to fit into your timeline or budget. In this case, rank your ideas in order of importance to you so your advisor can have an easier time creating an itinerary that meets all of your wants. 

What am I willing to be flexible about?

There’s a difference between “wants” and “needs”. When planning your trip, you’ll need to determine which ideas are actually just wants, meaning your vacation will be just as enjoyable if you skip those things. Besides activities, this can also include dates and timing, accommodation type, type of transportation, among other things. 

It’s best to be as flexible as possible and listen to your travel advisor’s expert advice. They have lots of experience planning trips for people with similar expectations as you, and will know what will work best, what’s realistic in terms of your budget, and how to maximize your vacation time. 

Do I need any extra accommodations?

Some travelers may need their advisor to accommodate situations like medical concerns, physical handicaps, or young children. It’s crucial that you outline these needs in the first conversations with your travel advisor so they can keep them in mind throughout the entire planning process. 

There are some things that you may not even realize need accommodating. For example, if you require a CPAP machine while sleeping, your advisor will make sure to only book you in hotels that are in an area with stable power grids or have backup generators. Because of this, it’s a good idea to take note of anything and everything you think may pose a risk to you or travel companions so you can discuss them with your travel advisor.

COVID and trip planning 

The pandemic has certainly complicated things when it comes to international travel. Now more than ever a travel advisor is an invaluable resource for navigating the changing restrictions. Your travel advisor can keep an eye on the visa, vaccination, testing, and quarantine requirements for your destination and will update you if there are any last-minute changes. They’ll also notify you of flight delays and other cancellation issues that may arise. 

COVID travel resources >>

Be aware that your travel advisor is generally not responsible for any cancellations or disruptions that occur during your trip due to COVID. However, they will advocate on your behalf for refunds and reduced change fees if necessary. Some travel advisors offer the option to purchase travel insurance to cover your trip, although you may want to buy it separately through a different insurer. 

Travel insurance & COVID>>