When Working with a Travel Agent-It is Important to Prepare

So, you’ve decided to work with a travel agent—a good choice for most vacation plans. Working with a travel agent gives you someone with experience and connections to ensure you get the best value for your hard-earned dollars. Before you speak or meet with your travel agent, it’s important to prepare so the agent can help you plan your trip effectively and efficiently.

Here’s a list of items and information you should have ready when working with a travel agent:

1. Travel Dates and Duration: Provide the exact dates or narrow time frame you plan to travel, along with the duration of your trip. It is essential to help the agent find suitable flights, accommodations, and activities for your desired timeframe.  
2. Destination Preferences: Let the agent know where you want to go. If you have multiple destinations in mind, rank them in order of preference. Also, mention if you have any specific cities or regions you want to visit. It is good here to note any activities you prefer or things you would like to avoid. 
3. Budget: Clearly define your budget for the entire trip. Your budget should include flights, accommodations, activities, meals, transportation, and any other expenses you might incur. When a travel agent knows they need to stay below a figure, it greatly aids in making the proper selections. An agent wants to provide you with the best value you can afford for any vacation. 
4. Travel Companions: Inform the agent about the number of people traveling with you, including adults, children, and their dates of birth. This information helps in finding suitable accommodations and activities for your group.
5. Travel Style and Preferences: Explain your travel style and preferences. Do you prefer luxury hotels or budget accommodations? Are you interested in adventurous activities or cultural experiences? Sharing with your travel agent some previous experiences and what you liked about them is a great way to express this. Knowing your preferences will help the agent tailor the trip to your liking.
6. Special Occasions or Requirements: If you’re celebrating a special occasion during your trip, such as a honeymoon, anniversary, or birthday, let the agent know. Also, mention any special requirements you have, such as dietary restrictions or accessibility needs or medical concerns such as motion sickness. 
7. Activities and Interests: List the activities and attractions you’re interested in experiencing during your trip. This could include sightseeing, outdoor activities, cultural events, shopping, etc. The more specific you are, the better the agent can customize your itinerary.
8. Flexible Dates: If you have some flexibility in your travel dates, mention this to the agent. They can find better deals or options for you.
9. Preferred Airlines or Alliances: If you have a preferred airline or are a frequent flyer program member, share this information with the agent. They can book flights that align with your preferences.
10. Travel Documents: Ensure you have valid passports. Check the expiration on your passport before speaking with your travel agent. The best practice is to ensure your passport is good for six months past your travel dates. If you have frequent traveler numbers or memberships, share those with the agent too.
11. Emergency Contact Information: Provide an emergency contact person’s name and phone number in case the travel agent needs to reach someone in case of unforeseen situations. Most suppliers, from airlines to tours to hotels, now ask for an emergency contact on file. 
12. Health and Medical Considerations: If you have any medical conditions, allergies, or other health considerations, let the agent know. This can be important for selecting accommodations, transportation, and activities that suit your needs. Travel agents can arrange to accommodate your needs, such as requesting seating in front of a vehicle if you experience motion sickness. 
13. Preferred Communication Method: Let the agent know your preferred communication method – via email, phone calls, or a specific messaging platform. Most agents want to make the first contact via phone, in-person, or virtual meeting. 

By providing these details and being clear about your preferences, your travel agent can create a tailored itinerary that meets your expectations and ensures a smooth travel experience.  

Lisa Rossmeissl is the owner of Boomerang Escapes, a home-based agency located in Old Bridge, New Jersey with agents in TN, MS, and WI. 

She has been a professional travel consultant since 2008 and specializes in Australia and the South Pacific. Australia, New Zealand, Tahiti, Fiji, and Cook Islands are among the specialist certificates she holds.  Her agency’s focus is on creating custom itineraries with their client’s wants, desires, and budgets in mind.  She and her planners believe in getting to know the traveler to ensure they have a vacation to remember.  With each planner specializing in a different market area, Boomerang Escapes can offer a wide variety of leisure vacation planning.