Booking and Planning a Trip, Full Disclosure for the Best Experience

In the last post we discussed things to think about before you talk to an agent about booking a trip.   Once you have decided on a type of trip you need to narrow the focus and get into details that may make or break that overall experience of your vacation.

Although your TA will likely ask you about most of the subjects covered, don’t be shy to ask about specific accommodations you may need or questions about things that are unclear to you. Remember, one of the benefits of booking through a travel agent is helping you meet individual needs with honest, knowledgeable advise.

  • Make sure you fully understand what documents you are responsible for:
    • Travel agents can organize flights and airport pickups and drop off but the traveler is the one who must arrive with all their legal documents, tickets, and baggage at the ready. If you don’t completely understand what you need to have with you, don’t hesitate to ask!  your TA to go over it and it’s always a good idea to write everything down.
  • Discuss the trip accommodations and extras and be sure that you are getting what you need to make your trip a success:
    • Ocean cruises offer a vast array of options that most people aren’t used to and /or don’t know are available.
    • Adjoining rooms for extended families, different dining times and table sizes. Does anyone in your party have special needs like dietary restrictions or physical limitations that will impede your trip?   These issues need to be covered in advance and if it is a modified room you may need to act quickly as these are limited in number and tend to book up quickly.
  • I am bringing this up again because it needs to be addressed. Discuss any accommodations you as an individual may need!
    • Even if you think you will be accommodated for, you may not be! This is not Walmart or Starbucks in a major US city.  It is a surprisingly common problem that a client’s with physical handicaps do not plan ahead or know what they are getting involved in and their trip is severely hampered. For example, perhaps one of your party is wheelchair-bound but your room isn’t handicap accessible. Perhaps one of your party is allergic to shellfish and part of the tour you take includes a lobster dinner. A surprising case came in when an american woman vacationing in Europe complained that many of the tours were not “RASCAL accessible” and that the food portions were not enough for a woman her size. Be sure to mention allergies, health concerns, alternative modes of transportation, and anything else that may need to be accounted for.
    • If you show up with a wheelchair or electric scooter without the proper paperwork you may be denied boarding.  This is reality and NO refunds will be offered because you did not plan ahead.
    • Think long and hard about the method of travel that you are planning as well if you are physically limited.  Europe has many cobblestone roads.  If you are in a wheelchair or use a walker and are not used to walking long distances this is not a great idea for a trip.
  • Ask about the culture of the place your visiting
    • As mentioned before, a travel agent accumulates knowledge about different places through their own customer reviews and experiences. See if they have any places they would recommend visiting or things you should avoid. See if there is anything you should try or be wary of when immersing yourself in a different culture. (We will discuss more about tourist safety in a later article.)
  • Go over emergency precautions and safety tips
    • Hopefully nothing happens when you are on vacation and this is the vast majority of peoples vacations but just in case, most travel agencies offer travel insurance.  It is important to discuss these options with your agent so that you know what to do and who to call. If you are in a foreign country and are unsure of what to do, it is best to go to your country’s embassy or call your agent. (If it is an emergency the first choice is more recommended.)
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