Maximizing Efficiency: What's the Best Order for Booking Travel Suppliers?

Today, we're diving deep into the art of booking travel suppliers from the portals with finesse. If you've ever found yourself in a chicken-and-egg scenario, wondering whether to book the hotel before the flight or vice versa, you're in the right place. Crafting the perfect itinerary for your clients requires a mix of strategy, timing, and a dash of intuition. So, let's break down the logical order of booking travel components to ensure a seamless experience for both you and your clients. Remember, it's all about building a solid foundation and then layering the details in a way that makes sense.

Note: The instructions below are for a completely custom travel plan. Things will be way different if you're booking your client on some tour package that might take care of most of this stuff. Always, check the Jess Faves section of the Portal List to see the portals we know are solid to work with. Also, remember these are just our best practices and you are free to do whatever you like.

1. Setting the Stage: Destination and Dates

Before anything else, lock down the destination and travel dates with your client. This initial step is crucial as it sets the parameters for everything that follows. It's the canvas you'll paint your masterpiece on! If this is wishy washy, the whole plan is not stable. Get the client to commit to dates. A portion of our inquiries don't have any idea where they want to go. We actually have a service for this. We charge 2 days of travel planning to create them a pitch deck of possible vacation options to choose from. You should charge for this, as it is possible to do a lot of work here for nothing.

2. Air Travel: Booking the Skies

Once the destination and dates are clear, the next logical step is to have the client book the flights. Air travel tends to be the backbone of your travel plans, dictating the actual arrival and departure times. It's essential to secure these early on because flight availability can significantly impact your overall itinerary and budget considerations. Here at Jess.Travel we don't book flights for a variety of reasons. Why? Because there's little to no commission. There's high liability should you spell someone's name wrong or input info incorrectly. Also, until flights are secured you can't even be sure the client is going on this trip. You will do a lot of work for nothing. Our service starts when the client forwards us the flight info and pays our free. This does not mean you can't book flights or charge a service fee for it. It's just not part of our service. We will, however, consult on the flight itinerary, but make them book it.

3. Accommodations: Securing a Home Away from Home

With flights out of the way, focus on where your clients will hang their hats. Booking accommodations comes next because, like air travel, availability can vary greatly, and prices tend to increase closer to the travel date. Plus, the choice of accommodation often influences the daily itinerary, including proximity to attractions, dining, and transport options. Remember to always check for the refundable option first.

4. Ground Transportation: Navigating the Locale

Knowing where your clients are staying allows you to arrange for any necessary ground transportation. This includes airport transfers, car rentals, or even public transport passes. Deciding on how they'll move around impacts the rest of the planning process, ensuring they can get to scheduled activities and explore efficiently.

5. Tours and Activities: Crafting Unforgettable Experiences

With the logistics of flights, accommodation, and transportation settled, it's time to focus on the fun part—tours and activities! This is where you can get creative, planning experiences that align with your clients' interests and schedule. Remember, some tours might include meals or require travel time to and from the activity, so consider these details when planning.

6. Don't forget to offer insurance

Once the plan comes together, be sure to offer them insurance in writing. Travelsafe is our current preferred insurance partner, but Traveljoy also offers it's own through the software.

7. Dining Reservations: The Culinary Finishing Touches

Finally, sprinkle in dining reservations. This step comes last for a reason. Once you've scheduled tours and activities, you'll have a better understanding of your clients' availability and location throughout their trip, allowing you to choose dining options that fit neatly into their itinerary without overcommitting their schedule or missing out on included meals.

Portals and Tools to Keep You Ahead

Now that you've got the blueprint, here are a few resources and tools to help you execute your plans like a pro:

- Flight Comparison Tools: Utilize platforms like Skyscanner or Google Flights to find the best flight options if providing a recommendation.

- Accommodation Aggregators: Expedia TAP, and Ratehawk provide a list of open hotels, Bnbs and more.

- Transportation Resources: Rome2Rio can help with planning ground transportation logistics. Then go to Expedia TAP, the rental car sites, or private transfer portals for booking.

- Activity Inspiration: Viator, Project Expedition and Get Your Guide offer a wealth of tours and activity ideas.

- Dining Discovery: Use OpenTable, Google Reviews, and Yelp to find and book the best dining experiences. Tik tok is actually a great way to actually see video of the dining experience.

Remember, the key to successful travel planning is not just in the booking but in the thoughtful consideration of how each component fits together to create a seamless and memorable experience for your clients. Keep practicing, stay organized, and don't forget to enjoy the process!