Travel Planner: Strategies For Success In The Industry

If you're someone who loves to travel and is always on the lookout for a good deal, you might be thinking about how to become a travel planner or travel agent. The good news is that you don't need a college degree or certification to get started, although some training and knowledge of the industry are recommended. Travel planners are usually self-employed and work from home, deriving their profits from service fees. Travel agents, on the other hand, often work for agencies and are paid an hourly wage, with additional income from commissions. Both roles involve helping clients make travel arrangements, suggest destinations, book flights and hotels, and create travel itineraries. To succeed in either role, it's important to have strong interpersonal skills, knowledge of the travel industry, and the ability to communicate effectively with clients.

No degree required

The good news is that you don't need a degree to become a travel planner or agent. However, there are some important steps to follow and skills to develop to increase your chances of success in this career.

Firstly, it is highly recommended to obtain accreditation from established companies such as ARC, CLIA, and/or IATA. While not completely necessary, this can give you a competitive edge. Additionally, a few states like California, Florida, and Iowa require a "Seller of Travel" certificate, which you would need to apply for.

Developing your interpersonal skills is crucial for success as a travel planner. Effective communication and building rapport with clients are essential for gaining and retaining customers. You should also be responsive to their inquiries and go the extra mile to ensure their satisfaction.

Research skills are also important. You should be able to compare prices, stay updated on travel trends, and research deals on hotels, flights, and events to get the best value for your clients.

Marketing and sales skills will help you promote yourself and your business. Creating marketing materials, networking with potential clients, and identifying client needs are all part of the job.

You should also have basic knowledge of destinations, sales, itinerary planning, and booking software. This knowledge will be crucial when creating memorable trips for your clients.

Finally, consider choosing a niche. Specializing in a specific location or type of travel, such as sustainable or romantic getaways, can help you attract clients and build a loyal customer base.

Get accredited

While there are no specific requirements to become a travel planner, accreditation of various kinds through established companies like ARC, CLIA, and/or IATA is highly recommended. Obtaining accreditation will give you a leg up when applying for jobs and increase your potential salary.

Certified Travel Associate (CTA)

The CTA certification from The Travel Institute is for travel agents who have completed a training program. To qualify, you must have at least one year of industry experience or complete the Travel Agent Proficiency (TAP) test, a two-hour proctored test consisting of 100 multiple-choice questions. The training program includes courses about office skills, consumer-focused professionalism, and specialized travel sales techniques. To keep the certification, relevant continuing education is required.

Certified Travel Counselor (CTC)

The CTC certification is also from The Travel Institute. To qualify for this program, you need at least five years of experience and a CTA certification. The courses included in this training program focus on consumer relationships and marketing, and the classes discuss effective presentation tactics, productive management of office politics, and the development of marketing strategies. To maintain the certification, relevant continuing education is required.

Certified Travel Industry Executive (CTIE)

To qualify for the CTIE certification program, which is also from The Travel Institute, you can have at least five years of experience in the field. Courses included in the program cover advanced elements of travel business management, including marketing management, bookkeeping, mutually beneficial conflict resolution, and the logistics of travel law. You have up to 18 months to complete the program.

ASTA Verified Travel Advisor (VTA)

The ASTA Verified Travel Adviser (VTA) certification program from the American Society of Travel Agents can broaden your knowledge of legal and ethical issues and boost consumer trust. This program comprises nine courses, including a legal overview of the travel agency industry, ethics for travel advisors, U.S. travel agency regulatory compliance, and agency relationships and law. The curriculum includes a thorough analysis of the code of ethics of ASTA. There is a fee to participate in the VTA certification program, and to maintain your VTA certification, you must renew your membership every year.

Accredited Cruise Counselor (ACC)

The ACC certification, which is offered by the Cruise Lines International Association (CLIA), is for CLIA-affiliated agents. To qualify for this certification, an active Individual Agent Member (IAM) is required. You have two years from the date of registration to complete the certification requirements and submit documentation. The requirements include 40 credits in CLIA online or live courses or seminars, 80 credits from electives, attendance at a CLIA live training event, and achievement of the Travel Institute's CTA designation. To maintain the ACC credential, an active CLIA IAM status must be kept up.

International Air Transport Association (IATA)

IATA decides who should distribute air travel products and how they should go about it. It supervises travel businesses by suggesting standards, such as IATA codes (numbers) used for reservations, ticketing, scheduling, and documentation. To get access to airline inventories, a travel agency is supposed to undergo verification by IATA. IATA-certified agents must commit to industry ethics codes and meet general industry procedure standards.

Full IATA Accreditation

The full IATA accreditation package is for travel businesses worldwide that support airline ticket issuing on behalf of suppliers. The IATA agent number introduces the travel business to other IATA airline members with a single Sales Agency Agreement and provides access to IATA's BSP, an invoicing and payment interface. There are three types of full IATA accreditation: GoLite, GoStandard, and GoGlobal. To apply, you must submit various documents, including proof of general business operations, qualifications, and financial viability, and pay a registration fee.

IATAN Accreditation

IATAN stands for International Airlines Travel Agent Network and is used for US-based travel businesses only. It enables any travel business or representative to issue flight tickets. To apply for an IATAN number, you must provide ARC (Airline Reporting Corporation) approval, proof of a current business license, proof of ownership and legal form of the business corporation, and proof of two years of experience. Once you have filled in and notarized all the documents and added them to business activities proofs, submit them directly to the IATAN submission email. After processing the documents, IATAN will send instructions on registration fees.

Choose a host agency

Choosing a host agency is an important step in becoming a travel planner. A host agency can provide you with the necessary resources, support, and credentials to succeed in the travel industry. Here are some factors to consider when choosing a host agency:

• Experience and Reputation: Opt for a host agency with significant industry experience and a solid reputation. This ensures they have the knowledge, valuable contacts, and supplier relationships to support your business.
• Size of the Agency: While small host agencies have their benefits, consider choosing a medium to large-sized agency with a higher number of agents. This typically translates to more benefits and better deals from suppliers due to their larger sales volume.
• Memberships and Accreditations: Look for host agencies that are members of reputable associations, such as the American Society of Travel Advisors (ASTA) or the Professional Association of Travel Hosts (PATH). Additionally, check for important accreditations like IATA/IATAN, ARC, and CLIA, which will enable you to book air tickets, sell airline tickets, and book cruises.
• Training and Education: Choose a host agency that provides comprehensive training and education programs, especially if you are new to the industry. This includes general business knowledge, industry-specific information, and ongoing education for experienced contractors.
• Commission Structure: Understand the commission structure offered by the host agency. While a higher commission percentage may seem attractive, it may come at the expense of the support level or higher fixed fees. Look for a balance between the commission offered and the support provided.
• Technology and Tools: Select a host agency that provides access to user-friendly technology and digital tools, such as accounting software, marketing software, lead generation engines, and consumer-facing websites. This will streamline your work processes and save you time.
• Supplier Relationships: Review the list of preferred suppliers, including airlines, cruise lines, hotel chains, and tour operators that the host agency partners with. Ensure that their offerings align with what you intend to sell to maximize the benefits of these relationships.
• Level of Support: Assess the level of support provided by the host agency. If you are new to the industry, you may require more training, mentoring, and guidance. Experienced agents, on the other hand, may prioritize higher payouts and benefits from large suppliers.
• Errors and Omissions (E&O) Insurance: Consider a host agency that offers E&O insurance, which protects you from the costs of lawsuits arising from professional mistakes. This type of insurance is valuable in the travel industry, where errors can occur.

Remember, the key is to find a host agency that aligns with your specific needs and expectations. Take the time to research and compare different host agencies before making your decision.

Develop interpersonal skills

Developing strong interpersonal skills is crucial for success as a travel planner. Here are some tips to enhance your interpersonal skills and increase your effectiveness in this field:

• Effective Communication: Cultivate clear and concise communication with your clients. Ensure you understand their needs, preferences, and budget constraints. Ask probing questions during consultations to draw out their expectations and tailor your planning accordingly.
• Decision-Making: Be prepared to make informed decisions quickly and efficiently. When dealing with travel arrangements, you may encounter unexpected delays, cancellations, or changes. Your ability to adapt and make timely decisions will ensure a smooth experience for your clients.
• Time Management: Juggling multiple clients and tasks requires excellent time management. Prioritize your responsibilities, pay attention to deadlines, and set aside time for administrative tasks to avoid last-minute rushes.
• Organisational Skills: Develop systems to organize client information, itineraries, and travel details. Efficient organization will help you access relevant data promptly and make informed suggestions to your clients.
• Problem-Solving: Anticipate potential issues and be ready to troubleshoot. From flight delays to accommodation hiccups, your problem-solving abilities will be instrumental in addressing unforeseen challenges and maintaining a positive travel experience for your clients.
• Negotiation: Hone your negotiation skills when dealing with vendors, suppliers, and partners. Negotiating favourable rates and packages for your clients is a valuable asset. Additionally, these skills will assist you in managing client expectations and resolving conflicts calmly and professionally.
• Customer Support: Provide prompt and responsive customer support. Address your clients' queries, complaints, and concerns in a timely manner. Take immediate action to rectify any issues and maintain a high level of customer satisfaction.
• Attention to Detail: A keen eye for detail is essential when reviewing travel policies, cancellation terms, and other fine print. Entering accurate client information and ensuring error-free bookings will contribute to a seamless travel experience.
• Cultural Sensitivity: As you may be dealing with clients from diverse cultural backgrounds, it is important to be respectful and sensitive to their unique needs and preferences. This awareness will help you create inclusive and enjoyable travel experiences.
• Team Collaboration: Effective collaboration with your colleagues and stakeholders is vital. Share insights, exchange information, and support each other to provide cohesive and exceptional service to your clients.

By focusing on these interpersonal skills, you will be well-equipped to handle the diverse responsibilities of a travel planner and deliver outstanding service to your clients.

Research planning and budgeting techniques

Researching, planning, and budgeting are essential skills for any aspiring travel planner. While the specific techniques you use may vary depending on your clients' needs and preferences, here are some general guidelines to consider:

Understand Your Clients' Preferences and Requirements:

Start by having in-depth consultations with your clients to understand their travel goals, budget, and any specific interests or activities they want to include. This information will guide your research and planning process.

Research Destinations and Activities:

• Based on your clients' preferences, research potential destinations, including countries, regions, or specific cities. Look for unique experiences, cultural attractions, and activities that align with their interests.
• Consider the local laws, customs, and any travel advisories or restrictions for each destination. This is especially important for international travel.

Create a Detailed Itinerary:

• Develop a day-by-day or week-by-week itinerary that outlines the places your clients will visit, the activities they will participate in, and the transportation and accommodation arrangements.
• Include a mix of popular attractions and off-the-beaten-path experiences to create a well-rounded trip.

Determine Costs and Create a Budget:

• Research the costs associated with transportation (flights, trains, car rentals, etc.), accommodation (hotels, Airbnbs, hostels, etc.), meals, entrance fees for attractions, and any other relevant expenses.
• Create a comprehensive budget that outlines the expected costs for each category. Be transparent about the pricing and offer alternatives if certain options are too expensive.

Consider Travel Insurance and Health Considerations:

• Discuss the importance of travel insurance with your clients and help them find suitable coverage options.
• Research any necessary vaccinations or health precautions recommended for the destinations they will be visiting. Provide this information to your clients and ensure they are adequately prepared.

Use Planning Tools and Resources:

• Familiarize yourself with travel planning tools, such as booking platforms, travel agency resources, or itinerary management software. These tools can help you streamline the planning process and make informed decisions.
• Stay up to date with travel blogs, forums, and industry publications to discover new destinations, learn about changing travel trends, and find hidden gems that can enhance your clients' experiences.

Remember, as a travel planner, your goal is to create a customized travel experience that meets your clients' expectations within their budget. Flexibility and creativity are crucial, as you may need to adapt your plans based on your clients' feedback and any unexpected changes or challenges that arise during the planning process.

Frequently asked questions