How to Prepare for a Meeting with a Travel Agent

What should you do before your meeting with your travel agent?

The options are almost endless when it comes to planning a trip! To avoid getting overwhelmed, start by identifying your desires: destination, budget, type of accommodation. This will give you a better idea of what suits you and narrow down your options before your meeting.

Here’s what you can do:

• Research destinations that interest you. Are there specific tours or activities that appeal to you? The “Destinations” section of our website is a good starting point. Also, read about Emerging Destinations and Sunshine and beaches: 5 distinctive destinations.

• Ask your friends and family about their travels and the places they’ve visited.

• What kind of trip are you looking for? What pace? What type of accommodation do you prefer? Reflect on your last vacation and identify what you liked and disliked.

• Determine your travel budget.

Reflect on your last vacation and identify what you liked and disliked. What kind of trip do you enjoy? What pace? What type of accommodation do you prefer?

The importance of defining your priorities

The idea is not to arrive with a “shopping list” or take pages of notes. It’s more about advancing your thinking and informing yourself. This way, you can discuss more effectively with your travel counsellor.

Consider what will make your trip special, not just the places you’ll visit. Do you prefer a relaxing stay or a trip full of discoveries? Do you have specific expectations regarding comfort, activities, or gastronomy? The clearer you are about your desires, the better your agent can guide you.

What questions might your travel agent ask you?

During your meeting, your travel agent or counsellor will likely ask several questions. Their goal? To better understand your expectations to offer the support you need.

It’ll be easier to answer if you’ve already thought about these topics. And you won’t forget about important elements.

Here are the kinds of questions you can expect:

• How long will you be travelling? Are you thinking of a long stay or a short getaway?
• What are your travel dates? Are they fixed or flexible? If your dates are flexible, the travel agent can extend their search and perhaps offer you a better price.
• Will you be travelling with your family, with friends or as a couple?
• How many travellers will be with you? How old will they be at the time of departure?
• What destination inspires you?
• What are your needs or desires? What kind of experience are you looking for? Relaxing, playing your favourite sport, spending time with family, exploring a new culture, visiting a famous food place…
• Do you have health problems, dietary restrictions, or food allergies?
• Do you have any worries about your trip?
• Do you have travel insurance, such as annual travel insurance, group insurance, or insurance through your credit card? If so, what does it cover? Medical care, baggage, trip cancellation and interruption?

Don’t neglect this aspect. Your travel counsellor will guide you and explain your options. You will have peace of mind anywhere in the world.

What information should you bring to your meeting with your travel agent?

Your travel counsellor will need quite a bit of personal information to make your reservations. Having this information on hand at your first meeting will help you avoid delays and, above all, place an option on your favourites. 

Have these travel documents and information on hand:

• Your passport and those of the people accompanying you. Why? To know the official spelling of the passengers’ names and their birth dates. Take the opportunity to check the validity of the passports.
• Your valid visas.
• Your travel loyalty program numbers.
• Important medical information, such as allergies and any restrictions or limitations (physical or otherwise).
• The details of your travel insurance coverage, if you have one.

How long does a meeting with a travel agent last?

The duration of a meeting with a travel agent is generally determined by the type of trip you wish to book, ranging from 30 minutes to 1 hour 30 minutes. For example, a Sunshine package will take less time than a tailor-made trip. 

Therefore, your first appointment will depend on the nature of your project. If certain details are not settled during this meeting, your agent will make sure to schedule a second appointment with you to wrap things up.

A properly prepared meeting is the first step toward a successful trip. By clearly defining your expectations right from the start, your counsellor will be able to suggest solutions that are tailored to your needs. That way, every meeting brings you closer to your next trip.

Discover the benefits of working with the CAA-Quebec Travel Agency.