Selling Travel and Vacation Planning

Quoting travel

When someone contacts you for a quote, don’t delay in getting back to them! They more than likely have checked into pricing on their own or have requested quotes from other agents or suppliers.

Clients will normally request quotes from many agencies at the same time. They want an immediate answer. “The early bird catches the worm!” Respond as quickly as possible! Call the client, introducing yourself and let them know when you will be able to get back with them.

It is always best to call your client directly if you have been provided with their phone number. This will begin a personal relationship and set you apart from all the other agents who only respond through email.

On the following page you will find a sample response letter., keep in mind your response should be friendly, and professional.

You will find some example emails that you can use to respond to clients on the TIPS page

Gathering information

When quoting travel, many people will not know exactly what they want, which is why they are coming to you—the expert. It is important to listen, but also to ask the right questions so you can make the best recommendations for them.

For a Walt Disney World vacation, this is some of the information you will need:

Departure Date/ Return Date
Number of Adults
Number of Children with ages
Birthdates
Is there a particular Resort they are interested in?
What type of room are they looking for? Standard or preferred? Would they like a room with a view?
How many days would they like to visit the parks? Do they want to visit one per day or multiple parks in the same day?
Are they interested in including a Dining Plan
Does your client have any Special Needs?
Will they be flying or driving? Would they like a rental car, shuttle service or private car service to/from the airport?
Would they like Trip Insurance?
What is their budget (not including transportation to get there)?

The last point is often the most difficult to get an answer to. Instead of “What is your budget?” consider asking “How much are you comfortable spending on this vacation?” It shows you are concerned for their comfort and it’s not just about the money. With so many options, knowing what price they have in mind will help you focus on something realistic for them.

If a client really can’t say, start with a moderate resort to judge their reaction and adjust accordingly.

Also, include add-ons such as the Dining Plan and Memory Maker. It’s easy to take those out to save the client money, but harder to add in later once they have a lower price in their head.

Don’t forget about upsell opportunities such as the Deluxe Dining Plan, water parks, or AfterHours Party tickets. For a cruise, remember to recommend a pre-cruise hotel and transfers. Plus, always recommend travel insurance.

For other destinations many of the questions are the same, with some important differences.

For Caribbean and other Destinations:

Departure Date/ Return Date
Number of Adults
Number of Children with ages
Birthdates
Where will they be traveling too?
Is there a particular Resort they are interested in?
Does your client want an All-Inclusive Resort?
What type of room are they looking for? Standard View, Ocean View, etc.?
Does your client have any Special Needs?
What Airport will your client be flying out of? Preferred flight times?
Do they want special Transfer accommodations?
Do they have a passport?
Would they like Trip Insurance?

For Cruise Clients:

Departure Date I Return Date
Number of Adults
Number of Children with ages
Birthdates
Where will they be traveling too?
What type of Stateroom are they looking for? Inside, Ocean View, Balcony, Suite?
Does your client have any Special Needs?
What Airport will your client be flying out of? Preferred flight times?
Do they prefer early or late dining?
Do they have a Passport?
Would they like Trip Insurance?

How to create a Disney Vacation Package quote

Creating a Quote

Quotes MUST always be provided in writing. In most cases, it is recommended to provide a formal quote and not just an email. The exception is for a cruise when an email may suffice when comparing category prices. However, you MUST present a final quote prior to booking any vacation.

Disney Quotes

For Walt Disney World, there are preferred 2 options when providing a quote:

You can write up a quote on a Quote Form Template (provided by agency). That works well
when presenting only one resort.
The other is to create a Guest Copy PDF from Disney’s site.
- Save it to your computer and open it in Adobe Acrobat
- “Stamp” the file with your information. (Agency will provide branded and personalized Stamp jpg file for you to use).
- Be sure to watch the training videos on creating a quote

Walt Disney World and Disneyland

Disney Cruise

For Disney cruises, the Quote Form Template (provided by agency) is the best option.

How to create a Disney Cruise quote

Add Your Contact info to Your quotes

The agency will provide you with a graphic you can add to a PDF to personalize that document with your contact information. That graphic is called a stamp. This video will show you how to add it to Adobe Acrobat and add it to a PDF that you can then send to your client.

add a personalized stamp to a PDF

Organize your files

Naming your Quotes

You may want to institute a consistent naming format for your quotes. Doing so will make it easier for you to identify the quotes. Following is a suggested format. The important thing is that you come up with a format that works for you.

WS0719-01 Smith
“W” is for Disney World (“C” Cruise, “D” Disneyland, “U” Universal, “S” Sandals)
“S” is the first letter of the client’s last name, Smith
“07” is for the month of July — the month the quote was created
“19” is for the year 2019 — the year the quote was created
“01” means this is the first quote provide to the client

Following Up

You should always be sure that the client received your email quote and that it did not end up in junk. Offer to review it with them to be sure they understand what is included, then make any adjustments if necessary.

If they are not ready to make a decision, ask when they might be ready to. Let them know when you will be following up and be sure to do so.

Some people are just shopping around while others are more serious. Others just need a bit more time to decide. Keep notes of when you followed up and make several attempts connect. You want to make every effort, especially since you’ve already invested your time.

Convert from a Quote to a Booking

You can offer to put a complimentary hold on their package — typically 3 days. Make them aware that, with Disney, it’s only a $200 deposit that is cancellable for a full refund prior to their final payment being made. (Most providers offer similar deposits and policies). If a client knows they have some flexibility, and the booking is not set-in stone, it puts them more at ease about committing.

In addition, remind the client that you monitor all the Disney sales and if a new promotion is offered, even after they have booked, you will do your best to get them that deal (as long as their dates and room are available).

It is also good to give the client a sense of urgency. For example, if they are traveling during a busy period, they may want to decide and book before the resort they want sells out. In the spring, Disney historically has raised ticket prices.

Offering Incentives

As an independent agent, you are welcome to have your own incentive programs for getting a client to book. For example, you can offer a gift card based on the package they book. But to protect yourself, be sure they have paid in full and won’t cancel.

From time-to-time, the agency will offer incentives for clients to book with us. For example, the Free Onboard Credit promotion brings a lot of Disney cruise clients to the agency.