You have to have a good conversation with your travel agent to start the trip planning process.
We're assuming that for simple trips, airline tickets, or hotels, you've been able to fend for yourself on the internet. But if you're planning a complicated trip or a custom itinerary or special access to hard to get venues, you'll want that travel agent, and you'll want your travel agent to know what YOU want.
Your first conversation can be by phone or in person. If you call them and they don't have time right then, schedule an appointed time when you can talk to them or find another travel agent.
You can have your discussion just with e-mail. We often contact travel specialists in the country we will be visiting. All the same tips still apply, just put everything in your e-mails instead of into your conversation.
Be sure you feel comfortable with them, that they understand what you want. You can talk to more than one travel specialist. Choose the one who will seem easiest for you to work with.
Tell them what you want, what you like... what you don't like. What you want to see on your trip, what you want to do. Use e-mail to "get it in writing" so you're both on the same page.
Let them get to know you a little so they'll know how to plan for you. They need to know your personality.... Are you outgoing and independent, or do you want a guide who will pave the way for you? What are your hobbies?
Can you walk all day...? What is your physical condition? Be honest about this. When we went to Madagascar they asked us... and with good reason. Our hike through the Tsingy was the closest thing I'll ever want to come to rock climbing. If we hadn't been in good shape, we couldn't have done it, and we would have wasted that time.
If they're arranging a guide for you, emphasize that you need a guide you can understand. If you find that you can't when you're on your trip, contact your travel agent or their local contact immediately. They should be able to make new arrangements.
Here's another example from our Madagascar trip.... the guide that met us at the airport was really not that fluent in English. We talked with the local agency, and the next morning we met Rita, a wonderful guide who was easy to understand and fun to be with. She knew about the birds and animals and geography of Madagascar too. The trip was much more successful because of her.
Let them know what your budget is. Most agents deal with hotels and cruise ships at all price levels. Your travel agent needs to know what you can afford. Don't be shy if your budget it tight.... ours is. When we've used travel specialists, they've always been able to come up with a good plan for us... but you have to work together.
A good travel planner will be able to suggest ways to plan within your budget. They will be making a commission from your booking, but it is worth it to you for complicated itineraries or trips to remote locations. They may even charge you a service fee. That's OK too... then they may be able to steer you towards more reasonable accommodations.
Allow enough time to plan. Your travel agent may come up with an itinerary that is close to what want, but not exactly right. Feel free to discuss it. They can make changes, but only if you've allowed enough time for the process.
Talk to your travel agent. Work with them, and you'll have a great trip.
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