The trips that fall apart are rarely the ones with a packed schedule; they are the ones where nobody agreed on the basics before money changed hands. A family of nine once arrived in a city where two of them expected a beachfront hotel and the other seven did not, which is the kind of gap this checklist closes in a single afternoon.
Before you reach out: gather the basics
The first message I send asks for a handful of things. Having them ready saves a week of back and forth.
- Pick a destination, or a shortlist if you are still deciding.
- Note rough dates, and whether they can shift by a day or two.
- Set a budget range per household, not only a total.
- List who is travelling, with ages.
- Write down the one or two things the trip must include.
I work through this list with people who have nothing decided yet. Treat it as preparation rather than a test.
The first conversation: what half an hour covers
We talk for fifteen to thirty minutes, by call, message, or whatever suits you. By the end we have a direction instead of a wish.
- Confirm the style of trip you actually want.
- Separate the non-negotiables from the nice-to-haves.
- Talk through pacing, so the days fit the people in them.
- Decide what you would like me to handle and what you will keep.
Nothing is booked at this stage, so the conversation stays free of pressure. You can change direction without losing a deposit, because no deposit exists yet.
Booking and money: how the payments work
This is the stage where costs become clear. It is worth reading slowly.
- I send a proposal with costs broken down item by item.
- You approve the plan before anything is reserved.
- Deposits and staged payments are scheduled around your dates.
- I confirm each booking and gather the paperwork in one folder.
My service carries no planning fee, because the hotels and partners on your itinerary pay me. That is how I can pass on upgrades, breakfast for two, and credits when they are available.
| Stage | You | Me |
|---|---|---|
| First message | dates, budget, who is coming | questions and a direction |
| Planning | approve the proposal | research, hotels, logistics |
| Booking | pay deposits on schedule | confirmations and documents |
| Travel | enjoy the trip | support if plans change |
| After | share your feedback | save your preferences |
While you travel: who is on call
Before departure you receive an itinerary that keeps flights, addresses, and contacts in one place. It becomes the only document you need to open.
- A single document listing every reservation and its reference.
- A direct line to me for the whole trip.
- A plan for delays, missed connections, or a changed room.
- Local numbers in case you need help on the ground.
You reach a person who already knows the trip. No call centre, no script, and no repeating yourself.
The itinerary is built to be read on a phone in a taxi, with the useful detail first. Addresses, references, and local numbers sit near the top rather than buried in a wall of text.
After you return: saving what worked
The last step is short, but it shapes the next trip. A few minutes here saves hours later.
- Tell me what you loved and what you would skip next time.
- I record your preferences for future bookings.
- Repeat travellers can start again with one message.
These notes are the reason a second trip moves faster than the first. I am not starting from a blank page, and your preferences are already on file.
What I can take off your plate
Once we are working together, most of the logistics sit with me. I regularly handle:
- custom itineraries built around your pace
- hotel selection and booking
- flights when they are bundled with a stay
- cruise and yacht arrangements
- all-inclusive resorts
- rail routes and airport transfers
- car hire and private drivers
- guided tours and day excursions
- travel insurance
- concierge requests before and during the trip
If something you want is not on this list, ask. I can usually arrange it or point you to someone who can.
Work through these steps as soon as you have a rough window, which for a summer trip usually means about six months out and for a holiday week closer to nine. If you are booking inside two months, start with money and booking, then fill in the rest as the trip comes together. Earlier is calmer, but late is still workable.