Becoming an Independent Travel Planner: The Complete Guide

Tourism is an important sector of the global economy, generating considerable revenue. According to the World Tourism Organization, in 2019, there were 1.5 billion international tourists worldwide, and international tourism revenues reached 1,486 billion dollars. Additionally, domestic tourism also represents a significant portion of the tourism industry, with high attendance and spending figures.

However, the tourism and travel planners sector has been severely hit by the COVID-19 pandemic, with travel restrictions and a decrease in travel demand. According to a survey by the World Tourism Organization, in 2020, international tourist arrivals dropped by 74% compared to 2019, resulting in significant revenue losses for the tourism industry. However, with mass vaccination and improvement in the health situation, the tourism sector is beginning to slowly recover.

Despite these challenges, travel planners remain a valuable resource for travelers, offering invaluable expertise and assistance in planning and organizing their trips.

If you are passionate about travel and love organizing trips for yourself and your friends, you may have considered becoming an independent travel planner. If you are not familiar with the term, a travel planner is a person who creates customized travel itineraries for clients. Whether for a business trip or leisure, a travel planner takes care of all the details so that their clients can enjoy their trip without stress or worries.

Anyone can potentially become a travel planner, provided they have the skills, knowledge, and experience necessary to plan trips for others. However, it is generally recommended to have training or experience in the field of tourism or hospitality, as well as in-depth geographical and cultural knowledge of the destinations you plan to offer.

Travel planners must also have communication, organization, and problem-solving skills to ensure that the trips they plan meet their clients' expectations. Furthermore, they must be able to find creative solutions to accommodate each client's specific requests.

Ultimately, success as a travel planner depends on the ability to provide exceptional services to your clients and to create memorable travel experiences that meet their needs and expectations.

The information presented below is provided for informational purposes and is based on our experience with many travel planners registered on our platform, as well as opinions and advice from law firms and accountancy firms with which we regularly work. It is important to note that each travel planner possesses their own skills and approaches, which depend on their constraints and personal qualities. We wish to emphasize that this information can in no way replace the personalized advice of a lawyer or an accountant, who are the only ones qualified to guide you according to your specific needs in the development of your professional activity. When we write the term "client," it should be understood as the client that Vialala entrusts to you as a consulting service provider or the prospect that you present to Vialala as part of our client referral contract.  

A travel planner is a person who designs travel itineraries, generally for clients of a travel operator, like Vialala. In other words, a travel planner is a professional who creates personalized travel itineraries for clients based on their needs and preferences.

The role of a travel planner is to help clients plan their trip taking into account their tastes, budget, and expectations. They can provide advice on the best destinations to visit, attractions not to miss, and the best times of the year to travel. However, travel planners cannot handle the organization of flight bookings, hotel accommodations, car rentals, guided tours, and all other tourist activities related to a trip. Vialala makes reservations on behalf of the client, based on the recommendations of the consulted Travel Planner. This is explained in this article to understand our contracts.

When contracting with Vialala, the travel planner interacts with the client, advises them, and delivers their advice to the client in the form of a detailed travel journal or roadbook, compliant with the state of the Art.

It is a document used to plan, document, and guide travel by plane, car, motorcycle, bicycle, or on foot. Providing a minimum of one page per day of travel, it offers an overview of the itinerary and detailed practical information about the route, distances, geographical positions, points of interest, regions traversed, and booked accommodations. The main goal of the roadbook is to provide visual and written support to help the client plan their route and navigate safely while making the most of their journey.

The roadbook will generally contain the following information, though this list is not exhaustive:

• Basic information: Name of the traveler, departure date, planned itinerary, and duration of the trip.
• Road information: Detailed itinerary with distances, directions, changes, expected arrival and departure times, and rest points.
• Geographical information: Altitude, terrain, climate, and landscapes of the region traversed.
• Tourist information: Descriptions of points of interest, historical monuments, national parks, nature reserves, museums, etc.
• Accommodation information: List of hotels, campsites, holiday cottages, youth hostels, etc., along with their addresses, and phone numbers.
• Practical information: Tips on safe driving, weather conditions, advice for emergency travel, food and drink tips, etc.
• Cultural information: History, traditions, customs, cuisine, art, architecture, etc. of the region traversed.
• Equipment information: List of necessary equipment for the trip, such as tents, sleeping bags, gas stoves, etc.

The roadbook may be accompanied by detailed maps, photos, and diagrams to help the final client visualize the information. It might also include personal comments on the experiences of the travel planner, aiming to give the final client a better understanding of road conditions, activities, and local points of interest.

It is important to note that the roadbook may be subject to constant updates and modifications based on the evolving travel conditions, changes to the itinerary, and new discoveries until the final client's return. The travel planner must regularly verify the information to maintain this document of reference in accordance with the state of the Art. The delivery of the Roadbook will be done within the Vialala platform using the tool provided for this purpose. It will particularly detail the advice given related to the recommended tourist services.

The Law does not allow the travel planner to:

• sell a trip;
• make reservations for the client, neither for flights nor for accommodation nor for tourist activities;
• more broadly, they do not calculate prices beyond the quote they issue to Vialala for their own services;
• they are prohibited from conducting a tourist activity as defined by the tourism code;
• they do not provide support in the tourism sense, nor customer service, nor manage suppliers or their payments.     

Becoming an independent travel planner requires specific skills. Here are some of the essential skills you will need to succeed in this field:

1. Knowledge of destinations: You must have a thorough knowledge of the destinations you will offer to your clients. You must be able to provide accurate information about local activities, the best times to visit, and the best accommodation options. 
2. Planning skills: As an independent travel planner, you must be able to plan trips efficiently and professionally. This involves managing flight, accommodation, and activity bookings for multiple clients at the same time.
3. Communication skills: You must be able to communicate effectively with your clients to understand their needs and preferences. You must also be able to provide accurate and detailed information about the trips you are planning. 
4. Problem-solving skills: It is possible that problems may arise during a trip, and you must be able to find solutions quickly and efficiently. 
5. Marketing skills: As an independent travel planner, you must be able to market your business and attract new clients. This can include creating a professional website, participating in networking events, and creating content for social media.

If you wish to create an independent travel planner business, here are the steps to follow to get started in this activity:

1. Evaluate your skills and experience in travel planning: Before starting this business, you need to ensure that you have the necessary skills and experience to plan trips for others. If you do not have professional experience as a travel planner, you can begin by organizing trips for yourself and your friends to gain experience. However, being a prolific traveler does not necessarily make you a good travel planner. Many other factors come into play.
2. Conduct market research: To be successful in this business, you must understand your target market and the needs of your potential customers. Conduct market research to determine the demand for independent travel planner services in your area and the competition in this field.
3. Develop a business plan: Develop a detailed business plan for your independent travel planner business. This can include your marketing strategy, business goals, and financial projections. You can find business plan templates online to help you get started.
4. Obtain necessary certifications: Some destinations require specific certifications to organize trips. Research the necessary certifications in the destinations you plan to offer.
5. Create a professional website: A professional website is essential to promote your business and attract new clients. Ensure that your website is user-friendly and contains all the important information about your services.
6. Create social media accounts: Social media is an excellent way to promote your business and connect with potential clients. Create professional accounts on the most relevant social platforms for your business and use them to share information about your travel offers and interact with your clients.
7. Build a network of contacts: Establish relationships with other travel industry professionals, such as travel agents and hoteliers. These contacts can help you obtain discounts for your clients and enhance your credibility as an independent travel planner.
8. Find clients: Promote your business online, participate in networking events, and collaborate with other travel professionals to find new clients. You can also offer discounts for your first clients to encourage them to choose you over your competitors.
9. Retain your clients: Provide excellent customer service and deliver memorable travel experiences to your clients to retain them and encourage them to return to you for planning their future travels. You can also ask your clients to leave reviews on your website and social networks to attract new clients.

Competition is an inevitable element in the world of business. Whether you are a novice travel planner or looking to scale your business, competition can be fierce. To successfully stand out, it is essential to understand your target market, create a unique value proposition, and maintain a strong online presence. We are going to explore these key aspects of differentiating your trip planning business and how to implement them.

1. Understand your target market: to stand out from the competition, it is essential to understand your target market. The first step is to identify your ideal client. Who are they? What are their needs and desires? What motivates them? The more you know about your ideal client, the easier it will be to create a unique value proposition. Next, it is important to monitor the competition and understand their marketing strategies and sales tactics. What are their strengths and weaknesses? How do they differentiate themselves? What makes them unique? By knowing your competitors, you can tailor your own marketing strategy to stand out and meet the needs of your target market.
2. Create a unique value proposition: Once you have a good understanding of your target market and the competition, you can start to create a unique value proposition. Your value proposition is what sets you apart from the competition and gives you a competitive edge. It must be clear, concise, and compelling. To create a unique value proposition, you need to consider two key elements: the value you offer and the benefits your customers derive from it. The value you offer must meet the needs and desires of your target market. The benefits your customers derive from it must be clearly defined and explained. This could include tangible benefits such as cost savings or time gains, as well as intangible benefits such as trust or satisfaction.
3. Maintain a strong online presence: With the growing popularity of the Internet, it is essential to maintain a strong online presence to stand out from the competition. Your online presence must be consistent and professional. It should reflect your brand and your unique value proposition. There are several ways to maintain a strong online presence, including: A well-designed and easy-to-navigate website: your website should be professional, easy to navigate, and provide essential information about your business and your products or services.
4. Active social media accounts: social media is an excellent way to connect with your target market and promote your business. Make sure your social media accounts are active and regularly updated.
5. Email marketing campaigns: email marketing can be an excellent way to promote your business and maintain a strong relationship with your customers. 
6. Strong SEO: strong SEO is essential for your business to appear at the top of search results. Use relevant keywords for your business and optimize your website for search engines. 
7. In addition to maintaining a strong online presence, it is important to focus on the quality of your products or services. Offering a superior product or service is essential for retaining customers and encouraging them to recommend you to their peers. Also, pay attention to your customers and listen to their feedback. This will allow you to adapt and meet their needs, which will strengthen your relationship with them.

Finally, don't forget to maintain a positive and proactive attitude. Differentiating your business is not a quick or easy process, but it is important to persevere and stay focused on your goal. Be open to new ideas and strategies, and don't be afraid to think outside the box like your traveling clients!

By staying focused on your goal and working hard to differentiate your business, you can succeed in a competitive market.

How to apply all these points to beginner travel planners?

For beginner travel planners, standing out from the competition can seem challenging, especially in an already saturated travel industry. However, by applying the key points mentioned earlier, it is possible to create a unique and successful travel business. Here's how:

1. Understand your target market: As a beginner travel planner, it is important to determine your target market. Who are your ideal clients? Are they solo travelers, families, newlyweds, or other groups of travelers? By understanding your ideal clients, you can tailor your offerings to meet their specific needs and create a unique value proposition. It is also important to monitor competitors in your target market and understand their marketing strategy and sales tactics. How do they differentiate themselves? What are their strengths and weaknesses? What makes them unique? By knowing your competitors, you can tailor your own marketing strategy to stand out and meet the needs of your target market.
2. Create a unique value proposition: Your unique value proposition should address the specific needs of your ideal clients and be clearly differentiated from that of the competition. For example, you might offer custom-made tours tailored to each client, unique local experiences, eco-friendly accommodations, or off-the-beaten-path itineraries.
3. It is also important to offer specific benefits for your clients, such as cost savings, personalized travel advice, exceptional customer service, or special gifts. These benefits can help strengthen your business's value proposition and differentiate you from the competition.
4. Maintain a strong online presence: As a beginner travel planner, it is crucial to maintain a strong online presence to reach your target market and stand out from the competition. This can include a professional website, active social media accounts, email marketing campaigns, and solid search engine optimization. It is also important to show your expertise and passion for travel through your online presence. Share inspiring travel stories, unique travel tips, and destination photos to attract the attention of your target market and show that you are an expert in the field.
5. Finally, do not forget that the quality of your products and services is essential for retaining customers and enhancing your reputation. Make sure to provide exceptional customer service, personalized travel advice, and special offers to attract and retain your clients.

Vialala offers ongoing and free training for the profession of travel planner, which is presented here: travel planner training