Travel Agent Chatter | Friday 15

This week’s Friday 15, we're welcoming Samantha from Jus Adventures! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. I continue to see it recommended that we get copies of our client's ID's. However, I am unsure of a process to do this that is secure? Or does it need to be secure? Can they just text or email me a photo? I'd love your perspective on this. - Erin
2. Can you talk about the practice of DMCs presenting quotes in gross vs net commission, and is it preferred or acceptable to request one over the other? - Carrie
3. Love the podcast! I'm just over a year in as a part time agent and have been focusing on training (supplier and host agency training), building a website, and branding. Now I'm stuck on how to build a client base. I work full time in recruitment so I know that your close network isn't always going to become your client, but I've stalled out and need some inspiration. My focus is luxury leaning travellers interested in cruising with Virgin Voyages or going on safari. I have a great background in sales, event planning, dealing with ultra-high net worth clients, and I used to live in West Africa for 5 years. I know I'm well positioned to jump start this business but I feel a little lost on selling myself. Any help? - Stephanie

RESOURCES:

1. https://hostagencyreviews.com/travel-agency-software
2. https://hostagencyreviews.com/blog/what-is-dmc-destination-management-company

This week’s Friday 15, we're welcoming Jennifer from Dugan’s Travels! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. I love your podcasts and have been a loyal listener for over 3 years. In 2023, I trained and started working as a Corporate Travel Advisor for a small agency, remotely. I took the job because thought I needed training in GDS platforms but my true desire is to run my own leisure travel agency. I work full time, have great benefits and have mastered two platforms. My question is, is there a conflict in joining a host agency to start a leisure business, while still working with a corporate agency? I spoke with one of the host agencies on HAR and got pretty far but was then told since I would have 2 IATA numbers, I couldn’t move forward. My employee handbook at work does not cover anything about other work in the travel business and I can sign up for my own personal IATA since I am an employee. I still really want my own leisure business but need the security of another income while I build my own business. I haven’t spoken with other host agencies since I was deterred by the first one. Do you have any thoughts? Thank you for your insights. - Michelle
2. I am based in South Africa/Namibia, specialising in travel and safaris in Southern Africa. Since 2018, I have been working directly with FIT clients (many of them from the USA), creating highly personalised tours and safaris for them. Recently, I have been considering offering my services to other travel advisors outside Africa (I guess that would be acting as a DMC). My question is: how does such collaboration work regarding fees and commissions? I charge my FIT clients a planning fee, and I know that many travel advisors, especially those based in the USA, also charge fees. Do DMC/travel specialists in the destination also charge fees to advisors, or would advisors prefer to work with DMCs that do not? Also, would I need to be associated with any of the hosting agencies (I am myself an independent operator), or how do advisors find their DMSs? Thank you in advance for sharing any insight into how such collaboration works. - Lenka
3. Can you give any insights on how commissions work as it relates to destination wedding bookings? I’m still new the travel [advisor] industry and curious if there are any general thoughts or advice on how this might work (especially for destination weddings booked outside of DMCs). Thank you! - Joy

RESOURCES:

1. https://hostagencyreviews.com/blog/what-is-dmc-destination-management-company

This week’s Friday 15, we're welcoming Fora! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. I am working on creating more automated processes and was wondering if there is a general "checklist" of things an agent should do before each trip? I feel like I am forgetting something and just want to be able to check things off (virtually). Things like "gather personal info", "make airline booking" "make hotel/resort booking" "confirm car rental" "email hotel 2 weeks prior to confirm reservation was received" "deposit due" "final payment due" "call hotel 1 week prior to confirm reservation was received and add special requests" and so on and so on. I am wondering what other agents might have included in their processes that would be a good idea to implement. - Melissa
2. I've had a hard time summing up my niche into one word, as I'm new to the industry. My goal is to provide travel to the curious mind that is leisure, but can also include giving back to the community/land/culture through volunteering, shopping local markets, or through participating in educational experiences. It seems the appropriate name for this niche would be Eco Travel or Responsible Travel. Granted, it's difficult to be 100% environmentally friendly since some travel is unavoidable, but if you have any suggestions regarding the name or suggestions of suppliers that specialize work with this type of niche, I would greatly appreciate it. Thank you for this incredible podcast. - Jamie
3. I’m thinking about adding my booking metrics data like the number of booked cruises, flights, and destinations to my website. Do you think this is a good idea? If so, how would an agent go about adding that information to the site? All this to help build a trusting relationship with clients about the services that we provide. - Quincy

ESOURCES:

1. https://hostagencyreviews.com/blog/sustainable-travel-checklist

This week’s Friday 15, we're welcoming GTN! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. Hi! I am looking forward to starting this next great adventure. I have a background as a paralegal that I think will serve me well in the administrative side of things as well as problem solving. I am thinking of specializing in accessible travel. Is this a good idea at the start or would it be better to get to know the business before specializing? - Patti
2. Are you allowed to have your own landing page or website that can link to the website that your host agency has provided for you? How customizable are the host agency websites? - Amy
3. I keep hearing everyone talk about FIT. So what is it and how does someone specialize in it? - Helen

RESOURCES:

1. Finding a travel niche - https://hostagencyreviews.com/blog/find-a-travel-niche
2. Complete guide to agency website options - https://hostagencyreviews.com/blog/travel-agency-websites
3. What is FIT and what does it mean in travel - ​​https://hostagencyreviews.com/blog/fit-travel-meaning
4. What is a DMC - https://hostagencyreviews.com/blog/what-is-dmc-destination-management-company

This week’s Friday 15, we're welcoming Dugan’s Travels! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. How common is it for a Host Agency to take a commission on the planning/consulting/concierge/other fees I charge my clients? Is it even okay to charge commission on my planning fee given that I am an IC? For this question, I'm not asking about a payment processing fee if you use the Host payment processor. Rather, I'm talking about applying the same commission split to both sales and any fees I generate. Obviously, this would significantly impact my total profit if I have to give my HA 20 or 30% of my fees.
2. What do you think is the most valuable certification? Travel Institute offers the CTA, CLIA has certifications as well as my Consortium Travel Leaders offers Leisure Travel and Luxury travel certificates. - Regina
3. I'm a newbie to the travel industry and I just started my business. I'm getting very close to choosing a host agency and I’m super excited to get started. I have a question about marketing on Facebook. Is it more beneficial to have a company page or group? Or both? I know the FB algorithms can be wonky, so I want to make sure I'm reaching a wide audience. - Shelly

This week’s Friday 15, we're welcoming Uniglobe Travel Center! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. I have several corporate clients that pay with the same card throughout the year. Can I have them sign a cc authorization form at the beginning of the year and how often do you suggest I renew it? They are extremely busy people and I cannot ask them to complete the form for each and every flight they need.
2. I would love continued conversations about how to execute charging fees when different trips take such a different amount of time. Some people know what they want - some don't. I've been experimenting and every person I've told an hourly fee (I've tested it at $75 and $100 and gave my estimated timeline, they've passed on my services.) So I haven't gotten any fees in the 6 months I've been working on this. I've had some great success, but I have also wasted a ton of time with people shopping me and then taking my itinerary and booking it elsewhere to save $20. (especially on FIT trips) I've got to take control of my time and energy and make sure I'm spending time with the right people. But I have no idea how to actually implement fees and what a reasonable rate/package is. And I don't want to scare off people who could become great clients - Kristina
3. What is the process of switching host agencies? I am unsure if my current one is a good fit, but I do have trips booked while using them, and am unsure if I can bring them to a new host.

RESOURCES:

1. Understanding the full CC authorizations any payments for agencies - https://hostagencyreviews.com/blog/credit-card-processing-for-travel-agencies (written by a lawyer)
2. Guide to charging fees - https://hostagencyreviews.com/blog/travel-agents-guide-to-charging-fees
3. What’s involved with switching host agencies - https://hostagencyreviews.com/blog/gifted-q1-2020

This week’s Friday 15, we're welcoming NEST Plus with April! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. When choosing a supplier to work with, what are some questions to ask them about their support given to you and your clients. Same question for host agencies. It gets expensive trying so many only to discover the fit is not right. Thanks - Barbara
2. Hi!!! I have basically been binge listening to the podcast for about a month now and I've enjoyed everything thus far!!I am a (fairly) new advisor. I've been under my host since November 2024 but I wasn't taking my business as serious as I wanted. I've rebranded and now I've launched with more confidence and have been showing up more now that I feel like my new business aligns with what I'm trying to do. My question is, since I've rebranded I know I want to add to my specialization or niche is cruising (small ships, river, ocean) BUT i am unsure of how to add this to my marketing when ny current focus is on slow travel. What would be any recommendations or insight into adding a new niche/specialization to my marketing? - Simone
3. There seems to be more and more fraud in the travel industry. I am interested in knowing if TAs do more to screen clients before initiating a conversation with them - if so, what. Personally, I google prospects, and check social media. - Lene

RESOURCES:

1. Learning more about Preferred Suppliers https://hostagencyreviews.com/blog/travel-preferred-supplier
2. https://hostagencyreviews.com/blog/host-agency-consortia-education#sts=Part%202:%20Questions%20to%20ask%20the%20hosts/consortia
3. We have an article about rebranding - https://hostagencyreviews.com/blog/when-rebrand-travel-business
4. TIS article on fraud and fighting chargebacks - https://hostagencyreviews.com/blog/tis-q1-2025

This week’s Friday 15, we're welcoming Travel Leaders Market Square with Kelly and Rochelle! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. How do I decide what reasonable travel fees are to charge my clients? I'm a newbie.
2. Can you talk about how to determine the host agency preferred suppliers both before joining and once you’re a member? It’s very difficult to find suppliers on your own.
3. Following up on the seminar at sea question. My host does not allow new advisors to attend these. The host is not being asked to pay (by the supplier or the IC) and the latest invitation came as a mass email to all the advisors. The ICs were encouraged to come by the supplier. Host has set a high sales threshold in order to participate. They have set this threshold for other things as well: access to consortium marketing supplies. It seems like gatekeeping.

RESOURCES:

1. Our guide to charging fees and different types of fees - https://hostagencyreviews.com/blog/travel-agents-guide-to-charging-fees
2. Link our annual report to learn more about what your fellow advisors do - https://hostagencyreviews.com/travel-market-research-reports
3. What are preferred suppliers and where to find them - https://hostagencyreviews.com/blog/travel-preferred-supplier

➡️Host Week registration: https://har.news/Register

➡️Monday Coffeespot: https://har.news/MondayCS

➡️Tuesday Coffeespot: https://har.news/TuesdayCS

➡️Wednesday Coffeespot: https://har.news/WednesdayCS

➡️Thursday Coffeespot: https://har.news/ThursdayCS

➡️Friday Coffeespot: https://har.news/FridayCS

This week’s Friday 15, we're welcoming Sava Travel and Byrd! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. How can travel advisors protect ourselves against fraudulent chargebacks? I have terms and conditions in my TravelJoy that the clients have to sign when they pay a deposit and make payments. I had a client sign for a non-refundable deposit, They submitted a charge back for the deposit to their bank. What can I do?
2. How do you start a partnership with someone? Someone wants to "get into" travel with me. I specialize in cruises. She has done a lot of all Inclusives, been to several destination weddings so that would be hers. What's your thoughts on this? - Denise
3. Do most host agencies allow new advisors to attend Seminar at Sea and other Fam trips? My host is forbidding new advisors to participate in fam trips or national level conferences. Is this standard?

RESOURCES:

1. We have a great article that Travel Industry Solutions wrote for us on your best defense against fraud and chargebacks - https://hostagencyreviews.com/blog/tis-q1-2025
2. We also have a great article around credit card fraud and protecting your agency - https://hostagencyreviews.com/blog/protect-travel-agency-credit-card-fraud
3. We have an article about FAM’s overall, how to find them, etiquette etc, where we also outline that it is rare as a new advisor to be invited on a FAM - https://hostagencyreviews.com/blog/travel-agent-fam-trip
4. travel lawyer list - https://hostagencyreviews.com/blog/travel-lawyers#sts=List%20of%20Travel%20Lawyers

➡️Host Week registration: https://har.news/Register

➡️Monday Coffeespot: https://har.news/MondayCS

➡️Tuesday Coffeespot: https://har.news/TuesdayCS

➡️Wednesday Coffeespot: https://har.news/WednesdayCS

➡️Thursday Coffeespot: https://har.news/ThursdayCS

➡️Friday Coffeespot: https://har.news/FridayCS

This week for the Friday 15, we're opening 2026 with OASIS Travel Network and Chelsea! Let’s have some fun, plus some questions to discuss this Friday at 12 pm CST. Join us!

1. I have been listening to past Friday15’s and someone mentions that they send an email to prospective clients to explain HOW she is paid (commissions, fees etc). I'm communicating that I will be charging fees in my business, but while I am in my 1st year of business (currently), I am waiving those fees. But I want to have something that explains that to clients right away. What would you suggest including. - Melissa
2. Can or should a new Travel Advisor Niche or Focus on Short Break Itineraries/Travel. 2-4-6 day trips. Why or why not? - Diana
3. What I'm still not clear on are things like this: how do I present options and prices to a client, and give them time to make a decision? Am I supposed to reserve all of the options first to guarantee the price, and then cancel the discarded options afterward? Or do you just present it and hope the prices don't change in the meantime? Are there other good places to find tips or suggestions for effective booking practices? - Christopher M.

RESOURCES:

1. We have a full guide overall to charging fees - https://hostagencyreviews.com/blog/travel-agents-guide-to-charging-fees
2. We have a great article on how to find your niche with some snippets from our other podcasts with other advisors - https://hostagencyreviews.com/blog/find-a-travel-niche

➡️Host Week registration: https://har.news/Register

➡️Monday Coffeespot https://har.news/MondayCS

➡️Tuesday Coffeespothttps://har.news/TuesdayCS

➡️Wednesday Coffeespothttps://har.news/WednesdayCS

➡️Thursday Coffeespothttps://har.news/ThursdayCS

➡️Friday Coffeespothttps://har.news/FridayCS