2torial #0962:
Learn2 Choose a Travel Agent

Travel to the ends of the earth

It's easy to shop for your own plane tickets and accommodations online these days, but that doesn't mean travel agents are obsolete. Using the services of a good travel agent can save you time, trouble, and even money--especially if your needs are complicated. And if things don't go exactly as planned during your trip, a good travel agent can often act as your advocate (so you won't have to spend your honeymoon without a hotel room).

Short trips for one or two people are easy to coordinate on your own. But if you have a complicated itinerary, are traveling in numbers, or have a lot riding on your next trip, it's a good idea to rely on an expert.

Taking the time to choose a reliable travel agent now may save you time in the future. While many travel agents specialize in certain areas (such as Caribbean cruises, Hawaiian vacations, or business travel), others can help you plan for just about any trip under the sun. Once you've found a good travel agent, you'll have a great resource for travel information, and if your agent doesn't specialize in what you need for your next big adventure, he or she can probably refer you to someone who does.

Identify your needs

A good travel agent will always take your needs into consideration. But while an agent will typically ask questions to elicit this type of information from you (and you should take it as a bad sign if the agent doesn't), you'll also need to do your part by speaking your mind.

By identifying your expectations ahead of time, you'll avoid being steered into a trip that's too extravagant or that otherwise doesn't suit you. Consider the following points (and discuss them with any family members or others involved in the trip) before you talk to an agent:

• Clarify the main purpose of your trip. Is it business, pleasure, romance, high adventure, rest and relaxation, or something less pleasant, such as attending a funeral?

• Decide where you want to go and when, making sure the trip will fit into everyone's schedule.

• Count how many people will travel with you, making estimates if necessary.

• Choose your mode of transportation, whether it's a flight, cruise, rental car, charter bus, or something else entirely.

• Try to determine a realistic budget for your trip based on all your other considerations. Before you show up at travel agencies, call several of them to ask about the rates they offer for your destination during the dates you plan to travel. Inquire whether there are any package deals that will fill your needs. Or look for ads in travel magazines or online.

• Decide which services you need an agent to handle for you. Do you only need hotel accommodations? Or do you also want to meet up with a tour guide, take skydiving lessons, or have an entire package planned for you?

As soon as you know what you need and about how much it should cost, you're ready to start evaluating travel agents.

Search for certified agents

Finding certified travel agents can be as simple as looking under "travel agencies" in a phone book or asking a friend for a referral. But regardless of how you find a travel agent, you should check out his or her qualifications and areas of specialty before you start making plans.

While there are good travel agents who don't have formal training or certification, it's in your best interest to seek out those who do belong to reputable trade associations and carry credentials. Their credentials establish that they have experience working in the travel industry and are trained in sound business practices.

In most countries, the travel industry is largely self-regulated, so there are a number of professional trade associations (some reputable, some not so reputable) that register members. There are also vocational schools and programs that train and certify agents.

The most prominent travel associations in the United States are the American Society of Travel Agents (ASTA) and the Association of Retail Travel Agents (ARTA). Type the full name of one of these into an Internet search engine to find its website, or enter "travel association" (plus the name of your country) to search for others.

Any travel association will be happy to refer you to member agents in your area. Keep in mind, though, that while you can make complaints to these associations regarding their members, choosing a registered member is a safeguard--not a guarantee--against fraud or negligence.

If you look for travel agents in a phone book or find ads in travel magazines or online, you'll probably notice abbreviations such as CTA, CTC, or CLIA. These specific ones are all good signs.

Note: If you have a dispute with a travel agent in the United States, the Better Business Bureau may be able to help. Check the business pages in a phone book, or use a search engine to find their website.

Ask the right questions

Once you've narrowed your choices, call around to ask questions. You should ask most of these questions in person, too, when you meet with those agents who seem to offer what you're looking for.

What type of travel do you specialize in? Has the agent received special training or certification for coordinating business trips, honeymoons, or travel to a particular destination?

Can I reach you 24 hours a day? If you plan to rely on your travel agent for assistance when things go wrong, will you be able to get in touch? Does the agent work seven days a week, carry a pager, or check voicemail messages frequently? You might get stuck rearranging all your own plans if your tour bus takes off without you and you can't reach your agent.

Have you been where I want to go? Many travel agents take trips to familiarize themselves with the locations they specialize in. After traveling and staying there themselves, they can tell you what to expect, what to see and do during your stay, and what to watch out for.

Which services do you charge for and how much will they cost? How much commission will the agent charge you for booking airplane, train, or cruise tickets, or reserving a rental car? Which services (if any) are free of charge? Will there be any processing fees or other additional fees? Don't be surprised by your bill.

Meet with agents

Shopping for travel arrangements is a lot like shopping for a car; if you're too eager to jump on a deal right away, it's easy to leave common sense at the doorstep. When you do meet with travel agents in person, don't feel obligated to purchase anything. Yes, their time is valuable, but until they've earned your business, all you owe them is common courtesy.

Schedule an appointment to meet with an agent if you have a lot of questions, or stop by when the agent isn't swamped with other customers (call first to make sure the agent is free). If the agent still doesn't take the time to answer all your questions, consider that a bad sign and politely excuse yourself.

As you start to discuss travel options with an agent you like, keep these guidelines in mind:

• Don't rely on verbal agreements alone.

• Don't assume your accommodations will look as spectacular as they do in the glossy brochures.

• Always read the paperwork carefully before you sign anything, especially when it comes to package deals.

• If you're told you'll receive first-class tickets, a specific room on a cruise ship, or a certain type of rental car, these details should be listed on all agreements you sign.

Finding a good travel agent might sound a little complicated at first, but it could simplify your life tremendously. Letting a qualified professional take over should help your next business trip run like clockwork or make your next vacation even more exciting or relaxing.

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