Thank you for your interest in becoming a client with Cruise Planners – Ana & Travis an independently owned and operated Cruise Planners franchise, legally registered as All Travel Worldwide LLC.
We love what we do, and nothing makes us happier than seeing our clients enjoy unforgettable travels and create lasting memories!
Please read this document regarding our working practices before we initiate research for your vacation. The travel industry is constantly evolving, particularly in recent years; therefore, this document serves as a general guide to our processes. Some details may or may not apply to your specific vacation. We acknowledge that this document is lengthy. We’ve addressed many questions clients have had and issues we’ve seen over the years, along with information on how the travel industry works.
We simply request that clients respect our time and efforts. If you find a lower price elsewhere, please contact us before booking so we can verify the details. Often, there are differences in offerings, and the price comparison may not be accurate or ethically presented.
How We Work and How We're Compensated
First, if you've already consulted another Travel Advisor, please continue working with them. We respect the time and effort they have invested. All reputable Travel Advisors generally have access to the same deals, so comparing prices often wastes time. Focus on finding a travel advisor you can trust by interviewing them on their services and they will to give you the best value. If you intend to use our information solely for price shopping or if price is your only concern, we kindly ask that you do not engage our services.
Background and What We Do in General
Booking a resort, cruise, or vacation is just a small part of our travel services. We plan personalized vacations so you can create amazing memories in scenic destinations worldwide. We handle the hard work and stress of planning and travel management, addressing any issues within our power so you can relax and enjoy. Your input is always welcome, and we strive to resolve most problems behind the scenes without troubling you.
We typically plan and book complete vacations consisting of cruises, theme park resorts, escorted/guided tours, groups, etc. of 3 nights or longer as the focal point of your vacation and research and book hotels stays of 2 nights or less, flights, rental cars, transfers, day tours as an added service to you.
Compensation
This is our full-time business and how we earn a living – not a hobby or multi-level marketing endeavor as many in the industry are. We are self-employed, commission-only, highly trained professionals with several travel certifications.
We also attend numerous hours of required continuing education, training, conduct site inspections, and meet with industry executives to provide you with the finest service and the most up-to-date information.
Charges
Planning Package/Expedited Planning Package
To provide the highest level of expertise, personalized service, and dedicated planning, we charge a Planning Package or Expedited Planning Package (for travel within 3 months). This charge protects and compensates us for our time and expertise we invest in planning and booking the main components of your vacation. This allows us to provide additional services, such as arranging flights, short hotel stays, day tours, and more, which are time-intensive and often come with minimal commission. It ensures that we can create customized, seamless travel experiences tailored to your needs. It is non-refundable and applies whether or not you choose to book your travel with us or if you decide to cancel before or after booking with us.
This charge is clearly outlined in our Client Agreement and on our website. The exact amount will be discussed with you in advance, as it varies depending on the type of trip and level of planning required.
Major Change Policy
Please understand that much time, effort and care goes into researching, planning/advising, and servicing your vacation and it is very labor intensive. We constantly look out for your best interests before and after booking, throughout your travels and after your return. Therefore, when changes occur to planning itineraries or booked reservations, or cancellations to a reservation are requested, we must spend additional time to process those requests often via inefficient conversations with call centers after long hold times, which often causes the vacation to be unprofitable either because of the time involved or we will likely have our commission reduced or lost completely. Therefore, if changes become too frequent, we will charge the following which will be discussed with you before we reach that point in the process:
$50 Major Change may be charged when client initiates a reservation change in writing. This is is usually waived for upgrades.
This charge is separate and in addition to any other charges/fees by the travel supplier.
Commission
Our commission compensation is received AFTER you return from the vacation that we planned and you booked through us. At that time, we will be compensated by the cruise line, resort, or other travel supplier you traveled with. This is one of the reasons why we have a vested interest in servicing your travel needs throughout your return and thereafter.
Commissions are built into nearly all travel you purchase with the exception of stand-alone airfare. We typically only book flights, hotels, tours, rental cars as part of the overall vacation planning service. When we plan and book the main component of your vacation such as the cruise, it allows us to better cover our time spent on the entire vacation, as planning, booking and servicing flights, hotels, tours, etc., can be quite time-consuming with minimal commissions.
We have very low over-head and therefore, we only mark-up products that don't pay commission. For example, airfare. Our commission is calculated by the travel supplier typically on only part of your vacation cost. Many items such as cruise line excursions, drink packages, taxes, gratuities, etc. are non-commissionable and therefore we make nothing on these items.
If you engage our services, we respectfully ask that you do so with the intention of placing your trust in us and booking your travel through our agency. Please note that we may be planning and booking travel one or more years in advance, and we want to ensure we provide the best possible experience for you.
The Process
Our goal is to provide you with the optimal combination of experience and value, which may not always mean the lowest price. We take pride in offering personalized service and handling your vacation budget with the utmost care and respect.
We will arrange a phone or virtual consultation to clarify your vacation preferences. We find that speaking with clients helps ensure a smooth process. Additionally, planning and booking all aspects of the vacation tends to result in a more efficient experience.
Next, upon receiving your completed Client Agreement and Planning Package or Expedited Planning Package, we will conduct thorough research, develop a customized proposal, and collaborate with you to tailor an itinerary that aligns with your preferences and ensures your satisfaction.
Booking Your Vacation
To make your vacation planning and experience as seamless as possible, we prefer booking all components of your trip through us. We also book hotels, rental cars, transfers, shore excursions/day tours, event tickets, etc. as an added service to the main component of your vacation such as cruises, all-inclusive resorts, escorted tours, etc. We can advise on flights and book them if cost-effective for you.
Booking everything through us provides you a complete overview of your vacation costs in one place. It also helps with our rankings and might save you money due to our Preferred Travel Partners. We can include your reward numbers when booking hotels, resorts, and rental cars so you earn points/credits just as if you booked yourself.
Everyone Wants to Save Money
Travel is expensive - We Get It! We treat your vacation dollars as we would on our travels AND we're pretty frugal. We understand that each person has different travel "likes" and priorities they're willing to pay-up for and other things that are not so important. We help you get through it all. Our business is nearly 100% referral because our clients trust that we always look out for their best interests and work tirelessly so they experience the best vacation possible for their money.
With that said, you, or someone in your group might find a place or see a cheaper option online. We get it; we don't like spending unnecessarily either. However, we usually know what's out there. While we have favorites, we are also aware of options clients often see are for less expensive options like Basic Economy flights, non-refundable deposits, etc. which we don't typically recommend.
Many websites show seemingly cheap prices, but often these prices don’t include all costs or follow rules ethically. We strive to match prices when itineraries are truly comparable and include our level of personal service. We won’t match prices from discounters, websites, or big-box stores because they can’t match our expertise and service.
We have systems in place to monitor legitimate price changes with cruise lines and other vendors and will reprice to the lower fare for you. We have these automated systems to better serve you because manually checking prices takes much time. If you frequently ask us to compare prices with other sources, we may ask you to cancel your reservation with us and book elsewhere.
Next, even though we're a small business, we're backed with the buying power of Cruise Planners which means we have access to the same pricing, amenities and perks offered by the Travel Suppliers (cruise lines, resorts, hotels etc.) that all other Top Tier companies have.
Lastly, we thank you for understanding the amount of research, labor and care we put into each request. We personalize your travel adventure which may not include the cheapest options because there are often issues with the cheapest options and you may not be happy with those options because those options may not appeal to you.
Please understand that our prices, as with all travel advisors, are set by the travel suppliers and are almost always the same or better compared to if you book directly with the Cruise Line, Resort, Hotel, etc. yourself. Unfortunately, as travel has gotten more expensive, travelers may need to raise their budgets or lower their expectations.
If you're seeing cheaper prices, Please Contact Us and Give Us the Courtesy of checking to see if the pricing is Apples to Apples. It's usually not. As we mentioned above, there's almost always a good reason for the difference and unfortunately sometimes the differences include the other travel advisor not following supplier policies or regulations and you may find out too late that it was "too good to be true."
Important Request that Might Save You from Making Errors
If you book any travel components yourself, please email us the confirmations (including costs) so we can incorporate them into your itinerary. This allows us to provide a comprehensive travel plan and cost summary while offering better guidance and provide an accurate travel protection quote to ensure you’re fully covered.
While we cannot guarantee catching every mistake, having an extra set of eyes can help avoid errors—we’ve seen some serious ones over the years!
Please note that due to privacy policies, we are unable to assist with self-booked items, which are often flights. However, we can help monitor your flights and provide support in case of delays or cancellations.
Thus, we also highly recommend travel protection insurance to protect your investment. Travel insurance can provide coverage for unexpected situations such as trip cancellations, delays, medical emergencies, lost luggage, and more. It offers peace of mind so you can travel with confidence.
Deposits and Payments
Once you're happy with your vacation itinerary, it’s time to secure the reservation. All payments must be made via credit/debit card.
For credit/debit card payments we will send you an electronic Credit Card Authorization form or when available, a link where an electronic payment can be made. These payments are processed directly with the travel supplier. Often times, deposits and final payments can be large where credit/debit card security alerts can be triggered. This is a good thing. If necessary, please alert your credit card company to the anticipated charge and/or stand by to authorize the charge in case it doesn't go through.
We do not collect or hold any funds. When you book your vacation with us, we simply process your payments with the travel supplier on your behalf. The merchant of record and the company that charges your credit/debit card will be the resort, cruise line, hotel or other travel supplier we work with, never ourselves or Cruise Planners. We provide you with travel supplier confirmations showing your payments have been received by that supplier as well as confirmations from Cruise Planners. You can also see your amount paid/balance in your Cruise Planners MyTrips Account/App.
IMPORTANT WARNING - Some travel agencies, especially the Discounters, Websites and Tour Operators actually collect and hold your money and use it to play the float or worse, use your money to pay current expenses. Either way this puts you at risk of their ability to eventually pay the travel supplier, insolvency or bankruptcy. Many states have laws regarding this where in most cases the money needs to be segregated from operations by holding in Trust. Unfortunately, not all follow these requirements.
Summary
Even after your vacation is booked, we will stay in touch via email, calls, and mainly text message. Feel free to reach out with any questions or concerns. We will inform you of your “Final Payment Date” and provide a Credit Card Authorization or payment link. As your vacation nears, we'll send links for check-in, documentation, visa requirements, health & safety protocols, destination information and more.
Savvy Travelers are Booking Early AND through Travel Advisors
They know:
- Researching travel options can be daunting and time-consuming.
- Once a vacation is booked, it is contractual and binding - mistakes are costly.
- This has led to a resurgence in the use of travel advisors, with the percentage of vacations being planned and booked through Travel Advisor at the highest in recent years.
- Most travel is NOT a Commodity.
- Price should never be the sole consideration.
- See the value of personal service, expertise and enjoyable experiences.
- Not all travel advisors provide the same level of service.
- Competent travel advisors are experienced and invest time to understand your objectives.
- They do not seek quick profits; they aim to find what suits you best.
- While they can book "deals" for you quickly, these may not always be the best options for you.
- Dedicated and successful travel advisors prioritize their clients' needs.
- Planning and booking early in the current market ensures the best chance of securing what you want at the best price, often with exclusive perks.
- Prices are generally higher closer to travel dates despite frequent "Sales."
- Rare last-minute deals may occur due to cancellations if you are flexible, but widespread last-minute deals are currently rare.
- Travel advisors can help you avoid scams and make sure you have accurate information.
- There are many fake websites posing as hotels, airlines, cruise lines, etc.
- Fraudsters call cruise lines, resorts, etc. and cancel or change your reservations – when you book through a Travel Advisor, the travel company only speaks to the Travel Advisor
- Savvy travelers recognize the unreliability of social media groups as travel information sources.
- ALL Prices whether Booking Direct, through website, discounters/big-box stores include a travel advisor commission but:
- They won’t receive a Travel Advisor’s personal service even though they're paying for it.
- Booking through one of these does not ultimately save money because of dealing with Call Centers where mistakes are often made.
- They won't inform you of price drops. We have systems that monitor prices for you.
- There is no perfect day or time to book flights.
- The day of your flight is more important like a Tuesday or Wednesday vs Friday, Saturday, or Sunday.
- They NEVER book basic economy flights or ultra low cost airlines.
- They book a refundable flight, at least in the main cabin.
- The rule of thumb is to be at the airport at least 2 hours before for domestic flights and 3 hours before for international flights (3-5 hours before if inbound international flights).
- The ideal connection times will depend on the type of passengers, airport size, etc.
- There is no "sweet spot" for booking flights and book when ready, comfortable, and can afford it.
- They book domestic flights 4-5 months in advance and international flights at least 6-8 months in advance NOT due to price but due to availability.
- They arrive at least one day early for their cruise.
How the Travel Industry Really Works
Supply/Demand and Dynamic Pricing
To begin, travel Advisors are NOT travel suppliers and we do NOT set prices. Travel suppliers set their prices and they have rules against advertising and selling below their set prices. That means any two Top Tier Travel Advisors who quote the same exact vacation package, from the same exact travel supplier on the same exact day/time are going to get the same price. Prices fluctuate, sometimes during the day especially when airfare is involved. Differences could also exist in room categories/locations, seat classifications, Basic Economy vs. Economy flights, itineraries, Refundable vs. Non-Refundable, etc. In summary, travel prices are supply/demand driven, change frequently and are set by the travel companies – NOT by us.
What the heck is "Dynamic Pricing?"
Well, ever wonder why the airline price changed almost right before your eyes? That's Dynamic Pricing and it's all based on supply and demand at that moment. If you engage in extensive price shopping, this could be one reason for encountering different prices.
Further, the prices you see, even on legitimate websites or advertisements, are the cheapest version of that product including options, room locations, layovers, connections, etc., which may not meet your preferences and typically do not include fees, insurance, etc. There are always sales promotions. Advertising is designed to capture your attention with phrases like "40% off," "50% off," "Kids free," "Free air," "$200 On-Board Credit," etc. However, these promotions do not necessarily mean that the all-in Final price is more favorable.
Plus, one of the many untold truths in the travel industry is that typical sales tactics like "40% Off" or "$2,000 credit" or "Free Room" etc. are also used to make you feel as though you're getting something no one else has, but in reality, if all other items in the vacation package are identical, your bottom-line price from any Travel Advisor will be very close, if not exact. Every Price or "Deal" you see advertised is for the cheapest version of that product intended as "Lead-In" prices - cheapest category, cheapest location, worst connections/layovers, etc. and usually NON-Refundable deposits or NON-Refundable in total. Personal service is what you should want, especially in this environment to give you the facts and to help you make an informed decision as you weed through all of the choices, fine print and risks.
An Important Note Regarding Some Industry Practices:
Cruise lines and other travel suppliers have policies for advertising below their published prices. They also have rules against giving up ("rebating") commissions in order to show a lower price. This activity is considered Unethical in the industry yet Discounters, Internet Based companies, out of town companies, inexperienced travel advisors, etc. do this quite often. There's a reason a particular Big Box store is no longer allowed to sell some very notable cruise lines. Those cruise lines banned them.
One can often find something cheaper, but it may not be a fair comparison. For example, differences in room location/type, refundable vs. non-refundable deposits, amenities, seat classifications, connections/layovers/flight times, restricted airfare like Basic Economy, and even the timing of price checks are some reasons for price discrepancies.
Additionally, cruise lines, resorts, discounters, Internet-based companies, and big box stores will not include the comprehensive support provided by travel advisors before, during, and after on all parts of your travel, nor offer personalized assistance even though the prices you see include a travel advisor commission. Therefore, booking directly, through a website, with a discounter, or at a big box store means you're paying that commission without receiving the associated services. You'll encounter Call centers which are NO fun! and it's even less fun when you can't even speak with a human and all you can do is e-mail the company.
The truth is there is really NEVER a reason to book direct or on your own. Any good Travel Advisor can get you the same price you'd get by booking direct and quite often can get you a better deal AND will provide you with Service, Expertise and Advice on your COMPLETE Vacation - not just a piece of it.
Representatives at cruise lines, resorts, hotels, discounters, websites, big-box stores, etc. are not Travel Advisors. They are salespeople who use various sales tactics to encourage quick decisions. You are NOT their client. You are just a numbered customer and they are focused on making sales. These corporate employees do not have a legal or ethical responsibility to prioritize your best interests and are not bound by the same ethical guidelines as legitimate Travel Advisors.
We personally know travel advisors who previously worked at a well-known discounter and have told us about the high pressure tactics and other methods the company uses.
Be Careful, as some travel agencies, especially Discounters, websites and Tour Operators actually collect and hold your money which puts you at risk of their ability to eventually pay the travel supplier, insolvency or bankruptcy. This is typically how "Rebating Commissions" mentioned above is accomplished. Many states have laws regarding the handling clients' funds where in most cases the money needs to be segregated from operations by holding in Trust. Unfortunately, not all follow these requirements.
Here's a great article called 15 Things Travel Advisors Wish Their Clients Knew.
IMPORTANT - Travel and Medical Protection
It's NOT just Cancellation Protection. Travel Protection insurance is highly recommended to help protect your investment and provide assistance in a travel emergency or any other unforeseen circumstance that could affect your travel plans, such as medical care, medical evacuation, delays, interruptions, cancellations, and default by the travel provider. This is especially important if traveling abroad. The U.S. Department of State recommends travel insurance for anyone traveling abroad. In fact, they think travel insurance is so important they even say so in every U.S. passport. Just peek inside your passport and see: “Medicare/Medicaid does not cover healthcare costs outside the U.S. Does your insurance apply overseas, including medical evacuation, payment to a hospital or doctor overseas, or reimburse to you later?”
Further, many hospitals/doctors in foreign countries require upfront cash payments before treatment - typically when you have no proof of reliable Travel Insurance with proper medical coverage. Also, please note that "travel protection" offered by credit card companies and even some travel suppliers rarely provide the medical coverage you may need and have restrictions that you need to be aware of.
Recently, we personally witnessed a Medical Evacuation from the middle of the ocean. That person and his wife booked online with the cruise line and declined travel protection insurance. The cost of that evacuation could be over $100k.
Third party travel protection allows you to cover your entire vacation, not just certain parts like the cruise portion and often carries more robust coverage with less restrictions.
Therefore, we will provide you with a quote for Travel Insurance from either Allianz or the travel supplier. You must either purchase the Travel Insurance we offer or decline by signing our waiver. Failure to do so may result in having your travel documents withheld and/or the cancellation of your reservation.
Conclusion
We strive to provide the facts you need for informed decisions and a pleasant experience. Some facts, like not flying on the same day as your cruise, may be unpopular, but we're dedicated to honesty. Our goal is happy, repeat clients. If you book elsewhere, protect yourself by asking the right questions, including whether the company holds your money. Know who you're dealing with and what service to expect when problems arise.
Thank you for considering us. We hope this document is informative and reasonable, and that you'll trust us for your travels. The main thing we ask to please respect us and our time and if you find a lower price on the official travel supplier's website, call us to compare accurately.
To Accommodate Clients' After-Hours Needs
While traveling and to provide private appointment availability for vacation planning, we work by appointment only.
Our office hours are Monday through Friday, 9 AM – 2 PM Pacific Time (12 PM – 5 PM Eastern Time). Feel free to call during these hours, or schedule an appointment at your convenience at tidycal.com/magicalmomentsnow
Please note, we work from home and have a 3-year-old and 5-year-old, so we appreciate your understanding and flexibility when scheduling appointments.
With gratitude,
Ana & Travis
Agency/Franchise Owners, Travel Advisors
702-482-7774
Amartinez@cruiseplanners.com
