Travel Companion Booklet
Your single source of truth—delivered weeks before departure.
Not a one-size-fits-all process
Your journey with us
Every voyage we plan follows a thoughtful, personal sequence—from your first inquiry through your return home. What you see below is the experience our clients receive: tailored at every step, never templated.
Step 1
Inquiry
Tell us what you're dreaming about
“We want to go on a cruise in July, but we're not sure which line to use.”
Your journey begins with a simple conversation starter. Whether you know exactly where you want to go or you're exploring possibilities, we gather the essentials—destination interests, timing, travel style, and how you'd like to connect.
What happens
- You complete our Request for Information form with your travel goals and preferences.
- You select the best time for an introductory conversation via Calendly.
- We review your inquiry before we meet so our first exchange is focused and productive.
Outcome: We understand your starting point and schedule a dedicated time to explore your vision together.
Example
Example inquiry
A couple wants a Mediterranean cruise in July with a $12,000 budget, prefers smaller ships, and needs a balcony suite. They're unsure whether Silversea or Oceania is the better fit.
Step 2
Let's Have a Chat
A focused conversation about your ideal vacation
“We want to go to Japan in spring—we have a $18,000 budget. What can we do and see?”
We meet for up to 30 minutes to understand what matters most: must-see destinations, must-do experiences, travel pace, celebration details, and practical considerations like passports, mobility, and dietary preferences.
What happens
- We discuss your must-sees and must-dos—not a generic checklist, but what matters to you.
- We clarify budget range, travel dates, and who's traveling.
- We confirm passport validity, visa awareness, and any special requirements.
- We capture preferences: ship size, dining style, excursion pace, and cabin priorities.
Outcome: We leave this conversation with a clear brief to begin curating options built around your priorities.
Step 3
Review of Options
Curated choices—not an overwhelming list
“Show us what's possible within our budget and timeline.”
We prepare two to three tailored options based on your brief, plus an "Out of the Box" suggestion inspired by what we heard during our chat—something you may not have considered but aligns with your travel personality.
What happens
- We schedule a brief phone call to walk through each option and answer initial questions.
- We explain the trade-offs: ship, itinerary, cabin category, inclusions, and value.
- Full option details are sent by email for unhurried review with your travel companions.
Outcome: You have thoughtful, comparable choices—and one creative alternative—to discuss at your own pace.
Example
Example: Mediterranean July cruise
After our chat, we present three aligned options plus one surprise recommendation.
- Option A — Silversea: 10-night Rome to Athens, veranda suite, all-inclusive beverages and gratuities, private shore excursion credit.
- Option B — Oceania: 12-night Barcelona to Venice, concierge-level stateroom, renowned culinary program, mid-size port focus.
- Option C — Regent Seven Seas: 9-night Athens round-trip, penthouse suite, unlimited excursions included, premium air allowance.
Out of the box: Instead of a classic Med loop, consider a Greek Isles immersion with a 3-night Athens pre-stay and a 7-night small-ship sailing—fewer ports, deeper cultural connection, within the same budget window.
Step 4
Client Experience
Customizations, approvals, and your commitment to travel
This phase combines our terms of engagement with the refinements that make your trip yours. We discuss preferences in detail, send Terms & Conditions for signature, and—once you're ready to proceed—handle deposit authorization. No booking work begins until agreements are signed.
What happens
- Terms & Conditions are sent for your review and electronic signature.
- We hold a pre-arranged call (5–30 minutes) to answer questions and document modifications.
- You select the option you wish to move forward with.
- Credit card authorization is submitted for deposit payment—secure and clearly itemized.
- We provide an ETA for any requested customizations before finalizing plans.
Outcome: You're fully informed, formally engaged, and ready for us to execute on your approved plan.
Step 5
Bookings Executed
We book, pay deposits, and document everything
Upon receipt of signed credit card authorization, we secure your approved flights, cruise, hotels, transfers, and excursions—handling deposits and recording every payment with receipts.
What happens
- Cruise, air, hotel, and excursion reservations are confirmed in your name.
- Deposits are processed and receipted.
- All confirmation numbers and payment records are maintained in your client file.
Outcome: Your trip is officially underway—with every booking documented and accounted for.
Step 6
Confirmations & Next Steps
Receipts, timelines, and what happens next
You receive all confirmations and a clear timeline of upcoming milestones— including final payment dates highlighted so nothing catches you by surprise.
What happens
- Complete receipts and booking confirmations are delivered by email.
- A personalized timeline outlines your next steps and key dates.
- Final payment due dates are prominently noted with calendar-friendly reminders.
Outcome: You know exactly where you stand and what's coming—no guesswork.
Step 7
Final Payment
Gentle reminders, then a seamless close-out
We send reminders 10, 7, and 3 days before your final payment date. Once you're ready, a credit card authorization form completes the process—and you receive immediate receipt.
What happens
- Automated reminders at 10, 7, and 3 days before final payment is due.
- Secure CC authorization for the remaining balance.
- Final payment receipt issued promptly upon processing.
Outcome: Your trip is fully paid and financially complete.
Step 8
Pre-Departure Preparation
Guides, weather, visas, and what to expect
Our service does not end at final payment. We share packing guides, destination weather insights, and cruise line boarding details. For international travel, we provide entry/exit requirements, e-visa guidance, and links to secure required authorizations.
What happens
- Packing guides tailored to your destination and season.
- Weather and seasonal information for your travel dates.
- Cruise line embarkation details and what to expect when boarding.
- Country-specific entry/exit requirements and visa application resources.
Outcome: You depart informed, prepared, and confident—not scrambling for last-minute details.
Step 9
Travel Companion Booklet
Your complete itinerary—delivered before you sail
Two weeks before departure (typically one month ahead), you receive your Travel Companion Booklet—a comprehensive document securing every detail of your journey in one place.
What happens
- Complete day-by-day itinerary for your entire trip.
- Airline ticket information and record locators.
- Hotel confirmations, check-in amounts due, and transfer details.
- Cruise check-in details, luggage tags, and embarkation instructions.
- Excursion information (including independently booked experiences).
- Post-cruise hotel, transfer, and airport connection details.
- Any additional post-cruise activity information.
Outcome: A polished, print-ready companion for your journey—minimum two weeks before you depart.
After final payment
Our service doesn't end when you pay in full
Last-minute changes & advocacy
We rebook, re-route, and advocate when plans shift unexpectedly.
With you until you're home
From inquiry to homecoming—we stand with you the entire way.