Why should I use a travel agent to book my trip instead of booking it myself on the internet? This is a question I had to answer recently for a potential client with whom I was speaking to for the first time. As a travel professional, I get this type of question a lot.

In this article I will reveal to you how I answered this question and how you can benefit from using the services of a professional travel agent versus booking your own travel online using a travel search engine.

1. Save time.

Sure you can spend hours, days, even months researching destinations and going from website to website in order to plan your own travel itinerary, but why would you want to do that? Time is a precious commodity that we can never get back. While you are spending all this time doing research and going from website to website to see if you can get a better deal, you could have more easily picked up the phone to have a travel agent do this research for you.

Professional travel agents are trained to do this because it’s their job. A travel professional can do all the research, coordinate all the logistics, and put together a complete itinerary for your trip in a fraction of the time you can do it for yourself.

2. Use the agent’s knowledge and resources.

Travel agents are trained travel professionals. It’s their job to know the ins and outs of popular travel destinations. Although there is a ton of information on the internet readily available to the public, travel professionals have first-hand knowledge of many or most of the destinations you may choose to visit.

Secondly, travel professionals often have resources to inventory, special offers, and discounts available only to travel professionals to offer their clients. By using an agent, you’ll be able to take advantage of these resources.

3. The travel agent advocates for you should something go wrong on your trip.

Let’s say you have booked a flight and hotel online on one of the highly-advertised travel sites. Bingo! You’re all set. Or are you?

You check your confirmation and realize that you booked the wrong date. So you call customer service and you wait and wait; then finally you get a customer service representative who then tells you that there’s a fee to change your reservation. Okay so you pay the fee, after all you don’t have much of a choice.

The day comes for you to catch your flight. You get to your destination, but your luggage does not. The airline has lost one of your bags. So you’re stuck again with a problem, and call customer service again. You get to your hotel to rest from your long day, and find that your hotel room isn’t ready. Here you go again.

Now I’m not implying that a travel agent could have prevented all of this, but as a member of the travel industry, travel agents have special relationships with travel vendors. A complaint call or letter from a travel agent is more likely to get an expedited response than a letter from you, because of the agent’s relationship with the travel vendor.

I know what you’re thinking. You think that you’ll pay more to use a travel agent. It’s an incorrect assumption to think that using the services of a travel agent will be more expensive than booking your own travel online. Although some agents charge a service, the benefits of using a professional travel agent far outweigh the risks of not using an agent.

This is rightly named as the age of traveler centrality and with the evolution of the new era of personalized travel; it is leading to research and development of a host of new so-called intelligent services. The command-and-control perspectives of traveling have changed a lot from the past and the focus has shifted more on the traveler and the productivity of each trip. It has become essential to maintain that the travelers have the greatest return on investment on each trip. New generations of young employees and managers, who have been growing up and dwelling in a digital age, are moving up the ranks as travelers. It has become essential to recognize the need for greater flexibility acknowledging that the employees who travel on corporate trips also consider a percentage of their trip to be a leisure outlet. With increasing globalization and rise in companies sending their staff overseas to network and connect with their offshore prospects/customers/suppliers, corporate travel is a highly profitable tourism segment. Before we talk about how tourism companies can better cater to business travelers, let us first look at why they prefer to use specialized corporate agencies over traditional agents

Why do businesses use Corporate Travel Agencies?

This might be the most basic question for a travel agency as to why they need to use agencies specializing in corporate travel when there are plenty of regular travel agents in the market. Here is the importance of corporate travel agencies who have online systems which allow business travelers access to their complete itinerary.

The following information is at the fingertips of the CTAs:-

• full business itinerary details
• up-to-date tracking details of flights (including delays or rescheduling)
• transparent details about additional costs such as baggage fees or in-flight fees
• travel alerts, if any, in the destined area
• complete and up-to-date details about the visa procurement policies and identification required
• currency requirement and conversion rates

What do corporate clients expect from Corporate Travel Agencies?

Negotiated Fares

The Corporate Agencies tend to have tie-ups with hotels, car rentals, flights etc. giving them access to lower fares which can be used only by the frequent business travelers. Discounted prices are not the only advantage though as they also offer flight upgrades, room upgrades, and VIP check-in lines as required.

In-depth information about the travel industry

Corporate travel agents have access to many travel resources and most importantly, quickly, than any other leisure travel agent. Additional information helps to make the business trips convenient and comfortable.

Changes in Itinerary

When an airline ticket needs to get rescheduled or cancelled, chances are the airline or the online service provider will charge lofty fees. When booking with a corporate travel agent, most of the times schedule changes can be done at zero or minimal extra charges.

Viable emergency contacts

It is important for the business travelers to reach the correct person at the need of trouble. Corporate travel agents have the experience and professionalism to relieve stress for both the traveler and the company.

What you need to consider as corporate travel increases?

Business Travel Barometer reported that corporate travel is witnessing an accelerated growth. However, when poorly managed, it may be no longer an advantage to companies and may, in fact become a burden. There are some factors which the corporations and CTAs must consider to get the best out of the time spent traveling.

Adopting a travel policy

The corporate must define a travel policy which is applicable to and respected by travelers at all levels. This policy should be used to establish the standards which will help to track the improvement of business travel. It will eventually help to reduce the costs of the entire package.

Do not limit the traveler’s autonomy

The management is responsible for budgeting the travel policy which helps to improve cost management however, it is also essential to give a degree of autonomy to the traveler. The policy should be flexible enough to allow the employee to adapt the trip as per the situation.

Traveler’s security should be a major concern

Business travelers need to have security in place. The company needs to stick to its definition of standards to ensure the employee’s integrity. The CTAs should have reliable partners (travel insurance, airlines, hotel chains etc.).

Mobility and automation

To optimize time and ease the processes, the administration of management platforms should have automated processes. This means they should adopt mobile solutions where search options, travel alerts, ticket reservations etc. can be accessed quickly, easily and on the go.

Corporate Travel Trends in 2016

Corporate travel trends tend to change regularly. 2016 has also not been any different and the travel management companies (TMCs) and corporate travel agencies (CTAs) are quite focused to provide steady if not strong axis all over. A growing MICE sector, investments in mobile and big data and enhanced focus on duty of care are some of their areas of focus.

Rising prices

The consolidated buzzword among global suppliers, airfares, hotel rates etc. is the rising fares. It is sometimes the move of the suppliers to generate discounts which encourage travel if there is a strong decline in demand. A positive 2016 world economy has been bringing an increase in air fares of a few percentage points, hotels are expected to see 4%-6% rise in average global rates and the competition will remain moderate in the car rental services.

Duty of care

Risk management is one of the major points of emphasis for corporations. Corporate customers are allowing new policies and improved technologies to monitor employees’ location in case of an emergency, especially when they are traveling to foreign destinations. For instance, Concur Risk Messaging helps to identify the travelers moving around in the world and alerts them with alternate travel arrangement as and when needed.

Focusing on MICE

Meetings industry is a major growing sector and the corporate travel trend is developing on it. The corporate travel agencies should better start aligning the various meeting procurement methodologies with its transient travel sourcing. One of the ways could be to broaden the variety of meeting services by incorporating incentive trips within it.

Investing in technology

A sharper focus on increasing value and becoming more traveler centrist can be done by bringing in mobile friendly technologies. Mobile and big data are definitely the two most significant technological investments which any corporate travel agency must focus to make their platform more appealing.

Business travel analysis after Brexit

Following Brexit, ACTE and CAPA shared their speculations. According to them, the greatest short-term effects on the travel industry will come from the weakening of the pound against other world currencies. Greeley Koch, executive director for the Association of Corporate Travel Executives said that the business travel industry will trend on currency fluctuations; with some companies taking advantage of the weaker pound and traveling more, while others may withhold business travel until world markets find their own level.

Impact of terrorism on corporate travelers

Travel policy makers and administrators need to be guided by rising terrorism scare. For executives and staff undertaking travel on behalf of businesses, the travel agents and corporate travel agencies (CTAs) should prove the reassurance for their safety through the travel policies. It is more than likely that the surveys conducted over corporate travelers reflect the general concern of the global business travelers about the spate of terrorism. However, there is no denying the fact that terrorist threat is changing the patterns of business travel. The key impact of this is to keep in mind that the companies providing travel services for business travelers need to enhance their focus on security and the associated risks in delivering the services to corporate clients. According to a recent finding, travel managers have higher estimation of their policy’s effectiveness in addressing risk compared to skeptical business travelers.

Concluding

Although the corporate travel sector has continued to progress, there are a plethora of challenges faced by the industry. A rapidly changing consumer market, the emergence of new business models, the impact of technology, man-made and natural crises are some of the fulcrum points that need to be considered before planning corporate trips.

If you are an occasional traveler you’ll probably buy your insurance from the travel agent. But if you travel more than twice a year, it is much more cost effective to have one insurance lasting all year round, than buying one every time you travel.

Think ahead, plan ahead. Annual travel insurance easily pays for itself with just a couple of trips. But not all insurances are worth the same and as always cheapest is not necessarily the best. More on this later.

Annual travel insurance is not compulsory but it gives you the peace of mind case of illness and loss or damage to property and many other events. Where is the best place to buy annual travel insurance?

1. Your bank is probably the first place you’ll try. Banks have in recent times become highly competitive and in order to retain your business, may offer better rates. For example my bank has upgraded my checking account to a premium account and for that I pay $20 per month.

As a result I get several privileges including free, worldwide, comprehensive travel insurance. But here is the best part … I get all this free travel insurance not just for myself but also for any member of my family traveling with me including my parents and siblings.

I said free because I am already getting other benefits which are worth a lot more than $20 per month if I were to buy them individually. I also save a lot of time as I never have to look around for insurance. So don’t ignore your bank.

2. Credit card companies also offer similar insurances, with some added advantages. In case of theft or loss of your credit card, they will supply you with an emergency one, often within a few hours.

In addition to travel insurance offers, there is another advantage in checking your credit card company’s terms. If you book your travel using your credit card, pretty much all card companies give excellent cover against many of the things that can go wrong.

Some credit card companies also have specialist travel departments which not only give you travel discounts but also give you even better protection, i.e. better travel insurance and at a much lower cost. But note that all insurance offers exclude you making a claims, for the same item, to multiple sources even if you do have multiple insurance cover.

For example, let’s say you have bought travel insurance separately and you have bought your travel ticket using your credit card. If your luggage is lost, you can almost certainly make a claim to either of the two sources but not to both at the same time.

The reason is that the insurance companies have suffered massive fraud in recent years. Allowing multiple claims simply encourages fraudsters to have multiple insurances and make multiple false claims.

For example, they can take an already damaged suitcase on a long journey knowing that it will fall apart. They can then claim damage and loss of property from multiple insurers.

3. Insurance companies are a popular and obvious source for annual travel insurance. If you drive a car or have home insurance get a quote from your insurance company. Remember, because you are already a customer, your car insurance often entitles you to a very good discount.

Here’s a tip: if they don’t give you a competitive insurance, tell them that you will be looking else where for a good package. Let them know you will be looking for a package that includes great home insurance, excellent travel insurance and also good car insurance.

Listen, fear of loss WILL make them bend over backwards for you and if they don’t? Here’s another tip: When you talk to any other source to get your competitive travel insurance, make sure you mention your other assets that you could be insuring with them, such as your car, home, home contents, etc.

This won’t work with travel companies but works absolutely beautifully with most insurance companies. I have done it many times and saved myself thousands of dollars, yes thousands, over the last few years.

The insurance industry is massively competitive. For once, this works in favor of the “little guy” (you and me), so let’s use it.

4. Certain types of home insurance may also give annual travel cover. Do look into pretty much any insurance cover you have. Some home insurance policies include some forms of travel cover including loss or damage to your property while away from home.

Tip: even if you live with your parents, ask them to check their policy for you. You will be amazed to see that even “your” property is covered while away from home.

Just one word of caution: do not assume what is covered or the level cover. If you are not sure just ask the insurer. If the cover they describe seems even better than what you expected based on the policy document, then do ask them to put their clarification in writing.

Why? When any major loss occurs, the insurer will send a local expert to assess the damage. These guys are called loss adjuster. Their job is to save money for the insurance company. And I tell you from bitter personal experience, they take no prisoners.

They will screw you down to the ground, if you don’t get things in clear black and white writing. Just do it. It takes minutes to request clarification in writing but can save you thousands of dollars when you have one of these mean loss adjusters arguing with you over the policy.

5. You can also buy last minute travel insurance from travel agents and airlines at the airport. Expect to be taken advantage of, heavily! Needless to say, this is one of your most expensive options. Just avoid ending up with this option, see to your insurance long before you need to travel.

Now here’s the thing. Travel insurance policies are not all identical. As well as considering price, you absolutely must read the terms and conditions carefully. For example, the upper age limit of some insurance companies may vary.

Some companies may limit the number of annual trips, whilst others may have no limit at all. Look, most travel insurance policies cover a range of events and claims. But as they say, the devil is in the detail.

The problem you will definitely face with some really cheap policies from unknown and possibly disreputable companies is what they put in the fine print. You know what I’m talking about? … all those tiny little statements they put on the back of the form? Or if you are buying insurance online (and you should), notice all those pages of really small text they ask you to agree to?

Well, that’s where they bury lots of little conditions and limitations. Most people don’t read all the terms. Do yourself a huge favor and on this occasion, do read it all. If the insurance policy terms are full of “weasel words” or complex language, just move on and do not buy.

All insurance companies are quick to point out how many millions you can claim in “total”, in case of a serious accident. But they all limit the amount per item within your claim. So claims for loss of cash will be capped and so will claims for electronic devices, clothes, etc.

This means that with the cheaper policies you will have a really low limit. For example, if you claim for a mobile phone and an MP3 player, you may find that the limit on personal electronics is not enough to even pay for “one” of those devices, let alone both. Don’t wait for an unfortunate event to show you the flaws in a dirt cheap policy. That is the worst time to find out and it is a time when you need the most help.

What must all policies cover?

1. Loss or damage to property and cash

2. Flight delays or cancellation

3. Accidents

4. Sickness

5. Your expenses when an event occurs

6. Your potential liability to other people

7. Legal services

In comparison to your total costs, annual travel insurance is only a very small item. If you are covered for any eventuality, you’ll have less to worry about, which will translate to more relaxation and enjoyment.