Travel Agents Take the Stress Out of Vacation Planning
- Shari Berg
- 22 hours ago
- 5 min read
In an era when travelers can book vacations online in minutes, the marketplace presents an overwhelming amount of information. A search for the best all-inclusive resort in Mexico yields three million hits. This digital clutter leaves consumers wondering how to find the right options without spending hours researching.
Professional travel agents offer a solution to this challenge. They build personalized experiences and stand by clients when unexpected emergencies disrupt plans. Local experts explain how professional planning saves money, prevents costly mistakes and delivers tailored vacations.
Katie Kubis, a travel advisor with Wonderland and Beyond Travel, started her career in 2020. She describes that period as an interesting time to enter the industry because of COVID-19. She works with a woman-owned host agency based in Florida that includes 24 other agents. Wonderland and Beyond Travel has operated since 2017 as an authorized Disney and Universal Preferred travel agency. The firm is a Sandals resort specialist, and Kubis serves as the romance specialist. She focuses on all-inclusive vacations, Disney and Universal destinations, and European destinations through luxury and family travel.
“Using a travel agency means you have someone in your corner before, during and after your trip,” Kubis said. “I take the stress out of planning by handling all the details for you. Instead of spending hours researching, comparing options and trying to figure everything out, you can focus on getting excited for your trip. Instead of someone spending hours researching and exploring options, I can help you match the right destination for your family.”
Jennifer Novotny works with Upon A Star Travel, a full-service agency in Cranberry Township. The business has operated since 2014 and sells all types of travel, including Disney packages, independent trips to Europe, guided group travel and cruises.
Novotny agrees that internet data can confuse consumers. “We cut through the noise,” Novotny said. “Who’s to say that Susie down the block will have the same taste as you? We arrange all the things you might not think about. While price is taken into consideration, the cheapest doesn’t always mean the best value.”
The planning process relies on a detailed discovery period before bookings occur. Experts use this interview to learn specific preferences. Kubis identifies the desired location, trip length, date flexibility and necessary airports. Flight times and airport proximity matter greatly for travelers who live far from major hubs.
Kubis asks whether the preferred travel style is relaxing or adventurous and if the family prefers budget-friendly, moderate or luxury accommodations. Family dynamics heavily influence the itinerary. Disney vacations require planning around specific meal and nap times.
“Budget plays a big role,” Kubis said. “I always ask for a max budget. I’ll show you things under that and things that are slightly over it.” She examines the activities clients want, such as hiking or paddleboarding, to match them with the right property.
Novotny requests information regarding past travel history and preferences, such as whether a client is a pool or beach person. She asks clients to rank the importance of food, affordability and convenience. This process helps match the traveler to the best vacation experience, cruise line or property. It prevents clients from becoming overwhelmed by unrealistic goals, like trying to see seven European cities in seven days.
Deep understanding of client preferences leads to unexpected success. Kubis used her niche in romance travel to assist a honeymoon couple with a tight budget for an all-inclusive stay. The couple wanted to visit Hawaii, but their budget made the destination unfeasible. Kubis redirected them to St. Lucia.
“It’s the Hawaii of the Caribbean,” Kubis said. “It was a big win. It fit into their budget, it fit timing-wise, and they could spend more time relaxing than traveling.” She found all-inclusive options that matched their spending limits and delivered a fantastic experience.
Novotny experienced a similar success while planning a trip to Scotland. Because she had planned a prior trip for this client, she knew their travel preferences well. The client provided an initial itinerary, but Novotny suggested an adjustment.
“I was able to make some adjustments to the trip,” Novotny said. “I’d suggested a very specific castle tour they hadn’t known about before, and it turned out to be the one their son had been seeing online, but they didn’t know the name of it.”
Independent planners often make mistakes that surface once a trip is underway. Kubis and Novotny identify the absence of travel insurance as a frequent error. Kubis notes that travel protection keeps passengers safe throughout the journey, helping with cancellations, rebookings and medical emergencies. Insurance provides peace of mind by covering those costs.
Novotny prioritizes connecting clients with reputable travel insurance suppliers. Independent travelers also face problems when booking cheap tickets through third-party websites like Expedia or Orbitz. Kubis warns that if a flight faces a delay or cancellation, it’s extremely difficult to reach a representative or rebook at the airport. She advises consumers to book directly with the airlines.
Other common mistakes involve choosing the wrong resort location due to misleading website descriptions. Agents know which local beaches suffer from heavy seaweed accumulation that makes the water unusable. They also understand hidden costs, noting that booking a hotel outside of a theme park can become expensive once a traveler calculates parking and transportation.
Novotny warns against focusing exclusively on cost without checking ticket restrictions. Independent travelers often book basic economy tickets with unmanageable short layovers in busy airports. Basic economy passengers land in the final boarding group and can’t choose an assigned seat until close to departure. If an airline oversells a flight, they bump people from that last boarding group, which can separate families from their children.
Independent travelers also miss critical booking windows and promotions. Kubis can apply new promotions to existing reservations, saving clients hundreds of dollars. She notes that underplanning is common for destinations like Disney, which features numerous perks that require advance knowledge.
When travel disruptions occur, having an agent changes the experience. “I’m on the phone right away,” Kubis said. “That’s the nice thing for a travel advisor. I’m readily available 24/7.” She relies on contingency plans, including backup resorts. For major disruptions, agents jump into action to handle rebookings faster through industry connections, or they help book a hotel room for the night. They can contact partners directly to force a hotel to hold up its end of a bargain or move the client to a new location.
For individuals who have never used an agent, Novotny advises consumers to ask what services an agent provides and whether the professional charges a fee. Some agents operate on a fee basis, while others offer complimentary services. The planning services provided by Kubis are complimentary because destinations like Disney, Sandals, and cruise lines build commissions directly into the cost. Travelers who book on their own still pay these fees without receiving the service.
Novotny notes her agency is situational and only charges fees in some instances. She recommends asking if an agent has experience with a specific destination, if they handle dining schedules and how they handle travel emergencies.
Travelers should understand the boundaries of the relationship. Agents handle genuine travel emergencies at any hour but shouldn’t be expected to answer routine questions after hours.
“Our job is to help you have a trip that is stress-free,” Novotny said. “You have it all laid out with plenty of time to explore. It’s a one-stop shop where you can always get your questions answered and enjoy your time without spending hours researching and figuring out what the right move is.”