Ever Wonder How Travel Advisors Plan Trips? Here’s Their Secret Formula

If you’ve ever wondered how travel advisors seem to plan seamless, thoughtful, and personalized itineraries, I’m pulling back the curtain. Whether you’re planning your dream honeymoon, a multi-city European adventure, or a family getaway, this guide breaks down how to plan a trip like a travel advisor, step by step.

From understanding your travel style to organizing key details and booking the right experiences, here’s how I approach itinerary planning professionally, and how you can do the same.

There are some benefits to working with a travel advisor that you can’t get with do-it-yourself planning due to advisor’s professional connections and networks. But if you’re willing to put in the time, you can design a custom itinerary that meets your travel style, pace, and budget just like a professional.

Step 1: Start With Travel Preferences

Before diving into destination research or booking anything, start by understanding what kind of trip you want. Here are some questions to ask yourself (and your travel companions):

• What’s your travel style: luxury, adventure, cultural immersion, food-focused?
  
• Have you been to a similar destination before? What did you love or dislike?
  
• Do you have any allergies, dietary restrictions, or mobility needs?
  
• Are you looking to relax or stay on the go?
  
• What kind of things do you want to do on this trip? Cultural immersion, beach relaxation, enjoy food & wine?
  

Write everything down. This is your trip foundation. When I work with clients, I gather all this info up front so every recommendation fits their unique style. You can do the same for yourself!

Step 2: Research Your Destination Like a Pro

If you’re visiting a destination that’s new to you, go beyond page one of Google. Travel advisors work to secure the perfect boutique hotel, hard-to-get dinner reservations, and curated local experiences.

If you have the time for deep research, the truth is, it’s not magic; it’s a thoughtful, strategic process.

Here’s how I dig into a destination:

• Read broadly: Get context and inspiration for your trip from lots of sources. Combine travel blogs, recent reviews (TripAdvisor, Google Maps), travel magazines (like Condé Nast Traveler or Travel + Leisure), tourism board websites, and YouTube videos/vlogs.
  
• Talk to people: Ask friends, family, or fellow travelers who’ve been. Firsthand experience usually beats internet advice. I tap into my fellow travel advisors but you can post on your own social media to ask your personal network or get the scoop from well-traveled friends.
  
• Check the calendar: Research local events and festivals, holiday closures, weather patterns, and seasonality. You’ll want to be aware of what’s happening in your destination that may affect your travel experience.
  
• Get granular: What neighborhoods are best for your vibe? Think about the typical pace of travel in your destination: slow and scenic, or packed and fast-paced?
  
• Research logistics: Take note of visa requirements, passport validity, travel advisories, and common transportation modes.
  

Pro tip: Create a document or spreadsheet to collect everything: destination highlights, hotel options, activity ideas, and seasonal considerations. You can use something as simple as a Google Sheet. 

Step 3: Vet Your Travel Partners (aka Suppliers)

Whether it’s a hotel, tour company, or private driver, your travel experience depends on the people you book with. Advisors rely on trusted supplier networks and you can build your own mini-version.

Here’s how:

• Read recent reviews, not just overall ratings.
  
• Check Instagram or Google for up-to-date photos.
  
• Ask around: Local travel Facebook groups, Reddit threads, and Instagram DMs can lead to real-world recommendations.
  
• Look beyond hotels: Think tour companies, private drivers, specialty guides, or local experts.

Pro tip: Keep a document or saved folder of contacts and experiences you’d book again. It’s helpful for future trips and you can share with any friends and family who may travel there in the future. 

Step 4: Organize All The Trip Details

This is where you bring the plan together. Start building out a timeline that includes:

• Travel dates and flight times
  
• Hotel booking details (don’t forget to track rate types and cancellation policies)
  
• Ground transfers or rental cars (be sure to research local taxis, or understand if there are ride hailing apps)
  
• Important deadlines (i.e. last day to buy travel insurance, cancellation dates, or payment deadlines)
  
• Visas or arrival/entry forms
  
• Passport check: Make sure yours is valid for 6+ months after travel dates

Be thorough! Here’s where a travel advisor can come in handy if you’re not used to thinking about these logistics, they can provide helpful information and reminders.

Step 5: Book Strategically

Now it’s time to lock in your accommodations and major logistics.

• Compare rates across platforms. Check out direct hotel sites, booking engines, or a professional travel advisor. Travel advisors may have access to reduced rates or can get you perks (like upgrades and breakfast) for the same rate as booking yourself.
  
• Consider whether flexible or non-refundable rates make more sense for your trip.
  
• Double check timing. Book your flights with enough buffer between connections (especially on international trips). And look up how long it will take to get to and from places like the airport, ferry port, or train station in your destinations.

Step 6: Round Out the Itinerary With Experiences

This is where the trip gets personal. Think through each day and ask yourself:

• What experiences would make this trip feel memorable?
  
• Is there a can’t-miss activity you need to pre-book (museum, show, special hike)?
  
• Would a tour or guide enhance your experience or is exploring on your own better?
  
• What is the destination famous for? Be sure to include local cultural activities. For example, if you’re working on an India itinerary, you might want to plan a sunrise visit to the Taj Mahal, a street food tour in Delhi, or a heritage walk through Jaipur. In Greece, you should consider an island boat tour. Or if you’re visiting Morocco, spending a night in the Sahara is a big bucket list activity.
  
• Do you want to make restaurant reservations or spa appointments?

Start filling in the itinerary but leave breathing room. The best itineraries include moments of discovery and downtime.

Pro tip: Reach out to your hotel concierge for restaurant reservations or spa bookings. Many can book up in advance, especially at popular places.

Bonus Tips To Think Like a Travel Advisor

• Stay organized. Planning a trip is part creativity, part project management. Keep your research, bookings, confirmations, and notes tidy.
  
• Use tech to your advantage. Tools like Google Maps, Rome2Rio, airline apps, and travel planning platforms like Travefy or Axus (used by advisors) make managing logistics easier.
  
• Be your own concierge. Confirm all bookings, set calendar reminders, and check in with your hotels before you go.
  
• Refine your system. The more trips you plan, the more you’ll learn what works for you. Build your own repeatable method.

Planning a trip like a travel advisor means thinking ahead, staying organized, and curating details that reflect you. Whether you’re booking a solo escape or coordinating a group vacation, this step-by-step process will help you travel smarter, and have a better time when you get there.

And remember: It’s your trip. Regardless of the destination and advice from others, do the things that interest you the most!

Thank you to my friend Melissa, a travel advisor and fellow travel enthusiast who runs Mountains and Mahals, for sharing her expertise with us in this post.