A few years ago when I planned a solo international trip, I discovered how beneficial it was to work with a travel advisor. Today, I’m excited to introduce you to Brian Huyvaert from Timezoneless Travel. He’s here to share his top travel tips and explain how working with a travel advisor can take the complexity and stress out of planning your next adventure!
I have friends who love to plan their own travel. I’m not one of them 😉 Don’t get me wrong, I love the idea of planning travel experiences, but when it comes to international destinations, it can feel overwhelming and time intensive to do while juggling a full time job.
When my sister initially introduced me to a travel advisor her friend suggested, that was my first experience working with an expert. Since then, my good friend Melissa Nelson introduced me to Brian Huyvaert of Timezoneless Travels. He’s helped me with several trips and what a difference it has made! It not only takes the mental load off of the traveler (you!) but is much more fun having an expert partner bring your vision to life.
With years of experience, a knack for problem-solving, and a passion for helping people explore the world, Brian takes the guesswork out of travel planning. From luxury escapes to once-in-a-lifetime experiences, he works with top-tier partners and brings insider knowledge to ensure every detail is covered.
I sat down with Brian to learn how he got into the travel industry, what makes working with a travel advisor so valuable, and his best tips for making your next trip smooth, memorable, and – mostly – stress-free.
Let’s get into it!
How did you get into the travel business? What do you love about it?
I was a mathematics lecturer at a number of universities and colleges for about 15 years, but there came a point where I wanted to try something new and different. Seeing as how I spent every school break or long weekend traveling, I figured travel planning might be an industry I would enjoy. It turns out I was right!
The best part of the job is helping people make their travel dreams come true. The combination of my vast travel experience, extensive training in problem-solving, and the amazing professional connections afforded to me by my host agency (The Travel Society) and consortium (Virtuoso) have helped build seamless adventures in travel for my clients.
What is the difference between an independent travel advisor and a travel agent?
As recently as 10 or 15 years ago, practically everyone in the industry called themselves a “travel agent.” Therefore, it is completely understandable that there has been confusion around terms like travel advisor, travel concierge, travel planner, etc.
While there is some nuance to what each name implies, the terms all mean essentially the same thing. “Travel advisor” is the more preferred term, as evidenced by ASTA’s name change to the American Society of Travel Advisors in 2018. But you will find that each advisor has unique areas of expertise, ways of operating, and even items they book or do not book.
What specific services do you handle for your clients (e.g., booking flights, hotels, car rentals, activities)? What is the one service you get asked to do the most frequently?
I consider myself full service, meaning I can book every aspect of a trip, though some of my clients come to me only needing a few pieces. Depending on client needs, I may work with partners who operate in the desired destination, I may build the trip myself, or I may do a bit of both.
A lot of that is in the background, so all a prospective client would need to know is that I will be with them every step of the way, including consulting on and booking the more obvious portions, like flights and hotels, but also addressing the less obvious aspects, like trip insurance and even restaurants.
How do you handle last-minute changes or cancellations efficiently? (e.g., flight delays, lost luggage)?
The best defense against major travel issues is planning ahead. This can come in the form of the logistics of the travel itself, in the decision to get trip insurance, or in the unique connections a good travel advisor has with their partners. I also keep an eye on flight delays, strikes, and weather events so that I can start the investigative or rebooking process as soon as possible.
Travel Logistics:
You may have two flight options to get from Portland to Paris where the price and duration is about the same, and each has one layover. The first option has a stop in Seattle while the second has a stop in Amsterdam. I won’t reveal all my secrets, but I can tell you that the second option is usually better!
Trip Insurance:
I recently had clients who had a flight delay that was tight enough to cause their luggage not to make it (though they made it, thankfully!). Because they opted for trip insurance, they were able to purchase coats to make sure they were comfortable in the cold weather that greeted them.
Partner Connections:
I can’t make any promises about what partners can do, but if flight cancellations cause a delay in arrival or cancellation entirely, there is a much better chance that I will get a no-show fee waived or generate a future credit for travel than if something was booked with an online aggregator or through a certain big box store.
Any special tips for people to make their travel less stressful?
Hire a travel advisor. Too obvious? Okay, I honestly believe that but if you are booking your own travel and want to remove some of the stress, here are just a few of my suggestions:
Do not book flights in basic economy
Beyond the lack of seat selection and lack of frequent flier miles, you have no flexibility to change or cancel your flight, whereas a standard economy seat is far more forgiving.
Mind your routing
For flights, anticipate delays and cancellations, arrive at least a day early for cruises and plan on layovers in places that offer at least one later connection to your final destination when possible.
For any trip where you have several destinations, be honest with yourself about how packing and unpacking is going to feel, how days with a plane/train/car ride are going to affect your time at your destination, and how much time you need to feel like you’ve actually seen a place.
Carry-on Versus Checked Bag
Make sure to keep prescription medications and at least one day of clothes in your carry-on bag, in the event that your bag gets delayed or lost.
Get Apple Air Tags for your checked bags, especially now that Apple is partnering with many airlines to expedite baggage location.
Trip Insurance
Covering any nonrefundable expenses is the first thing that comes to mind for most people, but other components like baggage delay coverage and medical expense coverage are the real heroes.
Be Flexible and Patient
Although it can be challenging when things aren’t going according to plan, breathe and remind yourself of what you can and can’t control, and be kind to the airline, hotel, train, cruise, car rental, and tour staff who are trying to help.
How can a travel advisor help plan special local experiences (in a way that is different from a travel agent, if applicable)?
Because we partner with locals and destination experts, many of whom operate business-to-business only, travel advisors can often open doors others can’t. For example, this can come in the form of private access to areas of the Vatican or customized, “off-menu” distillery tastings.
On my contact form, I ask questions to paint a basic picture of your desired trip, but it is helpful to know in advance:
- The clients’ preferred method(s) of communication
- Who is the point person
- How quickly they would like to have their trip booked
- Whether they will be booking any components of the trip
- Whether they have flexibility with dates or destinations
- What their budget is
Actual traveler information is collected once we have decided to work together.
Are there any deals, discounts, or package options you can access that I wouldn’t find on my own?
Being a part of Virtuoso allows me to offer my clients exclusive amenities like daily breakfast and $100 food and beverage credits at partner hotels or prepaid gratuities and shipboard credits on partner cruise lines.
Being a part of The Travel Society expands those offerings, giving similar amenities with a larger portfolio of properties and companies. Because I operate primarily in the premium, luxury, and ultra-luxury spaces, I am not aiming to compete with travel aggregators for the smallest price tag. Rather, I want my clients to get the best value for their unique travel desires without sacrificing quality. Oftentimes this means creating packages that do not even exist in the online marketplace!
I am here for my clients every step of the way…and every hour of the day sometimes! Flight cancellations. Missed trains. Insurance claims. If there is an avenue for me to make life easier, I will.
Are there specific destinations or travel times you recommend for cost savings/budget-friendly?
With the rise of remote work, many of these windows are shrinking, but there are still some excellent value plays. If you’re looking to go to Europe, November tends to have minimal crowds and better prices but cooler temperatures, occasionally accompanied by rain. Some destinations in Mexico and the Caribbean have outstanding deals in the summer and fall because of the heat and the potential for hurricanes.
Your dollar is going to go further in Central America, parts of Asia, Eastern Europe, and surprise locations like Portugal.
If someone wants to work with a Travel Advisor, what should they expect to pay?
Travel advisors make the majority of their income from commissions, which does not increase the cost for consumers; this is already built into public-facing pricing. Many advisors, myself included, charge a trip management fee due to the time involved in planning, the potential for cancellation, and several other reasons.
This fee depends on the number of travelers, the components of travel you would like me to book, and the length and complexity of the travel you are planning, but the majority of trips fall in the $300 to $500 range.
Do you have your next trip planned? Where to?
We just wrapped up a great trip to Chile and Argentina with my wife and another couple. My mother-in-law is from Punta Arenas, Chile, where our trip began, making it particularly special for my wife (have I mentioned she is an amazingly talented wedding photographer?). We hiked in Patagonia, celebrated New Year’s in Santiago, sipped wine in Buenos Aires, and stared in awe at Iguazu Falls on the border of Argentina and Brazil.
What is the best way to connect with you?
I’m happy to text, call, or Zoom, but let’s get the ball rolling with an email intro (brian@timezoneless.com) or with the contact form on my website. From there, we can use whatever medium you prefer!
Thanks to Brian for sharing his pro tips! Be sure to mention Career Insight Studio if you connect with him about helping you plan your next travel adventure.
Thanks for reading! xx
