How it Works

The best way for us to get to know you and understand what you’re looking for in your trip is to have a short vacation planning phone call. We use this 15-20 minute call to explore the type of trip you'd like and to learn about your travel style, allowing us to provide you with personalized recommendations and it’s also an opportunity for you to get to know the agent who will be working with you on your trip. We love getting to know our clients during these calls and hope you enjoy getting to know us better too. But most importantly, we hope you leave this phone call excited to work on your trip together. There is no cost involved with scheduling and having this conversation.

If after your complimentary planning session you want to move forward working together, you’ll pay the planning fee. The planning fee invoice will be sent to your email within 2-3 business days of your call (though they can be sent out sooner for urgent requests.) Planning fees start at $200 for simple resort trips. More complicated trips (whether they are multi-stop, multi-family or both!) cost incrementally more depending on the complexity, length and needs of your party. The planning fee ensures that the VBH Travel team is focusing on clients who are serious about their trips and serious about working together on them to ensure you get the best possible service.

Within 3-5 days of our conversation, we will come back to you with a handful of options that fit your dates, desires and budget. Ideally, one is perfect and we move ahead with booking your trip, but with your feedback and guidance, we are happy to present additional ideas and/or refine the itinerary. This is particularly true with complicated, multi-destination itineraries, where there might be multiple hotels, tours, etc. to choose from in each destination. During this collaborative process, we are happy to make adjustments and revisions until you are happy with the plan for your trip.

Our goal is to present enough options that fit your needs so you have some options without overwhelm. Ideally, you can sit down with a cup of tea (or a glass of wine!) and go through the itineraries, pricing and options and decide what appeals to you the most. We are available to answer any questions or get you clarity on any details about a resort, tour, etc. to help you make the best decision.

Once you’ve made your choice, we handle securing flights, hotels, tours, trains and transfers to make your trip go smoothly. We will send you an invoice to review (along with travel insurance options), and you will submit your deposit via an easy online form. We handle making the deposit, sending reminders if/when additional payments are due and preparing printed documents for you before your trip. In short, we look after all the moving pieces so you can focus on the countdown to your vacation. Our dedicated concierge team will assist with dining, spa reservations, and any other special requests you might have for your trip. We even prepare both physical and digital documents for your trip that we deliver shortly before travel.

It's wheels-up on your vacation! Hopefully, everything goes off without a problem, but if something does come up and you need assistance, whether it’s a cancelled flight, lost luggage or something else, we will assist or connect you with the support you need.