Booking Process Step:“VIP” Reservation w/ Resort Contact(s)

​Email/call resort contact 10-14 days prior to client arrival to “VIP” your client (refer to agency owner for resort contacts) If such a list is not available, be resourceful & call resort to ask for sales manager’s name & email address. Announce the arrival of your guests for X dates, provide resort contact with any special requests etc. Include reservation details, the reservation number, the room category & any special information that might help their welcome (you should have already done any special needs at this point but is a great time to follow up on those details & reconfirm so no specific important requests fall through the cracks) i.e. distilled water, want a room nearby another family or couple, wants a high floor, away from an elevator, celebrating a birthday, allergic to shellfish etc. Even if there are no specific requests from client, we still want to VIP them.

Auto-Emails- ensure they are enabled in VCRM, so the client receives a pre-travel email approximately 3-5 days prior to departure one final time, reminding them of the most important items to get them on that plane! Checking to make sure their passport is up to date one more time. Making sure they know they need to take their travel documents with them.

  • During Trip Follow Up – while the client is on vacation a VCRM auto email will check   in w/ client to ensure all is wonderful, reminding them you are there if they need you... & asking them to tag you in photos on social media.
  • Welcome Home – VCRM also has automated welcome home email that will send directly   from your email welcoming your clients home, asking how you did, & for a review of your services.
  • Hand Written Postcard sends a nice personal, memorable touch.